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Card
labelNotable Uses for Google Apps

Notable Uses for Google Apps

Create a new Calendar for a special project

You can create (and delete) secondary calendars for special purposes – group project, group resource, vacation schedule, your personal activities. See the procedure here.

Use a Form to survey collaborators about some aspect of a project

Google Spreadsheets provides a form tool which allows you to enter a row of data by using a form.  It can be used for a quick survey, indication of completion of a process, or just a more controlled data entry method (where access to the spreadsheet is protected).  Also provided are some graphical statistics relating to the data collected.

Create a Google Site to advertise and organize a project

This isn't something that we can explain in a single page, but it's extremely useful, and a relatively easy way to create a web site. Please come to a Google Sites class to learn how to create and configure a Google Site.

Connect with other Google Users

Google Plus is Google's social networking application. One of its major contributions to the business environment is Hangouts – a way to have video chats with others. Here's how to become a part of it.

Note: When you request a Google+ account, you are required to enter a birth date. If you enter a date that indicates you are younger than 13 years old, Google will immediately disable access to ALL of your Google apps. Be Careful!!!

Chat (or video chat) with others in real time

Gmail has a built-in chat client. Once you request a chat connection with a team member (put in their email address in the chat dialogue box) and they accept, you can chat. If both of you have web cams, you will see a camera icon next the persons name, and you can initiate a 1-to-1 video chat. If you need a multi-person video chat meeting, request a Google+ account and try "Hangouts". Up to 10 participants can join a Hangout.

Manage a small project using Smartsheet

Smartsheet is a web based tool that allows you to collaborate with internal and external team members on shared tasks or small projects. Learn about Smartsheet here. You can access it from the More menu in the Google bar shown banner at the top of this the page.

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labelIntegrated Use of Google Apps

Integrated Use of Google Apps

Use Google Mail to create an event in Google Calendar

If you have received an email that requires you to put something on your calendar, you can create an event on your Google Calendar directly from that message and it will automatically fill in the title and guest list from the subject and recipients list of your message. Simply open the message, click Create an event in the More menu, and then fill in the date and time. If you need more detailed instructions, here are the steps.

If you want to send an email and create an event at the same time, use the invitation link as you compose the email. We've got steps for that here

Use Google Mail to create a Google Document

There's a lab that will add a Create a document option to the More menu when a message is open. Once that's enabled, open an email message, click Create a document in the More menu, and Google will create a document - the title will be that of the email and the content will be what's in the body of the email. If you need more detailed instructions, here are the steps.

Use Google Mail to create a Google Task (GQueues is another option)

If an email contains something that should go on your To-Do list, there's an easy way to add it to either your Google Task list or your GQueues tasks. Here are the steps.

Not familiar with GQueues? Read about it here.

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