Google Apps - How To...

A brief guide to using Google services at College.


Google Apps







We have now implemented Google's services (Google Apps) within college.

IT Services (Room 18) can help you with using Google services within college. We are unable to assist you with using your own devices (phones etc) with Google Drive / Gmail.



Some Important Info to remember:

Google will refer in most instances to your 'Google Account', this is your FULL COLLEGE email address (blah@student.varndean.ac.uk) and your PASSWORD that you use to login to the college computers with.


This service comes with 30GB worth of Storage - Shared between Google Drive and your Gmail account.


The services we are now offering are:

Gmail by Google

(Replaced Outlook.com email)

Email services for students is provided by Google Gmail. Your login will be your FULL COLLEGE EMAIL ADDRESS, and your password will be your normal college network password.

Your email can be accessed in the following ways:

By going to www.google.co.uk in your web browser and clicking on "Mail" on the Black bar at the top of the page, then logging in with your college email address and password.

By going to mail.google.com or gmail.com in your web browser and logging in with your email address and password. You can also follow the links for Email from any of the college sites (Modle, Campus, Public Website)

You can access your college email from most smartphones*.

Please select the appropriate guide from below.

* Please note that for Students, IT Services are unable to provide assistance in setting your phone up.

Gmail Guide:

Basic Settings

When you select an email, or checkmark it from the inbox, you can apply several commands. Access the bar of useful tools at the top-center of your inbox, right below the search bar. These features help you navigate the inbox and stay organized.

From left to right, the arrow button functions similar to a browser's back button, returning you to the inbox or folder from which you opened a message.

The dark folder with an arrow pointing down is the archive button. Think of the archive like the attic or garage of your account. It will remove a message from your inbox or folder, but not completely delete it, in case you need to go back to it later.

Though you'll see a significant decrease in spam from your Gmail account, there's always the individual messages that need tending to. Mark any spammy email using the button with an exclamation mark.

To delete an email, select the trash can button. The email won't disappear completely for 30 days — or until you empty the trash, using the settings to the left of the page. (Any settings made before emptying the trash can be undone. Gmail will give you the option immediately after, or you can search for the email and tweak its settings.)

If you used another email client, you know that folders are your friend for keeping organized. With Gmail, labels are your new friends. They categorise your email, so things like bills, shopping, work and your personal life remain separated. Of course, things aren't always so black and white. Labels let you place an email into more than one category.

Stars help prevent emails from getting swallowed by your inbox. Placing a star on an email pushes the message to the top of your inbox. You can go into settings and change colors, and for really important messages, make it a superstar.

If you simply can't live without folders, or want to remove some of the clutter in your inbox, click the folder button on the toolbar and move an email to a category. This simultaneously labels a message and moves it out of your inbox.

There are a number of other features in the "More" drop down menu, but the most important is the filter tool.

Filters allow you to automate your inbox, causing the most important emails to rise to the top. It's especially useful for when you are required to give an email address just to sign up for something. You can filter emails with specific addresses or keywords, then decide whether they should be deleted, archived, marked as read or forwarded.

Sending an Email

Once you've gotten past navigating your inbox, perhaps you're ready to do what you signed up for in the first place: send an email.

Select the Compose button on the top-left of your inbox. Gmail opens a clean, empty message with your labels and basic editing options. You can also attach a file by clicking the appropriate link under the subject line or simply by dragging it into the message.

When selecting a sender, start typing the first few characters of the recipient's name. Your contact list will automatically auto-populate with names and addresses.

While you’re writing the message, you can click away at any time — Gmail automatically saves the draft.

Google Sync Guides (Email/Calendar access from your Smartphone)

These guides will refer to 'Your Google Account' - This is your college email address and network password.

Android Phones (Ice Cream Sandwich Android 4)

Android Phones (Generic)

Apple iPhone (iOS 4 and Above)

Windows Phone 7

Blackberry & Other



Calendar

Your Calendar can be accessed by clicking on the Calendar link (on the top bar on the page) when you are either at the main Google page, or when you are in Gmail.

Drive & Docs

This allows you to upload files to the web, for access anywhere. This service can be accessed by either clicking the "Drive" link on the Top black bar when in a Google service, or at the main Google page, or by going to drive.google.com in a web browser. Your login information is the same for ALL Google services - Full college email address, and your network password. This is the same login that you will use if you wish to access your work (or Email) from home.

You can upload files to this service and access them anywhere that you have an internet connection - This includes on your Smart Phone (iPhone & Android)

See


Apple

Google Play

There are some guides at the bottom of this page to help you setup Google drive on your home computer.

Docs

Google's office suite equivalent. Create and edit documents is Google's office suite online, these documents are stored in your 'Google Drive'. You can also upload Microsoft office documents and convert them to be editable online in your Google Drive. You can also save your doc's to a Microsoft Office Format.

Documents include Spreadsheets, Word Documents, Presentations (Like MS Powerpoint), Drawings and forms.

Your documents are also viewable on a phone with the Google Drive App installed, and on some larger devices you can also make changes to the documents (Thing like iPads or larger tablet devices).

You can setup Google Drive at home using the Google Drive app for Mac or PC. This will give you a folder that you can save documents to, that will be syncronised with your Google Drive. Remember, if you delete something from this folder, it will also be deleted from your Google Drive. Using the Google Drive App is not recommended for shared computers unless you have your own dedicated login of which nobody else has access to.

YouTube

Although YouTube has always been available, you can now use your Google Account (login with your full college email address and password) to subscribe to channels etc.

 

Useful guides for Google Apps

(These are provided by third parties, and IT services cannot assist you with issues setting up these apps on your home computer)

Google Drive Setup for Mac (About.com guide)

Google Drive Setup for Mac/PC (Google Guide) - For your home computer!

Using Gmail (Google Help) Some settings are managed by IT services and parts of this help guide will not apply

Using Gmail (unofficial Video) Some settings are managed by IT services, parts of this help guide may not apply

This is a great guide to Google Docs & Drive

Last modified: Wednesday, 2 December 2015, 9:35 AM