Brought to you by the Information Technology Department

Kristin C Scott 1/6/2014 V1.3

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Purpose ...... 4 Objectives ...... 4 Getting Started ...... 4 Creating a Contact List for a Class ...... 5 Getting the Class List with Email Addresses Report ...... 5 Converting the Excel file to a CSV ...... 9 Import the List into Google ...... 10 Rename a Contact List ...... 13 Sharing a Google Document with a Contact List ...... 14 Selecting the Document to Share ...... 14 Making Your Document Visible to Others ...... 15 Providing Access to your Document to a Contact List ...... 16 Using Google Contacts - Document Version History ...... 16

For additional information, please contact:

Kristin C. Scott, Director Educational Technology & Information Technology Training [email protected] 903.510.2560

Copyright © 2013 Tyler Junior College. All rights reserved. This material may not be reproduced, displayed, modified or distributed without the express prior written permission of the copyright holder. For permission, contact Tyler Junior College Information Technology Department, PO Box 9020, Tyler, Texas 75711-9020

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To provide the Tyler Junior College faculty and staff with basic information on how to create a contact list for a class for use with their TJC Google Apps for Education account and share a Google Document with a contact list.

1. Get a Class List with Email Address report 2. Convert the Excel file to a CSV file 3. Import the Excel file to Google Contacts 4. Rename the Google Contact List 5. Select a document in your to share 6. Make your document visible to others 7. Provide access to your document to a contact list

 You will need a faculty login to Apache Access.  You will need the current term code.  You will need a class CRN.

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When you create a Google Contact List for a class, you can use your TJC account to send email to the entire class and you can share documents you’ve created with your students.

You must use Internet Explorer for the reporting features in Cognos to work correctly. At this writing, IE7, 8, and 9 are supported.

1. Login to your Apache Access account. 2. Navigate to the Faculty tab. 3. Click on the Run your reports here link in the Reports channel.

The Cognos application displays reports for us using Banner data. Additional reports can be written for you, if you have a specific need. Contact the Business Intelligence office to discuss your needs.

1. Enter your username and password.

This is the same combination you use to login to your computer and Apache Access.

2. Click the OK button.

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1. Click the My home link. 2. Uncheck the Show this page in the future box if you would like to skip this screen in subsequent logins.

3. Click on the Faculty Reports link next to the yellow folder to see Department Chair reports.

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4. Click on the Student Roll Email Extract link to select criteria to run the report.

1. Enter the Term for the report. 2. Enter the appropriate CRN for the course. 3. Click the Finish button.

Some reports may have a Submit button instead of a Finish button.

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The report is generated as an Excel file and will open in Excel.

You may be asked whether you wish to Open or Save the report.

To return to the Reports menu, click the appropriate browser window in your Task bar. The browser has not closed unless you have closed it.

To logout, click the Log Off link in the upper right hand corner.

In the next step, we’ll open the file and convert it.

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1. Open the Class List with Email Addresses file you downloaded. 2. Click on the File tab. 3. Click on the Save As… link in the men. 4. Choose CSV (Comma delimited) from the Save as type drop-down list in the Save As dialog box.

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Close your Internet Explorer browser and use the browser for these steps.

1. Click on the Gmail icon in Apache Access.

2. Click on Contacts in the Mail drop-down list in Gmail (Google Mail)

3. Click on the Import Contacts… link.

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4. Click the Choose File button in the Import Contacts dialog box.

5. Navigate to the CSV file you would like to import.

NOTE: The icon for a CSV file is very similar to the icon for an Excel file. You may want to save the CSV in another location or give them a name that makes it clear which file you want to import (CSV file).

6. Click the Open button.

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7. Click the Import button in the Import Contacts dialog box.

In the Contacts screen of your Gmail account, you can see a new contact list, Imported 9/24/12 (the number in parenthesis is how many contacts are in this list), has been added to the left hand navigation. Each entry also has been added to your My Contacts contact list and the Imported 9/24/12 contact list.

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1. Click on the More drop-down list in the Contacts screen. 2. Select Rename group form the menu.

3. Type in a new name for the contact list. Choose one that makes sense to you. 4. Click the OK button.

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In the Contacts screen, you can see the Contact list has been renamed. Each entry also has been updated and reflects the new contact list name.

You can share documents and collaborate on documents with others in a number of ways using . A full explanation of the sharing settings within Google can be found at: http://support.google.com/drive/bin/answer.py?hl=en&answer=2494886&p=visibility_options

1. Click on the Google Apps tile. 2. Click on Drive.

3. Click on the document you wish to share. 4. Click on the Share button.

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1. Click on the Change… link in the Sharing settings dialog box.

2. Select the appropriate Visibility option for your document.

A full discussion on what each visibility option means is available from: http://support.google.com/drive/bin/answer.py?hl=en&answer=24948 86&p=visibility_options

3. Select the Access for users from the drop-down list. 4. Click the Save button.

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5. Type the Contact List name in the Invite section of the Sharing settings dialog box. 6. Select the appropriate contact list from the drop-down that appears below the Invite people box..

These names will now appear in the bottom “To:” window.

7. Select the Access Level from the drop-down arrow.

Before the complete the last step, review other checkboxes and settings to make sure that you are giving people the access they need to have to do the tasks you want them to do.

8. Click the Send button.

Version Revision Date Revisions Author Number V1.0 October 10, 2012 Initial Release Kristin C. Scott V1.2 July 25, 2013 Update language to reflect change to Kristin C. Scott Google Apps for Education V1.3 January 6, 2014 Update Cognos Report Generation Kristin C. Scott V2.0 August 19, 2014 Update Google Screenshots Kristin C. Scott

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