New Employees' Introduction to Google

Getting started

Google Apps include Mail, Calendar, Docs/Drive, and Sites as well as a few marketplace apps: Smartsheet, Manymoon, and GQueues.  We have also included some of Google's non-core, consumer applications (reader, blogger, etc) for use with your LBL account.  Among these consumer services is Google+, the social networking component of Google's product line.

Get a Google Apps account

This is something that will probably be done for you, but if it's not, here are the steps to do it.

Accessing Google Apps

Now that you have your account, navigate to one of the primary Google apps (gmail, gcal, gdocs, or gsites)

• gmail.lbl.gov
• gcal.lbl.gov
• gdocs.lbl.gov
• gsites.lbl.gov

All the Google tools are integrated – once you've logged in to one of them, the rest are accessible through the link in the banner of the current page.

 

Configure Settings

Now that you've logged in to your Google account, it's time to configure settings for each app the way you want them:
Click the gear button in the upper right     and choose Settings in the pop-up menu.

Mail settings

Configure the general settings the way you want them; pay particular attention to the following:

• turn conversation view on or off, according to your preference
• apply a signature if you want one
• when you're away from the office, set the vacation responder

Mail labs

Look through the available labs to see what strikes your fancy. We suggest the following:

• Apps Search
• Calendar View
• Canned Responses
• Inserting Images
• Undo Send
• Unread Message Icon

Calendar settings

• set your working hours

Calendar labs

• We recommend Event Attachments, Smart Rescheduler, and Next Meeting. Other popular ones are Year View and Jump To Date

Documents settings

• should documents open in the same window or a new one?

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.

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

coming soon

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. Please come to a Google Sites class to learn how to create and configure a Google Site.

Google Plus

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!!!

Real time communication (chat or video chat).

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.

Using Smartsheet to manage a small project

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 at the top of this page.

Resources

Google Apps Help Center

The primary LBL site for help with anything Google: Help Center.

A New Google site for Administrative assistants is an excellent resource.

IT help Desk

If you have questions that aren't answered in the individual help centers, contact the helpdesk.

Google User Group

We have established a Google Users Group (GUG).  The primary focus will be communicating new features via email and occasional brown bags.  Anyone will be able to opt in or opt out as they desire.  If you'd like to join our group please click here to subscribe.

Training

You can enroll in a class through Employee Self Service. Log in with your LDAP user name and password, choose Training Enrollment in the left sidebar, select Computer Applications, then enroll in the class that best fits your needs and your schedule.