Using Gmail and Google Docs Moving from communication to collaboration Page 1 Table of Contents Logging in to Gmail and Reading Messages .................................................................................................. 4 Common Mail Tasks ...................................................................................................................................... 6 Composing Email ....................................................................................................................................... 6 Adding a CC or BCC recipient .................................................................................................................... 6 Checking Spelling ...................................................................................................................................... 6 Replying and Forwarding .......................................................................................................................... 7 Printing Messages and Message Conversations ....................................................................................... 8 Managing Contacts ....................................................................................................................................... 9 Creating and Editing Contacts ................................................................................................................... 9 Creating and Editing Groups ..................................................................................................................... 9 Advanced Features ..................................................................................................................................... 10 Customizing Star Categories ................................................................................................................... 10 Advanced Searching ................................................................................................................................ 10 Google_Mail_Shortcuts.pdf ................................................................................................................ 11 Themes .................................................................................................................................................... 11 Vacation Responder (Out of Office Message)......................................................................................... 11 Making Gmail Work Like Groupwise ........................................................................................................... 11 Turning Off Conversation View ............................................................................................................... 11 Turning On Preview Pane ........................................................................................................................ 12 Using the Keyboard ................................................................................................................................. 12 Turning On Notifications ......................................................................................................................... 12 Installing Google Apps Desktop .............................................................................................................. 12 Using Google Calendar ................................................................................................................................ 13 Scheduling Appointments ....................................................................................................................... 13 Scheduling Meetings and Viewing Availability ....................................................................................... 13 Scheduling Recurring Appointments ...................................................................................................... 14 Appointment Reminders ......................................................................................................................... 15 Editing Existing Appointments ................................................................................................................ 16 Page 2 Creating and Working with Multiple Calendars ...................................................................................... 17 Setting Working Hours ............................................................................................................................ 17 Using Google Docs ...................................................................................................................................... 17 Creating Collections ................................................................................................................................ 17 Sharing Documents and Collections ....................................................................................................... 18 Hiding Documents in Home .................................................................................................................... 19 Revisions – Viewing and Rolling Back Changes ....................................................................................... 19 Converting To and From Microsoft Office and PDF ................................................................................ 20 Where to Go for More Help ........................................................................................................................ 22 Instructional Videos ................................................................................................................................ 22 Tutorials and FAQs .................................................................................................................................. 22 Call the Help Desk ................................................................................................................................... 22 Page 3 Logging in to Gmail and Reading Messages 1. Go to your Google Apps Mail page: https://mail.google.com/a/martinez.k12.ca.us 2. On the Sign In page, enter your existing Martinez Unified user name and password (the same ones that you use to login to your computer), and then click Sign In: Important: You can also login by going to gmail.com, but if you do so, you must use your entire email address (i.e.; [email protected]) instead of just your username (i.e.; meissler) 3. If this is your first time logging in, follow the on-screen instructions to activate your account. Your Gmail Inbox appears. For example: Page 4 To read a message: Click it to open it: Page 5 Common Mail Tasks Composing Email To compose a new message: Click Compose mail: Click Compose Mail. Gmail replaces your Inbox with a form for composing your message. Shift-click Compose Mail to author your message in a new browser window (so you can keep an eye on your Inbox at the same time). Address the message Start typing the first few letters of a recipient’s name. Then select the address you want from the directory or list of recent correspondents that appears. Adding a CC or BCC recipient Add CC or BCC If you want to include Carbon Copy recipients click Add CC, for Blind Carbon Copy click Add Bcc. Checking Spelling Check spelling after composing Compose your message first. Then click Check Spelling to highlight and correct possible misspellings. Page 6 Replying and Forwarding Reply to a message in a conversation Open the conversation and expand the message within it that you want to reply to. Expand the message, first Reply to a message in a conversation by expanding the message and choosing a reply option inside the message. Note that you’re replying only to senders or recipients of that message, not to other participants in the conversation. If a message includes quotes from previous replies, Gmail hides the quotes from view. Click Show quoted text to view all the text to be included with your reply. Click Reply to reply only to the sender. Click Reply to all to include everyone who received this message. Who sees your reply? Before sending a reply, you can verify the recipients by checking the email addresses in the To: and Cc: fields. If a participant’s address isn’t there, he or she won’t see your response. This example shows that only Quinn Quails and Ryan Rivers will see this reply in their conversation stack. Forward a message in a conversation If the message you want to forward is within a conversation, first expand the message. If a message includes quotes from previous replies, Gmail hides the quotes from view. Click Show quoted text to view all the text to be forwarded. Click Forward, inside the message, to send the message to someone who’s not in the current conversation thread. Page 7 Forward an entire conversation You can’t attach email messages to a message in Gmail (as you can in Outlook). But you can send someone all messages in a conversation thread by forwarding the entire conversation. Open the More menu and click Forward all. Recipients of a forwarded conversation receive a single message that contains all replies from the original conversation. Printing Messages and Message Conversations The Print icon on the top right of a message will print all emails in a converstation If you just want to print a single email in the conversation, click the drop-down arrow on the corner of the message and select the print option. Page 8 Managing Contacts Creating and Editing Contacts To enter the contacts screen, click the “Contacts” option in the top right