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Student Guide
Enhance Productivity
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Printed: October 2012
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Enhance Productivity
Enhance Productivity
Module 1: Tour Gmail and Google Apps
Student Guide
Enhance Productivity
Enhance Productivity
Contents
Course Introduction
Course Description
Google Web Academy Online Professionals Track
Course Objectives
Course Format
Course Guidelines
Welcome to the Google Web Academy
A Brief History of Google
What Is Search?
What Is Cloud Computing?
Module Introduction
Module Objectives
Tour Itinerary
Stop 1: Google+
Connect with Google+
The Power of Circles
Chat and Hangouts in Google+
Google+ Pages for Business
Stop 2: Gmail
What Is Gmail?
Gmail Versions and Differences
Manage Email
Track Your Contacts
Import Contacts from Outlook
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Stop 3: Calendar
What Is Calendar?
Calendar Versions and Differences
Maintain a Schedule
Create a New Calendar
Change Your Density Settings
Holidays
Manage and Email Tasks Lists
Stop 4: Google Drive
What Is Google Drive?
Google Drive Versions and Differences
Manage Files
Collaborate with Colleagues
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Stop 5: Google Documents
What Is Google Docs?
Google Docs Versions and Differences
Create Business Documents
Create Presentations
Analyze Data with Spreadsheets
Create Drawings
Lab Activity: Sign Up for Google+
Module Summary
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Course Introduction
Course Description
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This is the first course in the Google Web Academy Online Professionals Track.
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Course Objectives
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Course Format
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Course Guidelines
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With Google Web Academy, students who are new to online media will become proficient in
proven tools and techniques whilst more experienced online marketers will learn new ways to
enhance any existing sites and optimise their online campaigns.
Google has collated best practices from around the web about how the internet can help a
business, not only by having a presence online but by researching customer behaviour and
discovering trends in your industry or region.
The four course program is especially valuable for professionals working for a traditional or
digital agency, internal marketing department, business consultants as well as Internet
entrepreneurs and anyone looking to embark on an exciting and rewarding career in the big
growth area of online.
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What Is Search?
Search is a powerful Google tool that you can use to identify information that is useful to your
business. Not only can Search identify information from the worldwide web, but it can also help
find information in your Gmail, calendar, and business documents.
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When a business uses Google Apps, employees use Gmail and Google Apps for all their
computing needs. The files that employees work on are saved automatically on servers that
Google maintains on the Internet. Because files are stored on the Internet, employees can
access their email, calendar, documents, presentations, and spreadsheets no matter where they
are. Employees can work from any location using any device over an Internet connection.
With Google Apps, you can share and edit documents, spreadsheets, and presentations in real
time. Employees dont have to waste time emailing versions of files back and forth. The latest
version of any file they want to work on is available to them as long as they have an Internet
connection.
This ability to store, access, and share files over the Internet is called cloud computing.
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Module Introduction
Module Objectives
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Tour Itinerary
This module provides a quick tour of Google+ Gmail, Google Calendar, Google Docs, and
Drive. The idea is for you to see the many ways Google Apps can help you and your business
be more productive.
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Stop 1: Google+
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Set up a profile
Find friends
Create Circles
Follow friends
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Stop 2: Gmail
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What Is Gmail?
Gmail is Googles email service, available in free, business, or education versions. Using Gmail,
you can send and receive electronic messages with anyone in the world who has an email
account.
Individuals typically sign up for the free version and have email IDs that end in a @gmail.com.
These emails are in the Gmail domain.
Companies typically sign up for the business version, and have email IDs that end in
@company.com. For example, employees of Google have email IDs that end in @google.com.
How to sign up for the business version of Gmail is covered in another Google Web Academy
course, Deploy Google Apps for a Small or Medium Business.
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There are many differences between the free and business versions of Google Apps. For a
complete list, visit Google Apps Administration and search for Whats included in my edition of
Gmail. You should be provided a link that takes you to a page that looks something like this.
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Email stands for electronic mail. Email refers to messages you send back and forth on the
Internet. The Google email service is Gmail. Gmail makes it easy for employees to organize and
retrieve email messages.
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A contact is somebody about whom you keep information. For example, you need contact
information about your business associates so you can email and telephone them. Google
provides the Contacts list for keeping information about contacts.
You can keep detailed records in the Contacts list about employees, business associates,
suppliers, vendors, and every person and company connected to your business.
Using a list of contacts, you can store address information, cell phone information, and just
about any kind of information you want.
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If you have contacts in Microsoft Outlook, you can bring them into Gmail. By exporting your
Outlook contacts to .CSV file, they can easily be imported into Gmail.
To export contacts from Outlook to a .CSV file:
1. In Outlook, on the File menu, click Import and Export.
2. Click Export to a file, and then click Next.
3. Click Comma Separated Value (DOS), and then click Next.
4. In the folder list, click the contacts folder you want to export, and then click Next.
5. Choose a location on your computer to temporarily save the file.
Note: You can delete this file after your contacts are imported into Google Gmail.
6. Type a name for the exported file, and then click OK.
7. Click Next.
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8. To add or remove fields to determine the way the contact information is saved in
the new imported file, click Map Custom Fields.
Note: The Map Custom Fields button in the Export to a File dialog box might not be
available when you try to import data from another program or file. In the The following
actions will be performed box, select the Export check box, and then the Map Custom
Fields button is available.
9. Click Finish.
To import contacts from a .CSV file to Gmail:
1. Sign in to your Google Gmail account.
2. In the left column, click Gmail, then Contacts.
3. At the top of the screen, select More, then click Import.
4. Under Import Contacts, click Choose File.
5. Navigate to the file you exported from Outlook.
6. Click Choose.
7. Click Import. Your contacts are now available in Gmail.
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Stop 3: Calendar
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What Is Calendar?
Google Calendar is a scheduling and planning tool you can use to create calendar entries,
meeting invitations, appointments, reminders, and to-dos--all to help you stay organized.
Calendar can sync to your mobile device so that you can keep up with your schedule, no matter
where you happen to be.
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There are free versions of Calendar, and versions that companies receive when they deploy
Google Apps for Business.
In the Google Apps for Business versions of Calendar, administrators can make custom settings
such as:
Adding resources like conference rooms and projects that can be invited to
meetings if they are available.
Configuring a users Free/Busy status to appear to users only inside the
company, or to users both inside the company and outside the company.
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Maintain a Schedule
Most business owners have a very busy schedule full of meetings, personal appointments, and
social events. Using Google Calendar, business owners and employees can efficiently manage
their schedules. Google Calendar makes it easy to schedule events and to coordinate your
schedule with other peoples schedules.
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Employees often keep both a business calendar and a personal calendar. For example, an
employee might keep one calendar for their work meetings, and another calendar for a cricket
team they belong to.
You can create more than one Google calendar to track your schedule.
To create a new calendar
1. In the panel on the left side of the Calendar window, click the drop-down arrow
next to My Calendars.
2. Choose Create New Calendar.
3. Describe the calendar in the Create New Calendar window.
4. Click the Create Calendar button.
To view events on a calendar, click My Calendars in the panel on the left side of the screen,
and then click the name of the calendar you want to open.
Click in the mini-calendar to return to the main calendar.
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If you have a full calendar, you can make the calendar buttons and menu controls smaller so
that your calendar entries will be larger. This makes them easier for you to read.
To change your density settings
1. Click the Settings button
2. Under Display Density, click Comfortable, Cozy, or Compact.
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Holidays
If you work with people in other countries, knowing when they have holidays helps you because:
Youll know when theyre out of the office and not accessing email
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In Calendar, you can create, assign, and track tasks. Use these techniques to manage tasks in
the Tasks list:
On the Actions menu, choose Move Up or Move Down to re-order tasks on the
On the Actions menu, choose Email Task List to email the list.
list.
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Google Drive is the place where all of your documents, spreadsheets, and presentations are
stored.
To go to Google Drive, sign in to your Google account. On the Google toolbar, click Drive.
In Google Drive, you can do the following:
Create files.
Upload files.
Create folders.
Share files.
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The free and Business versions of Drive operate the same way. As discussed previously, there
are differences in how the versions can be configured.
Feature
Free Version
Business Version
Sharing
Ownership
Storage
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Offline access
Manage Files
Shared with Me: Lists files and folders others created and shared with you.
Starred: Lists files and folders you deem important by clicking and labelling them
with the Star icon. You can click the Star icon next to a file or folder name in the file list
and see the file or folder by clicking Starred.
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Thanks to Google Drive, employees can collaborate with one another on documents,
spreadsheets, and presentations. More than one person can edit a file at the same time. Using
Google Drive, you can:
Chat with other users: Open a chat window on the right side of the screen to
exchange instant messages with other users.
Comment on a file: Write notes about a file to suggest changes. Comments
appear in boxes on the right side of the file, where you can read them easily.
Track revisions to the file: View the revision history of the file on the right side
of the screen. You can also revert to earlier versions of the file.
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Many of the productivity features can be accessed from more than on Google App. For
example, you can start a Hang Out from Google+ or you can start one from Gmail. Similarly, you
can start a chat with a colleague from Gmail, but you can also chat with a colleague in Google
Docs when working together on a report.
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Google documents is an online word processor that lets you create and format text
documents, and collaborate with other people in real time. To learn more about Google
documents, check out the Google documents getting started guide.
Google spreadsheets is an online spreadsheet application that lets you create and format
spreadsheets, charts, and gadgets, and simultaneously work with other people. For more
information about Google spreadsheets, check out the Google spreadsheets getting started
guide.
Google presentations is an online presentations editor that allows you to show off your work in
a visual way. For more information about Google presentations, check out the Google
presentations getting started guide
Google drawings is an online drawings editor that lets you create anything from a scribble to a
flow chart while working collaboratively with other people. For more information about Google
drawings, check out the Google drawings getting started guide
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Google Docs, Presentations, Spreadsheets, and Drawings are accessed in Google Drive. There
are no differences between the free and Business versions within of Google Docs. However,
there are differences in how Drive can be configured.
Feature
Free Version
Business Version
Sharing
Ownership
Storage
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Offline access
With Google Docs, you can create all of the documents your business requires, such as letters,
reports, invoices, and so forth. You can polish the look of your documents by adding:
A table of contents
Note: This training document that you are viewing was created using Google Docs!
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Create Presentations
If you need to display a presentation in a meeting, Google Presentations can help you make a
lasting impact. Choose from a variety of themes and templates, and then starting adding your
content. You can include images, video, and drawings.
Note: The slides displayed in this course were created using Google Presentations.
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You can use Google spreadsheets track sales, purchases, budgets, and other data that is
important to your business. You can also use spreadsheets to create forms to include in your
website as a way of gathering information When visitors complete these forms, the data is
stored in an associated spreadsheet for analysis.
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Create Drawings
You can use drawings (shapes and lines) to communicate ideas to your audience in documents,
presentations, and spreadsheets:
In documents and spreadsheets, choose Insert > Drawing to create a drawing.
The Insert Drawing box offers tools for drawing lines, shapes, and text boxes and for
changing the colors of lines and shapes. Click Save & Close when youre finished.
In presentations, the tools for drawing are located on the toolbar. Click the Line or
Shape button and start dragging. In presentations, you can enter words on a shape.
To create shapes and lines
Drawing: Click the Line or Shape button and drag on-screen to create a line,
shape, or text box.
Change color: Click the Fill Color or Line Color button, and then choose a color
for lines and shapes.
Change line thickness: Click the Line Weight button, and then choose a
thickness.
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See the Lab Activities section for instructions for this lab.
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Module Summary
In the next module, you will learn how to use Google Drive to store files, manage files, share
files with coworkers, and collaborate with others.
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