APPENDIX A

Using Google Talk

Objectives After you read this appendix, you will be able to: 1. Chat with Contacts 2. Participate in Voice-Based Chat 3. Use Google Talk in Gmail 4. Manage Your Contacts

The following Hands-On Exercises will help you accomplish the appendix objectives: Hands-On Exercises

EXERCISES SKILLS COVERED

1. Chatting with Contacts Step 1: Download the Google Talk Client Step 2: Launch and Sign In to Google Talk Step 3: Start a Chat Session Step 4: Answer a Chat Request Step 5: Send a File via Google Talk Step 6: Change Your Online Status Step 7: Sign Out of Google Talk

2. Participating in Voice-Based Chat Step 1: Start a Voice Chat Step 2: Leave a Voicemail Message Step 3: Retrieve Voicemail Messages

3. Using Google Talk in Gmail Step 1: Start a Chat Session from Gmail Step 2: Conduct a Video Chat

4. Managing Your Contacts Step 1: Invite a New Contact Step 2: Remove a Contact Step 3: Block Unwanted Users

Appendix A of Introduction to Google Apps: Productivity Apps, First Edition, Michael Miller. Copyright © 2012 by Pearson Education, Inc. Published by Pearson Prentice Hall. All rights reserved. 1

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 1 66// 7 7/11/11 8:8: PMPM Objective 1 Chat with Contacts What is instant messaging? Instant messaging Also Instant messaging (IM) is a form of real-time one-to-one text messaging that takes place known as IM, a form of over the Internet. People use IM to exchange brief text messages or to carry on complete real-time one-to-one text (text-based) conversations. The most popular IM services today are AOL Instant Messen- messaging. ger (AIM), Yahoo! Messenger, ICQ, Windows Live Messenger, and Google Talk. Naturally, you can only use IM with other people who are currently online. In addition, you can only chat with other members of the same IM service. So, if you’re using Google Talk, you’ll be able to chat with other Google Talk users, but not with users of Yahoo! Messenger or Windows Live Messenger. One exception is Google Talk’s recent integration with AIM. Google Talk users can instant message directly with users of AOL’s instant messaging network— although they still can’t chat directly with users of other networks.

What is Google Talk? Google Talk Google’s IM Google Talk is the name of both Google’s IM network and its IM client. You can network and IM client. access Google Talk from the stand-alone Google Talk client program (similar to what’s offered with both AIM and Windows Live Messenger) or from Google’s Gmail service. To download the Google Talk client and learn more about the Google Talk network, go to www.google.com/talk/ .

Using Google Talk

To use Google Talk, you must have a Gmail username and password. The Google Talk client is available only for Windows-based PCs, not for the Mac.

Can you use Google Talk to send files to other users? If the person you’re chatting with also has the Google Talk client installed, you can send computer files back and forth between the two of you. It’s a quick and easy way to exchange files in real time.

How do you navigate the Google Talk client? Contact In Google Talk, a per- The main Google Talk window displays your status and a list of contacts with whom you son with whom you exchange chat ( Figure A. 1 ). Your name and availability are displayed at the top of the window. instant messages. Underneath that is a search box you can use to search for people with whom to chat. The main part of the window is devoted to your Google Talk contacts. Those who are online and available to talk are displayed first, with a green bullet next to their names. Offline contacts are displayed underneath them, with a grey bullet next to their names. The balance of the list is made up of people in your Gmail contact list who are not yet Google Talk contacts; you can invite these people to chat, if you want. At the bottom of the Google Talk window you can see the following:

j The +Add button, which you use to add new contacts. j The View button, which you use to customize information displayed in your contacts list. j A Gmail icon that displays how many unread messages are waiting in your Gmail inbox. Click this icon to open Gmail. j A Voicemail (green telephone) icon that tells you how many voicemail mes- sages are waiting for you from other users. Click this icon to open your voicemail inbox.

2 APPENDIX A | Using Google Talk

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 2 66/27/11/27/11 8:28:2 PMPM Your name and status

Online contact Offline contact Contacts

Click to access voicemail Click to open Gmail Click to customize view Click to add new contacts Figure A.1 Main Google Talk window.

Does Google save a history of your Google Talk sessions? By default, Google Talk saves copies of all your chats. Some users like this ability to revisit a chat history, just in case something important got discussed that you’d like to refer to again. Each complete chat session is saved as a message in your Gmail account. To view a list of all your chats, click the Chats link on the Gmail inbox page. Click a chat to read the history or delete the chats that you don’t want to keep. If you’d prefer not to record a given chat, you can go “off the record” and halt the history recording. Click the down arrow in that chat window and select Go off the record . To resume recording the chat history, click the down arrow again and select Stop chatting off the record . (By the way, once you go off the record with a given user, all your subsequent chats—for this and other users—will be off the record until you choose to go on the record again.)

Hands-On Exercises

1 | Chatting with Contacts Steps: 1. Download the Google Talk Client; 2. Launch and Sign In to Google Talk; 3. Start a Chat Session; 4. Answer a Chat Request; 5 . Send a File via Google Talk; 6. Change Your Online Status; 7. Sign Out of Google Talk .

Use Figures A.2 through A.11 as a guide to the exercise.

Step 1 Download the Google Talk Client Refer to Figure A.2 as you complete Step 1. To use Google Talk, you can download the Google Talk client. This application is free. a. From your web browser, go to www.google.com/talk/ . b. Click the Download Google Talk button. Google now downloads the setup program to your computer.

Hands-On Exercises 3

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 3 66/27/11/27/11 8:28:2 PMPM c. Open and run the setup program to install the Google Talk client.

Click to download Google Talk

Figure A.2 Hands-On Exercise 1, Step 1.

Step 2 Launch and Sign In to Google Talk Refer to Figure A.3 as you complete Step 2. a. From your computer, launch the Google Talk application. This displays the Google Talk window. b. Enter your Google account ID or Google Talk username into the Username box. c. Enter your password into the Password box.

No Account?

If you don’t have a Google account, click the Don’t have an account? link to create a new account and username.

d. To have Google Talk remember your password in the future, check the Remem- ber password box. e. Click the Sign In button.

4 APPENDIX A | Using Google Talk

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 4 66/27/11/27/11 8:28:2 PMPM Enter username

Enter password Check to remember password

Click to sign in

Figure A.3 Hands-On Exercise 1, Step 2.

Step 3 Start a Chat Session Refer to Figures A.4 and A.5 as you complete Step 3. a. From the main Google Talk window, click the name of any online contact.

Click to start chat with this contact

Figure A.4 Hands-On Exercise 1, Step 3a.

This opens a new chat window. b. Enter a message in the bottom text box and press Enter . Your message is now displayed in the main window and sent to your contact. When your contact replies, his or her message is also displayed in the main window. c. Continue chatting in this fashion.

Hands-On Exercises 5

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 5 66/27/11/27/11 8:28:2 PMPM d. To end a chat session, simply close the chat window.

Click to close chat window

Conversation

Enter message

Figure A.5 Hands-On Exercise 1, Steps 3b through 3d.

Step 4 Answer a Chat Request Refer to Figure A.6 as you complete Step 4. When someone wants to chat with you, Google opens a chat window on your desktop. a. To respond to this initial message, type a reply into the bottom text box and press Enter . b. Continue the chat as normal.

Initial message

Enter reply

Figure A.6 Hands-On Exercise 1, Step 4.

Step 5 Send a File via Google Talk Refer to Figures A.7 and A.8 as you complete Step 5. Google Talk lets you send files to a contact within the course of a normal chat session. a. From within an open chat window, click the Send Files button.

Click to send file

Figure A.7 Hands-On Exercise 1, Step 5a.

6 APPENDIX A | Using Google Talk

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 6 66/27/11/27/11 8:28: 2 PMPM b. When the Sharing with dialog box appears, navigate to and select the file(s) to send and then click Open . Your contact now receives notification of the file sent and can download the file to his or her computer.

Select file

Click to send file

Figure A.8 Hands-On Exercise 1, Step 5b.

Step 6 Change Your Online Status Refer to Figures A.9 and A.10 as you complete Step 6. By default, Google Talk lists you as “Available” when you’re online and signed in. This tells your contacts that you’re online and available to chat. You can, however, change your status to “Busy” (you’re online but don’t have time to talk) or to a custom message of your own design. a. From within the Google Talk window, click the down arrow under your name. b. Choose a new status from those listed.

Click to change status

Figure A.9 Hands-On Exercise 1, Steps 6a and 6b.

c. To create a custom message, click the Custom message option (either online or offline) and then enter your message in the text box under your name.

Hands-On Exercises 7

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 7 66/27/11/27/11 8:28:2 PMPM Enter custom status

Figure A.10 Hands-On Exercise 1, Step 6c.

Step 7 Sign Out of Google Talk Refer to Figure A.11 as you complete Step 7. a. From the main Google Talk window, click the down arrow under your name. b. Select Sign out .

Click to sign out

Figure A.11 Hands-On Exercise 1, Step 7.

Objective 2 Participate in Voice-Based Chat Can you use Google Talk to place phone calls? Voice Over Internet Protocol Google Talk lets you send and receive Voice Over Internet Protocol (VOIP) PC- Also known as VOIP, a means to-PC Internet phone calls to other Google Talk users. To use Google Talk for free of conducting person-to-person Internet phone calls, you need a microphone and a speaker (or integrated headset) voice calls over the Internet. connected to your PC. You cannot place calls to regular telephone numbers.

What happens if you try to initiate a voice chat with a user who is not online? If one of your contacts is not currently online, you can use Google Talk to leave a Voicemail A means of record- voicemail message for him or her. Google Talk will automatically record your voice ing voice messages. message and store it in your contact’s voicemail inbox, which is accessible from Gmail. You can leave messages of up to 10 minutes in length.

8 APPENDIX A | Using Google Talk

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 8 66/27/11/27/11 8:28:2 PMPM Hands-On Exercises

2 | Participating in Voice-Based Chat Steps: 1. Start a Voice Chat; 2. Leave a Voicemail Message; 3. Retrieve Voicemail Messages.

Use Figures A.12 through A.16 as a guide to the exercise.

Step 1 Start a Voice Chat Refer to Figure A.12 as you complete Step 1. To initiate a voice chat, you must first start a normal text-based chat. a. Open a chat window for the person with whom you want to talk. b. From within the chat window, click the Call button. You’ll now be connected for voice chat.

Click to start voice chat

Figure A.12 Hands-On Exercise 2, Step 1.

Step 2 Leave a Voicemail Message Refer to Figures A.13 and A.14 as you complete Step 2. a. Open a chat window for the person with whom you want to talk. b. Click the Send voicemail button.

Click to record voicemail message

Figure A.13 Hands-On Exercise 2, Steps 2a and 2b.

Google immediately starts recording. c. Talk into your microphone and leave your message.

Hands-On Exercises 9

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 9 66/27/11/27/11 8:298:29 PMPM d. When you’re done talking, click the End call button.

Click to end recording

Figure A.14 Hands-On Exercise 2, Steps 2c and 2d.

Step 3 Retrieve Voicemail Messages Refer to Figures A.15 and A.16 as you complete Step 3. Any Google Talk voicemail messages you receive are sent to your Gmail inbox. a. Go to your Gmail homepage (mail.google.com ) and open your inbox. b. Click the voicemail message.

Click to open voicemail message

Figure A.15 Hands-On Exercise 2, Steps 3a and 3b. This opens the voicemail message. c. Click the Play button to listen to the message. d. To reply with your own voicemail message, click the Google Talk link.

Click to download message

Click to listen to message

Click to reply to message via Google Talk

Figure A.16 Hands-On Exercise 2, Steps 3c and 3d.

Download Voicemail

You can download any voicemail message for future listening by clicking the Download as MP3 link.

10 APPENDIX A | Using Google Talk

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 1100 66/27/11/27/11 8:298:29 PMPM Objective 3 Use Google Talk in Gmail How does Google Talk in Gmail work? One unique feature of Google Talk is that you can initiate chat sessions directly from Gmail, in your web browser, with no client software to download. Chatting from Gmail is similar to chatting from the Google Talk client, except that the text con- versation all takes place on the Gmail web page.

Can you conduct video chats with Google Talk? Google Talk in Gmail also enables you to conduct video chats. This feature is not available in the freestanding Google Talk client. To conduct a video chat, both you and your contact must have functional web- cams on your computers and both must be using the Gmail version of Google Talk. In addition, you’ll need to download the free Video Chat Plug-In, which is found on the main Google Talk web page.

Hands-On Exercises

3 | Using Google Talk in Gmail Steps: 1. Start a Chat Session from Gmail; 2. Conduct a Video Chat.

Use Figures A.17 through A.20 as a guide to the exercise.

Step 1 Start a Chat Session from Gmail Refer to Figures A.17 and A.18 as you complete Step 1. a. Go to your Gmail inbox (mail.google.com ). b. Point to a person’s name in the Chat panel. This opens a pop-up window for that contact. c. Click the Chat button.

Point to display contact window

Click to start chat

Figure A.17 Hands-On Exercise 3, Steps 1a through 1c.

Hands-On Exercises 11

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 1111 66/27/11/27/11 8:308:30 PMPM This opens a chat window in the lower-right corner of your web browser. d. Enter your message in the bottom text box and press Enter . The full conversation is shown in the space above.

Conversation

Enter message

Figure A.18 Hands-On Exercise 3, Step 1d.

Step 2 Conduct a Video Chat Refer to Figures A.19 and A.20 as you complete Step 2. If a person on your Gmail contacts list has a working webcam, you’ll see a camera icon next to his or her name. a. Hover over that person’s name in the Chat panel. This opens a pop-up window for that contact. b. Click the Video & more drop-down list and then select Start video chat .

Contact with webcam

Click to start video chat

Figure A.19 Hands-On Exercise 3, Steps 2a and 2b.

A chat window opens in the bottom-right corner of the Gmail page. The main area shows the picture from your contact’s webcam; the insert in the lower right shows you looking into your own webcam. c. When your contact answers the video chat request, start talking. d. Click the End button to end the video chat.

Your contact

You Click to end video chat

Figure A.20 Hands-On Exercise 3, Steps 2c and 2d.

12 APPENDIX A | Using Google Talk

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 1122 66/27/11/27/11 8:308:30 PMPM Objective 4 Manage Your Contacts Who can you chat with? You can use Google Talk to chat with anyone else who has signed up for Google Talk. The people you chat with become part of your Google Talk contacts list. You can invite anyone in your Gmail contact list to become a Google Talk contact. You can even invite non-Gmail users.

How can you avoid contact with people you don’t like? Every now and then, you run into someone online that you really don’t want to talk to again, and that you definitely don’t want contacting you. Fortunately, Google Talk lets you block incoming messages from selected users.

Hands-On Exercises

4 | Managing Your Contacts Steps: 1. Invite a New Contact; 2. Remove a Contact; 3. Block Unwanted Users.

Use Figures A.21 through A.23 as a guide to the exercise.

Step 1 Invite a New Contact Refer to Figure A.21 as you complete Step 1. a. From within the main Google Talk window, enter the person’s email address or username into the search box. b. Press the Enter key. If your contact already has a Gmail account, he or she will receive an invitation to talk. If the person does not have a Gmail account, you’ll be prompted to send a Gmail invitation in addition to the Google Talk invite.

Enter person’s email address

Figure A.21 Hands-On Exercise 4, Step 1.

Hands-On Exercises 13

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 1133 66/27/11/27/11 8:308:30 PMPM Step 2 Remove a Contact Refer to Figure A.22 as you complete Step 2. Over time, you’ll accumulate a list of Google Talk clients that include people you haven’t talked to in a while. You can easily remove these users from your contact list. a. From the main Google Talk window, right-click the name of the contact you want to remove. b. Click Remove from the pop-up menu.

Right-click contact name

Click to remove contact

Figure A.22 Hands-On Exercise 4, Step 2.

Step 3 Block Unwanted Users Refer to Figure A.23 as you complete Step 3. To avoid unwanted messages, Google Talk lets you block messages from users you don’t want to chat with. a. From the main Google Talk window, right-click the name of the contact you want to block. b. Click Block from the pop-up menu.

Right-click contact name

Click to block user

Figure A.23 Hands-On Exercise 4, Step 3.

14 APPENDIX A | Using Google Talk

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 1144 66/27/11/27/11 8:308:30 PMPM Summary

In this appendix, you learned how to use both the Google Talk client and Google Talk in Gmail. You learned how to start a chat session and respond to a chat request. You also learned how to conduct voice chats and video chats, leave and listen to voicemail mes- sages, and chat with AIM users. Finally, you learned how to manage your Google Talk contacts. Key Terms

Contact ...... 2 Voicemail ...... 8 Google Talk ...... 2 Voice Over Internet Protocol ...... 8 Instant messaging ...... 2

Multiple Choice Questions

1. Which of the following instant messaging networks can you connect to from Google Talk? (a) AIM (b) ICQ (c) Windows Live Messenger (d) Yahoo! Messenger

2. Which of the following statements is true? (a) Google Talk lets you participate in group chats. (b) Google Talk lets you send files while chatting. (c) Google Talk lets you place Internet phone calls to any valid phone number. (d) Google Talk lets you import contacts from Facebook.

3. Instant messaging is (a) a way to leave short notes to yourself online. (b) a dialog box that displays computer error messages. (c) a means of communicating in web-based message forums. (d) a form of real-time one-to-one text messaging.

4. The people you talk with in Google Talk are called (a) buddies. (b) friends. (c) contacts. (d) messengers.

5. How can you access Google Talk? (a) From Yahoo! Messenger (b) From the Google Talk client (c) From Gmail (d) Both (a) and (b) (e) Both (b) and (c)

Multiple Choice Questions 15

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 1155 66/27/11/27/11 8:308:30 PMPM 6. Google Talk chats are automatically saved (a) in your Gmail inbox. (b) in the Google Talk client. (c) on your computer’s hard drive. (d) in Google Docs.

7. When you’re online, your default Google Talk status is (a) ready. (b) available. (c) listening. (d) copacetic.

8. What happens if you try to start a voice chat with someone who isn’t online? (a) You are disconnected. (b) Google talk offers to let you send an email instead. (c) Your message is recorded to that person’s voicemail. (d) You are transferred to that person’s mobile phone.

9. You can conduct video chats only in (a) the Google Talk client. (b) the Gmail version of Google Talk. (c) the special Google Video application. (d) Google Docs.

10. Who can you invite to chat in Google Talk? (a) Other Google Talk users (b) Gmail contacts (c) Yahoo! Messenger users (d) Both (a) and (b) (e) Both (a) and (c) Practice Exercises

1. Chat, Save, and Send In this exercise, you initiate a Google Talk chat session and send a saved version of the completed session to your instructor. (a) If you haven’t yet downloaded the Google Talk client, do so now—or use the Gmail version of Google Talk. (b) Initiate a chat session with one of your classmates. Exchange at least three messages apiece. (c) After you’re done chatting, go to your Gmail inbox and open the history of this chat session. Forward the history as a Gmail message to your instructor.

16 APPENDIX A | Using Google Talk

ZZ01_MILL5187_01_SE_APPA.indd01_MILL5187_01_SE_APPA.indd 1166 66/27/11/27/11 8:308: 30 PMPM Critical Thinking

1. You can participate in Google Talk from the Google Talk client or from within Gmail. Write a short paper discussing why you personally might prefer one method over the other. 2. Why might people use IM? In particular, why might employees in a company use IM? Write a short paper discussing the possible uses of IM in a corporate environment.

Critical Thinking 17

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