G Suite For Dummies

Introduction 1 About This Book 1 What You Can Safely Ignore 2 Foolish Assumptions 2 Icons Used in This Book 3 Beyond the Book 4 Where to Go from Here 4 Part 1: Keeping Your Affairs in Order 5 Chapter 1: G Suite: The 50¢ Tour 7 What is G Suite? 8 What You Get with G Suite 9 Using Apps Online — Really? Here are the FAQs 10 Introducing Online Collaboration 14 Going Mobile 15 Chapter 2: Taming the Email Beast 17 Rhymes with Email: Getting to Know Gmail 17 Touring the Gmail app 18 Touring the Gmail Inbox 19 Showing your good side: Adding a profile photo 20 The Outbox: Sending an Email Message 22 The basics: Composing and sending a message 22 Easier addressing: Using the Contacts app 24 Inserting attachments and other hangers-on 25 Creating a signature 25 Scheduling a send 27 Undoing a send 28 The Inbox: Handling Incoming Messages 29 Refreshing your messages 29 Reading your messages 29 Easier reading with the Reading pane 30 Attending to attachments 32 Responding to a message 33 Creating a task from a message 34 Setting up a vacation responder 34 Selecting messages 36 Dealing with the Onslaught 37 Cleaning out your inbox 37 Labeling your messages 38 Muting a conversation 42 Snoozing a conversation 42 Searching for messages 44 Filtering your messages 45 Chapter 3: Places to Go, People to See: Managing Your Calendar 47 Navigating the Calendar Window 48 Changing the Calendar View 50 Time Traveling: Changing the Date 51 Setting Your Social Schedule: Entering Events 52 Adding an event 53 Editing an event 55 Lather, rise, repeat: Creating a repeating event 56 Scheduling an all-day event 59 Psst: Setting up event notifications 60 Nudge, nudge: Creating a reminder 62 Things to do: Creating a task 63 Going Calendar Crazy: Adding Even More Calendars 66 Chapter 4: Friends, Romans, Countrymen: Managing Your Contacts 69 Eyeballing the Contacts App 70 What’s with those “other” contacts? 71 Configuring the Contacts columns 72 Changing the sort order 73 Populating Your Contacts List 74 Adding a contact from scratch 74 Adding a contact from Gmail 75 Going legit: Turning an “other” contact into a real contact 76 Adding multiple contacts all at once 77 Importing contacts 78 Managing Your Contacts 79 Editing a contact 80 Grouping contacts with labels 81 Merging duplicate contacts 82 Exporting contacts 83 Deleting contacts 84 Doing Stuff with Your Contacts 85 Emailing a contact 85 Emailing a contact who has multiple addresses 86 Emailing multiple contacts 86 Calling a contact 87 Surfing to a contact’s website 87 Part 2: Making Stuff: Documents, Spreadsheets, and More 89 Chapter 5: Getting Started with Docs 91 Opening Docs 92 Touring the Google Docs Home Page 92 Creating a Shiny, New Document 94 Checking Out the Document Screen 94 Dealing with Documents 96 Saving your work — just kidding! 96 Naming a new document 97 Opening an existing document 97 Saving a copy of a document 99 Learning Some Editing Basics 100 Navigating with the keyboard 100 Selecting text 102 Deleting stuff 102 Deleting characters 103 Fooling around with special characters 104 Stating your case: Uppercase versus lowercase 106 Adding links 106 Setting tab stops 107 Search and Ye Shall Replace 108 Finding stuff 108 Some notes on searching 109 Finding-and-replacing stuff 110 Checking Spelling and Grammar 111 Handling spelling slip-ups 111 Handling grammar gaffes 112 Chapter 6: Looking Good: Formatting Documents 115 Making Your Characters Look Good 115 Getting familiar with fonts 116 Formatting with fonts 118 Avoiding the ransom note look 120 Copy text formatting by “painting” it 121 Making Your Lines and Paragraphs Look Good 121 Getting your text ducks in a row: Aligning paragraphs 121 Breathing room: Changing the line spacing 123 Giving paragraphs some elbow room 125 Keeping stuff together 125 Indenting paragraphs 126 Using Styles to Make Looking Good Look Easy 128 Style advantages 129 Applying default Docs styles to avoid reinventing the style wheel 130 Updating a default style to taste 132 Saving your updated styles 132 Telling Docs to use your updated styles 133 Resetting the default styles 133 Making Lists, Checking Them Twice 133 Putting your affairs in order with numbered lists 133 Scoring points with bulleted lists 135 Image is Everything: Adding Graphics 137 Inserting an image from your PC 138 Inserting an image from the web 139 Inserting an image from Drive 139 Inserting an image from Photos 140 Inserting an image from a URL 140 Inserting a photo from your PC’s camera 140 Setting a few image options 141 Chapter 7: Fiddling with Document Layout 143 Building a Table with Your Bare Hands 143 What is a table? 144 Inserting a table 145 Populating a table 145 Adjusting column widths 146 Selecting table cells 147 Setting table properties 147 Inserting a new row or column 149 Deleting a row or column 150 Merging table cells 150 Headers and Footers from Head to Toe 151 Adding a header 151 Adding a footer 153 Opening the header or footer for editing 154 Creating a unique first-page header and footer 154 Creating unique odd and even page headers and footers 154 Changing the Page Setup 156 Setting the page margins 156 Changing the page orientation 158 Changing the paper size 158 Adding a page break 159 Adding a section break 159 Working with Columns, Just Like the Pros 161 Getting text into columns, Part 1: The easy way 161 Getting text into columns, Part 2: The ever-so-slightly-harder way 162 Entering text in columns 163 Show Your Work: Adding Footnotes 164 Chapter 8: Getting Started with Sheets 167 Opening Sheets 168 Touring the Google Sheets Home Page 168 Creating a New Spreadsheet 170 Checking Out the Spreadsheet Screen 170 Dealing with Spreadsheets 172 Sheets saves your work for you 172 Naming a new spreadsheet 173 Opening an existing spreadsheet 173 Saving a copy of a spreadsheet 174 Understanding Sheet Cells 174 Entering Data 175 Entering text 175 Entering numbers 176 Entering dates and times 177 Navigating a sheet 179 Editing cell contents 180 Working with Ranges 180 Understanding ranges 180 Selecting a range 181 Specifying a range input in a dialog box 184 Working with named ranges 185 Filling a range with data 187 Filling a range with a series of values 187 Copying a range 188 Moving a range 188 Formatting a Cell 189 Formatting the cell font 189 Aligning cell data 190 Applying a numeric, date, or time format 191 Using the Paint Format tool 192 Working with Columns and Rows 193 Adjusting the column width 193 Adjusting the row height 194 Hiding columns and rows 196 Inserting columns and rows 196 Deleting columns and rows 197 Chapter 9: Crunching Numbers 199 Building Formulas 199 Creating a simple formula 200 Understanding formula operators 201 Avoiding problems with cell references 202 Using Functions for More Powerful Formulas 206 Entering functions directly 207 Entering functions via the Function menu 208 Using a Range as a Database 209 Sorting a range 209 Filtering a range 211 Visualizing Data with Charts 213 Getting to know the chart elements 213 How Sheets converts sheet data into a chart 214 Creating a chart 216 Moving a chart to its own sheet 217 Editing the chart 217 Building Pivot Tables 218 Understanding pivot tables 219 Exploring pivot table features 220 Building a pivot table 221 Adding multiple fields to a pivot table area 224 Pivoting a field to a different area 225 Grouping pivot table values 225 Filtering pivot table values 227 Chapter 10: Creating Eye-Popping Presentations 229 Opening Slides 230 Touring the Google Slides Home Page 230 Creating a New Presentation 232 Checking Out the Presentation Screen 232 Dealing with Presentations 234 Slides saves your work for you 234 Naming a new presentation 234 Opening an existing presentation 234 Saving a copy of a presentation 235 Applying a presentation theme 235 Working with Slides 237 Adding a slide to the presentation 237 Adding data to a slide 239 Selecting slides 242 Rearranging slides 242 Changing the layout of a slide 242 Changing the slide background 243 Working with the Master Slide 243 Formatting Slide Text 245 Formatting with fonts 245 Aligning paragraphs 246 Slide formatting considerations 247 Animating Your Slides 249 Learning a few animation guidelines 249 Setting up a slide transition 250 Animating slide objects 252 Running a Slide Show 253 Starting the slide show 253 Navigating slides 253 Navigating the slide show from the keyboard 255 Part 3: Collaborating with Your Team 257 Chapter 11: Collaborating on Files 259 Sharing a File 259 Sharing a file for editing 261 Sharing a file for commenting and suggesting 262 Sharing a file for viewing 263 Sharing a link to a file 264 Emailing your collaborators 267 Setting an access expiration date 267 Changing a user’s sharing access 268 Removing a user’s sharing access 269 Dealing with Shared Files 269 Responding to a sharing invitation 269 Viewing which files have been shared with you 270 Working on a Shared File 271 Making suggested edits to a shared Docs document 273 Adding comments to a file 274 Requesting edit access 275 Chatting with your fellow collaborators 276 Viewing a file’s sharing activity 276 Reviewing a Shared File 278 Accepting or rejecting suggested changes in Docs 278 Working with comments 280 Chapter 12: Collaborating with Calendar 281 Inviting Guests to a Meeting 282 Inviting guests to a new meeting 282 Inviting guests to an existing meeting 283 Controlling your guest list 284 Coordinating attendee schedules 286 Getting suggested meeting times 287 Responding to a Meeting Invitation 288 Sharing Your Calendar 289 Controlling access to your calendar in your organization 289 Making your calendar available to the public 290 Making your calendar unavailable to other G Suite apps 291 Sharing your calendar on an ad hoc basis 291 Sharing your calendar with only specific people 292 Subscribing to a Shared Calendar 294 Importing Events 295 Exporting Events 296 Chapter 13: Setting Up Video Meetings 297 What Do You Need to Use Meet? 298 Allowing Meet to use your camera and microphone 299 Making sure Meet is using the equipment you want 300 Starting a Video Meeting 302 Starting a video meeting from the Meet home page 302 Starting a video meeting from Gmail 303 Adding people to your video meeting 305 Scheduling a video meeting with Calendar 306 Joining a Video Meeting 307 Joining a video meeting from the Meet home page 308 Joining a video meeting from Gmail 309 Dialing in to a video meeting and using the phone for audio 309 Customizing Video Meeting Settings 311 Changing the meeting layout 311 Messing around with meeting participants 312 Displaying captions 313 Sharing Resources During a Video Meeting 314 Chatting with meeting participants 314 Presenting your screen 315 Chapter 14: Chatting with Your Team 319 Chatting, G Suite Style 319 Chatting with Gmail 320 Chatting with Docs, Sheets, and Slides 320 Chatting with Meet 322 Chatting with Google Chat 322 Exchanging Messages 323 Formatting chat text 324 Messing around with messages 325 Collaborating with Chat 326 Chatting with a group 326 Uploading a file to a chat 327 Adding a video meeting to a chat 328 More Collaboration: Congregating in a Chat Room 329 Creating a room 330 Managing a room 331 Robotexting: Chatting with Bots 332 Adding a bot 333 GIPHY: Animated GIF fun and frivolity 334 Meet: Managing your meetings 335 Google Drive: Getting file alerts 337 Chapter 15: Collaborating with Groups 339 Why Create a Group? 340 Investigating the Groups Home Page 340 Understanding Group Roles 342 Finding a Group 344 Joining a Group 345 Joining a group directly 346 Asking to join a group 347 Leaving a group 348 Posting Messages 348 Responding to Posts 349 Creating a Group 350 Preparing to add a group 350 Creating the group 350 Adding more people directly to the group 354 Inviting people to your group 355 Managing group requests and invitations 355 Chapter 16: Collaborating with Forms and Notes 357 Gathering Info with Forms 358 Loading the Forms website 358 Touring the Forms home page 358 Creating a new form 360 Touring the form screen 360 Fabricating a form 360 Constructing a quiz 362 Adding form collaborators 362 Sending your form 363 Checking out the form responses 365 Sharing Notes 365 Checking out the Keep home page 365 Creating a new note 367 Adding note collaborators 368 Part 4: The Part of Tens 371 Chapter 17: Ten Tips for Working from Home 373 Set Your Working Hours 374 Show Your Availability 375 Tell Chat to Chill for a While 377 Keep Up the Face-to-Face Communication 378 Know Which Communications Tools to Use 379 Add Time Zones in Your Calendar 379 Configure Calendar for Speedy Meetings 381 Read Email from Another Account 382 Handle Microsoft Office Documents 385 Set Up Your Video Conference Space 387 Chapter 18: Ten Really Useful Gmail Settings 389 Five Splendiferous Send Settings 390 Sending a message as plain text 390 Setting the default reply behavior 391 Replying and archiving in one fell swoop 392 Setting the default text style 393 Preventing Gmail from creating contacts automatically 393 Five Stupendous Read Settings 394 Turning off Conversation view 394 Adding importance markers 395 Setting the maximum page size 396 Managing notifications 396 Indicating messages sent only to you 398 Chapter 19: Ten Ways to Enhance Privacy and Security 401 Make Sure Your Wi-Fi Network is Locked Up Tight 402 Secure Your Google Account with a Strong Password 404 Enable Google’s 2-Step Verification 406 Set Up Your Contact Verification Methods 407 Hide Images in Gmail Messages 409 Blocking Senders in Gmail 411 Choose Who Can See Your Personal Info 412 Manage Your Activity Controls 413 Manage Your Devices 415 Manage Third-Party Apps 416 Appendix: Glossary of G Suite Terms 419 Index 427