Gmail

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.


Adding a Task opens the task list dialog box.

Dates can be set or task can be moved to other lists.


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.


You can apply labels to individual email or setup filters to automate it.

Set Criteria


You can apply labels to individual email or setup filters to automate it.

Set Criteria

Set Action


You can change the colors of the filters at any time with ease. Preset color

schemes.

Custom Color

Schemes


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.


Reply All Muting

This is for those messages that

everyone keeps replying all to.


Mark as Spam

Return Receipt Request


+code to the email address for filtering

[email protected]


Add to calendar from email interpretation

Next page for result


Add to calendar from email interpretation

Calendar is auto populated with title, date

and time.


Your email can suggest other contacts based on previous email contacts.


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


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


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


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.


Find a time feature

This check is crossing 4 calendars of attendees.


Send invitations directly from email

Opens cross check to determine that all recipients are free.


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.


Where / Location features in the calendar


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


BerkmanElementary

Collaboration


WestwoodHigh School

Collaboration


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.


Sample login page from ACU


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

Gmail

Documents

email featuresyour email

individual email

email address

email featuresmark

email easy

email interpretationcalendar

original email

email featuresreply