Google Apps User Guide

Transcription

1 Google Apps User Guide

2 Google Apps User Guide

3 Google, Inc Google Inc. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Google. Use of the Google, Inc. screen images for commercial purposes without the prior written consent of Google may constitute trademark infringement and unfair competition in violation of federal and state laws. Every effort has been made to ensure that the information in this guide is correct. Google is not responsible for printing or any other errors. Google, Inc Amphitheatre Parkway Mountain View, California Google, Google+, Google Apps, Google Hangouts, Google Drive, and Google Docs are trademarks of Google, Inc., registered in the U.S. and other countries. Other company and product names mentioned in this document are trademarks of their respective companies. Mention of third-party products is for informational purposes only and does not constitute an endorsement or recommendation.google assumes no responsibility to the performance or use of these products.

4 TABLE OF CONTENTS Chapter 1 Google Hangouts How to Use Chat... 5 Starting a Chat... 5 Participating in a Chat... 6 How to Use Video Call Hangout... 6 Starting a Video Call Hangout... 6 Participating in a Video Call Hangout... 7 Chapter 2 Google Drive How to Store a File in Google Drive... 9 Chapter 3 Google Docs How to Use Google Docs Creating and Saving a Document Sharing and Simultaneously Editing in a Document

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6 Chapter 1+ Google Hangouts Google Hangouts is a collaborative video call and instant messaging (Chat) technology feature available through Google+. Note: You will need to sign up for a Google account to access Google+. Go to to register. Collaborate with multiple coworkers, friends, or family through either the Chat or video call options. You can participate from anywhere since Google Hangouts is available via the Web and mobile app. This chapter covers how to participate in a Chat conversation and a video call Hangout through the Web. How to Use Chat Chat is an instant messaging feature that allows you to participate in text conversations with anyone that has a Google account. Before you start a Chat conversation, or while in the conversation, you can start a video call if that better suits your needs. Video calls enable you to see and hear each other as well as the ability to view and edit documents. The following instructions will assist you in starting and participating in a Chat. Starting a Chat To start a Chat via the Web: 1. Sign in to your Google account at with your user name and password. 2. Once logged in, click the Google+ link to access Hangouts. 3. Click the magnifying glass icon in the Hangouts section of Google+ to search for people. 4. Choose a stored contact to chat with by clicking on the preferred contact name or type in a name to find a fellow Google+ user. The Chat box will display. 5. Type your message into the Send a Message cell in the Chat box. 6. Press ENTER on your keyboard to send the message. You will see your message display in the Chat box. After the other participant responds back, you will see their response in the Chat box. 5

7 Participating in a Chat To participate in a Chat via the Web: 1. Sign in to your Google account at with your user name and password. 2. Once logged in, click the Google+ link to access Hangouts. 3. View your contacts in the Hangouts section. A green light next to a contact name indicates you have a new message. 4. Click the contact name to open the Chat box and view the message. 5. To respond, type your message into the Send a Message cell in the Chat box. 6. Press ENTER on your keyboard to send the message. You will see your message display in the Chat box. How to Use Video Call Hangout Video call Hangout allows you to organize and participate in meetings from anywhere with anyone that has a Google account. This feature enables you to see and hear each other remotely as well as the ability to view and edit documents together. The following instructions will assist you in starting and participating in a video call Hangout. Starting a Video Call Hangout To start a a video call via the Web: 1. Sign in to your Google account at with your user name and password. 2. Once logged in, click the Google+ link to access Hangouts. 6 Google Apps User Guide

8 3. Click the green Start a Video Hangout button at the bottom of the Hangouts section in Google+. The Google+ Hangouts box will display. 4. In the Send an Invite cell, either choose who you would like to invite from the drop-down list or type in the name of the invitee. 5. Click the Invite button. The video call will start. Participating in a Video Call Hangout To participate in a a video call via the Web: 1. Sign in to your Google account at with your user name and password. 2. Once logged in, click the Google+ link to access Hangouts. A sound will indicate that someone is calling you to participate in a video call. You will also see text in the chat box indicating you have an incoming video call. Chapter 1: Google Hangouts 7

9 3. Click the Answer button in the chat box to be placed in the video call. The video call screen will display. Note: You will need a microphone, speakers, and camera to participate fully in the video call. 8 Google Apps User Guide

10 Chapter 2 Google Drive Google Drive is a cloud-based file storage system available through Google. Note: You will need to sign up for a Google account to access Google Drive. Go to to register. Upload documents with Google Drive. Once stored, you can view and edit files from anywhere since Google Drive is in the cloud and available via Web and mobile app. This chapter will cover how to store a document in Google Drive. How to Store a File in Google Drive To store a file in Google Drive via the Web: 1. Sign in to your Google account at with your user name and password. 2. Once logged in, click on the Apps Launcher icon. 3. Select the Drive icon. Your Drive storage will display. 4. To upload a file, click the Upload button. See illustration below for button location. 5. Choose the Files option. 6. Browse to the file to upload. 7. Highlight the file and click the Open button. The file will upload and an Upload Status box will display, informing you when the upload is complete. 8. Click the My Drive link to view your newly stored file. Upload button 9

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12 Chapter 3 Google Docs Google Docs, a feature of Google Drive, is a word processing application used to create textbased documents. Note: You will need to sign up for a Google account to access Google Docs. Go to to register. Create reports, letters, etc. with Google Docs. Save your newly created documents in Google Drive, then view and edit the files from anywhere since Google Drive is in the cloud and available via Web and mobile app. This chapter will cover how to create, save, and share a document as well as how to allow users to edit a document simultaneously. How to Use Google Docs Besides creating documents, you also have the ability to share your document with another Google user and edit the document simultaneously. The following instructions will assist you in creating, saving, sharing, and simultaneously editing a document in Google Docs. Creating and Saving a Document To create a document in Google Docs via the Web: 1. Sign in to your Google account at with your user name and password. 2. Once logged in, click on the Apps Launcher icon. 3. Select the Drive icon. Your Drive storage will display. 4. To create a new document, click the Create button. 5. Choose the Document option from the drop-down list. The new document will display. 11

13 6. To save your document, click in the cell titled Untitled Document. The Rename Document box will display. 7. Type your uniquely chosen file name in the cell, then click OK. 8. Select the Docs Home icon to exit Google Docs and view the new file you created. Note: Google Docs has no Save button. It saves as you type. Titling the document will save a copy into your Google Drive. Sharing and Simultaneously Editing in a Document To share a document and edit it simultaneously in Google Docs via the Web: 1. While in a Google Docs document, select the Share button. The Sharing Settings box will display. 2. Under the Invite People section, type the name or of the person you would like to share the document with. 3. Next, choose what access the user will have to the document. 4. Click the Send button. An invitation with a link to the document will be sent to the invitee via . The invitee can select the link to view the document. 5. You and the invitee can now make edits, add, or delete text simultaneously. Note: The invitee s share access level must be at Can Edit to work in the document. 12 Google Apps User Guide

14 INDEX A Apps Launcher icon 9 V video call Hangout how to use 6 participating 7 starting 6 C Chat 5 how to use 5 participating in 6 starting 5 creating a document Google Docs 11 G Google Docs 11 sharing 12 simultaneously editing 12 Google Drive 9 how to store a file 9 Google Hangouts 5 Google+ 5 H Hangout Chat 5 video call 6 how to store a file in Google Drive 9 how to use Chat 5 how to use Google Docs 11 how to use video call Hangout 6 P participating in a Chat 6 participating in a video call hangout 7 S saving a document Google Docs 11 sharing Google Docs 12 simultaneously working Google Docs 12 starting a Chat 5

15 A Printed in U.S.A.