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Gmail. Email General Use / Filtering / Organization. Sorting = Search Flagging = Starring / Dating / To-Do “tasks” Default Email Views Labels / Color Coding / Filters “rules” Contacts / Creating Groups. Sorting = Search. Search by File Attachments. Sorting = Search. Search by Person From. - PowerPoint PPT Presentation
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Gmail
Email General Use / Filtering / Organization
Sorting = Search Flagging = Starring / Dating / To-Do “tasks” Default Email Views Labels / Color Coding / Filters “rules” Contacts / Creating Groups
Sorting = Search
Search by File Attachments
Sorting = Search
Search by Person Search by Person From
Sorting = Search
Search by Label
Sorting = Search
Search by Star “Flagged”
Sorting = Search
Search by Date / From / Content / Read / Unread /Etc.
Flagging = Starring / Dating / To-Do “Tasks”
Can utilize multiple stars or flags.
If you want to set a To-Do “Task” or Follow Up Event
use the “More” tab.
Flagging = Staring / Dating / To-Do “Tasks”
Creating an Event opens the calendar to utilize the calendar settings.
Note: We will talk more about calendar event creation in a bit.
Flagging = Staring / Dating / To-Do “Tasks”
Adding a Task opens the task list dialog box.
Dates can be set or task can be moved to other lists.
Flagging = Staring / Dating / To-Do “Tasks”
Adding a date to a task in your task list adds it to the calendar.
Tasks always point to original email in case
it is needed.Note: Task lists can be printed.
Default Views
Threaded Messages or Classic Views
Default Views
Unread First or Classic View
Labels / Color Coding / Filters “Rules”
Labels and Filters make email easy to find and interpret importance.
Labels / Color Coding / Filters “Rules”
You can apply labels to individual email or setup filters to automate it.
Set Criteria
Labels / Color Coding / Filters “Rules”
You can apply labels to individual email or setup filters to automate it.
Set Criteria
Set Action
Labels / Color Coding / Filters “Rules”
You can change the colors of the filters at any time with ease. Preset color
schemes.
Custom Color
Schemes
Labels / Color Coding / Filters “Rules”
Multiple labels can be added to a single email.
All labels show with the according
emails.
Other Email Features
Out of Office Replies
Message Send Undo – “Message Recall”
Note: You can set from 5 seconds to 30 seconds on this.
Other Email Features
Reply All Muting
This is for those messages that
everyone keeps replying all to.
Other Email Features
Mark as Spam
Return Receipt Request
Other Email Features
Add to calendar from email interpretation
Next page for result
Other Email Features
Add to calendar from email interpretation
Calendar is auto populated with title, date
and time.
Other Email Features
Your email can suggest other contacts based on previous email contacts.
Other Email Features
Your email can remind you that you forgot an attachment.
Contacts / Creating Groups
You have access to the entire district email list.
Start typing the name and it brings up Personal and district
accounts including Groups.
Groups can be created from this list.
Questions
Ask away
Multiple Device Support and Look
Mobile Clients Web Browser
Desktop / Laptop
Mobile Support and Look
Mobile Clients: (email and calendar)* Apple – uses its email / calendar client
* Android – uses its email / calendar client or other preferred client.
* Blackberry – uses its email / calendar client or install the actual gmail for Blackbery app.
* Windows Phone – uses its email / calendar client
Note: No extra applications to install on any device.
Mobile Support and Look
Mobile Web: (email and calendar)* Apple – utilizes Google’s mobile email / calendar site
* Android – utilizes Google’s mobile email / calendar site
* Blackberry – utilizes Google’s mobile email / calendar site
* Windows Phone – utilizes Google’s mobile email / calendar site
Note: The mobile site is the same on all 4 device types
Desktop Support and Look
Desktop / Laptop (email and calendar)* Internet Explorer – Mac, Windows, Linux* FireFox – Mac, Windows, Linux* Chrome – Mac, Windows, Linux* Safari – Mac, Windows* Opera – Mac, Windows, Linux
Note: Looks the same in every desktop browser
Questions
Ask away
Reduced Workload
Review above features Delegation features Calendar features
Reduced Workload
Review above features
* Email Organization• Filters• Labels• Search
* Sending to Calendar or To-Do “Tasks” lists directly from email with the email attached for reference.
* Flagging using multiple symbols
* Mobile flexibility
Delegation
Granting Access to email
Delegation
Granting Access to email
When delegate is logged in he can switch accounts to see the delegated account.
Delegate can select from any account he has access to.
Note: It opens in a new window, so delegate doesn’t get closed out of his/her email.
Delegation
Granting Access to email
When delegate is logged in he can switch accounts to see the delegated account.
Delegate can select from any account he has access to.
Note: It opens in a new window, so delegate doesn’t get closed out of his/her email.
Delegation
Granting Access to email
You can easily delete any delegate from access to your account.
Notes:* Delegates can not access your password nor change it.* Delegates can setup filters for you.* Google keeps email and calendar delegation separate.
Delegation
Granting Access to calendarsYou can grant different levels of access to your calendar for each delegate.
You can share your calendar publicly or just in publicly within RRISD.
Note: Calendars shared publicly can not be edited by the public. (view only)
Delegation
Multiple User Inboxes (Groups)
* Members can receive and send emails on behalf of the group.* Members can see when a message has been replied to and what the reply was.* This can be done from an individual’s email or from a group page.* Groups are not limited to a number of users.* Groups can also be used as newsletters or as messaging systems.* This video goes into more detail. http://goo.gl/pWQCu
An alternative is: One email account that has been delegated.
Delegated accounts are limited to 10 delegates.
Calendar
Calendar Views
You are able to set your default view.
Calendar
Calendar Day View
Calendar
Calendar Week View
Calendar
Calendar Month View
Calendar
Calendar 7 Day View
Note: 7 Day view is different than week view. 7 Day is from current day to 7th day.
Calendar
Calendar Agenda View
Groups / Sharing Calendars
Overlaying Calendars to see busy / free time of others.
Groups / Sharing Calendars
Find a time feature
This check is crossing 4 calendars of attendees.
Groups / Sharing Calendars
Send invitations directly from email
Opens cross check to determine that all recipients are free.
Groups / Sharing Calendars
Can see who has or hasn’t accepted the invitation.
Receive an email when someone has or hasn’t accepted the invitation.
Groups / Sharing / Calendars
If users utilize Google Docs the invitation sender can attach a file to the calendar for attendees.
Select from Google Docs or
upload to Google Docs.
Groups / Sharing / Calendars
Where / Location features in the calendar
Groups / Sharing / Calendars
Appointment Slot Feature
What attendees see to select times.
Note: You can block off a segment of time and send a link to attendees to select their time.
Room Resource Calendar
You add a room calendar just like you do a guest.
You can cross check availability with guests
and room.
Organization of Calendars
Color Code Calendars
Note: You can take a calendar out of view by clicking it on the left.
Notifications in Calendar
You can set reminders and times for them to remind you.
You can also change default notification settings.
Questions
Ask away
Educational Purposes
Collaboration Suit of Tools within Google Apps for
education. Ease of Deployment and upgrades Cost Savings
Collaboration
Email Delegation Email Groups Google Docs in the classroom and
departments Calendar Sharing
Groups / Campuses / Individuals Calendar Embedding (samples in forthcoming slides)
“Collaborative projects really make for an excellent education experience not only because students bounce ideas off each other and improve each other's writing skills, but also because the process itself teaches them how to work well with others - a valuable skill for everyone.”– Richard Ellwood, Technology Coordinator and Digital Arts Teacher, Columbia Secondary School
Collaboration
Calendar Embedding Samples
TeravistaElementary
Collaboration
Calendar Embedding Samples
BerkmanElementary
Collaboration
Calendar Embedding Samples
WestwoodHigh School
Collaboration
Calendar Embedding Samples
RidgeviewMiddle School
Other Tools within Google Apps for Education
Google Docs (Online Office Suite where files can be shared and edited simultaneously)Word ProcessingSpread SheetsPower PointsForms
Google SitesTeachers can create a personalized web space for their classroomsStudents can create web pages to display their projects
Start PagesiGoogle pages can be completely customizable. Google Site pages that can give a sleek portal interface. (sample on the next slide)
Notes: 1. These can be locked to only in district access, individual access, or world wide access.2. Docs are editable by multiple people at the same time. The writing process takes on a whole new meaning for 4th grade.
Other Tools within Google Apps for Education
Sample login page from ACU
Other Tools within Google Apps for Education
Sample login page from ACC
Ease of Deployment
No programs to install None for desktops None for mobile devices
There are never upgrades for us to manage Updates and new features are added weekly http://googledocs.blogspot.com/ http://googleappsupdates.blogspot.com/
Can be setup to work with Active Directory Email is created when their computer account is created You can maintain security and distribution group
memberships ITS’s can be delegated management of user groups if needed. Single sign-on available.
Cost Savings
Outsourcing the maintenance of servers frees up resources
Frees up money spent on licenses and additional upgrades
Hardware Storage, Servers, Anti-Virus, Spam Filters Maintenance
Support 24 X 7 - included eMail - included Phone - included
Features Postini Archiving – minimal cost Mobile - included
Cost Savings
“Google Apps has allowed us to get out of providing these commodity type services - such as maintaining an email and calendaring system - and focus on the things that we are uniquely equipped to do, like providing more resources to be able to better support teaching, learning and research.”– Todd Sutton, Assistant Vice Chancellor for Application Services, UNC Greensboro
“This helped our IT staff understand that their focus should be on strategic enterprise solutions to help us reach our educational objectives, not just overseeing commodities like email. Had we not gone with the Google solution, we'd be looking at proposing a significant increase in student fees.”– Eric Hawley, Utah State University Associate Vice President for Technology
Reliability
Up time Security / Privacy Redundancy Spam / Anti Virus /Archiving
Up Time
Google says that in 2010 it managed to maintain an uptime of 99.984%.
That is about 7 minutes of downtime per month.
Security / Privacy
Google’s FAQ – http://goo.gl/WrjnU Walk through video of Google’s security –
http://goo.gl/YaSet Google Uses the SAS70 Type II security audit. Who owns the data?
RRISD does Data is never shared from Google They keep it as long as we require them to. We can take our data with us if we choose to
leave them.
Security / Privacy
Personal Login DataFrom the email page you can look to see if you are logged into your account on another computer.
Security / Privacy
Redundancy Google replicates data across multiple servers and across multiple
data centers. Data centers are strategically located to prevent access failures.
Spam / Virus / Archiving Google uses state of the art industry leading spam services
from Postini. Postini is so vital to Google’s services they purchased them. Archiving can be purchased at a minimal cost. Approximately
$4.33 per user per year. (this is not per email account but per user)
Google does not allow attachments that can harbor viruses such as exe or self extracting zip files.
Each file attachment is scanned before it can be downloaded from email.
Easy access to the “mark as spam” feature if any spam evades Postini’s filters.
Article on Google’s spam filters. http://goo.gl/ns0bz
Questions
Ask away