G-SUITE FOR EDUCATION
Google Apps for Education is now called the G Suite for Education.
The core services at URI are:
- Gmail (including Tasks)
- Drive (including Docs, Forms, Sheets, Sites, and Slides)
- Hangouts and Google Chat/Talk
If you want more guidance on Google, there are help topics indexed below under each heading, e.g., Google Drive.
In addition, Information Technology Services provides Google Training with most topics offered monthly both as a WEBEX and in a classroom format. The training is posted online and is organized by date, by topic and also available in a Calendar view.
Gmail accounts are used as the primary means for URI to communicate with faculty and staff. If you are not using your @uri.edu gmail account, you may be missing some important information that is sent to a mailing list.
Your Gmail account is not limited in storage. Many preferences can be changed to make Gmail function very much like Outlook or to make it more productive for you in other ways.
- Compare With Outlook (also has instructions)
- Google’s Gmail Cheat Sheet
- How To Optimize Your Inbox
- Focus On Important Messages With Priority Inbox
- Adding Google Mail to Your Windows 10 Mail App
- How to Set up Delegation (video)
- Keep Your eMail Attachments In One Place By Saving Them To Drive
- Setting Up The Undo Send Option
- Set Gmail As Your Default Email Application (Works in Chrome Only)
- How To Add A Block Quote In An eMail
- Labels … They’re Similar To Folders
- 7 Ways to Identify And Protect Against Phishing Emails in Google Apps
- Automate Responses To Common Types of Messages
- How To Create An Automated Vacation Response eMail (video)
- How To Attach An eMail (video)
- Run Common Searches With A Single Click
- Advanced Searches
- View Your Calendar From Your Inbox
- Schedule Events Right From Your Inbox
- Keep Track Of Your Tasks In Gmail
- Keyboard Shortcuts For Gmail
Important Note: Messages remain in Trash or Spam for 30 days. After that, Google mail permanently deletes them.
Google Calendar is a multi-faceted tool. You can create multiple calendars, share those calendars with others, find common times for scheduling an event with co-workers or other @uri.edu faculty and staff, or change your preferences so people can only invite you to events during work hours. There are calendars that you can add (e.g., Holidays) and you can tailor your calendar to look the way you work best.
Google Contacts are part of Google mail. You can import your contacts from another contact/address program, but if you have attachments within your address book you will lose this on import. There is not an attachment feature in Google Contacts.
Besides the Google Contacts Application, your @uri.edu email address has access to the URI Global Address List (GAL). When you type in a recipient for your email, the GAL will auto-populate with email addresses in the @uri.edu domain. If you are typing someone’s name and it doesn’t auto-populate, you might have typed the name incorrectly or the name is fairly common. It might help to type either their surname or first name if that is more unusual.
Everyone with an @uri.edu email account also has a Google Drive Account. Your Google Drive allows you to store, synchronize and share your files. You can keep all your work in one place and it’s automatically backed up by Google. By downloading Google Apps from your pertinent mobile device store (Apple App Store, Android App store, stc.), you can access, view and edit your documents from many mobile devices.
Microsoft Office documents (Word, Excel, PowerPoint) documents can be uploaded to Google Drive to share with other people or they can be converted to Google format for editing or collaborating.
With Google Apps for Education, you are given an unlimited amount of storage. However, while you can upload very large files, you cannot download any file over 2 GB. Go figure!
Important Note: Also, Google does not empty the Drive trash by default. So, if you move something to the Trash in your Drive, it’s going to stay there until you delete forever from inside the Trash.
Also, if anyone in your group/department/office is leaving URI, he/she should change the ownership of all shared documents to someone else in the office before he/she leaves.That person can change ownership of any/all documents to someone in your department by highlighting the document in the drive (or an entire folder) and going up to the sharing icon. When you single click on the icon, it opens the sharing window. Here, the document ownership can be changed to anyone within the @uri.edu domain.
- Get Started with Google Drive
- Overview of Google Docs, Sheets, and Slides
- Edit Microsoft Office Documents Directly In Drive, Without Installing Office
- Sync your Files and Access From Any Device
- Organize and Search Your Files
- Share and Collaborate with Drive
- Keep Your Google Account Safe (video)
- Prevent Others from Downloading, Printing, and Copying Shared Drive Files
- You Won’t Believe This…Finding a Special Character in Docs, Slides, and Drawings (video)
- Set an Expiration Date on Your Google Drive, Docs, Sheets & Slides
- Have Multiple Google Accounts? How to Set Them Up in Chrome
- Google Drive Basics, Part 1, The Drive Environment
- Google Drive Basic, Part 2, Working with Folders
- Google Drive Basic, Part 3, Working with Files
- Google Drive Basic, Part 4, Moving Folders and Documents
Google Docs is an online word processing software. In Google Docs, you can create and format text documents (like in Microsoft Word). You can also collaborate with other people both in real time and asynchronously In Google Docs you can upload and convert Word documents, adjust document and text formatting, view the revision history of the document and regress to an earlier version if needed, download a Google Doc in a number of formats, create your own or use stock templates available from Google, Optical Character Recognition (OCR) from picture files, and voice dictation.
- How Is It Different From Microsoft Word?
- Get Started With Google Docs
- Collaborating With Google Docs
- Ok… Printing Is a Little Different
- Three Strange Things You Can Do With Google Docs That Are Super Useful
- Type With Your Voice
- Convert .pdfs and Images to Text
- Using a Docs Template
- Collaborating? See Who Made Changes to Your File and When
With Google Sheets, you can create and edit spreadsheets right in your web browser—no special software is required. Even better, multiple people can work at the same time, you can see people’s changes as they make them, and every change is saved automatically.
- Get Started With Sheets
- Adding Content and Changing Formatting
- Sharing and Collaborating
- Printing and Downloading as an Excel File
- Search for Specific Data in a Spreadsheet
- Great Idea: Track Attendance at an Event with a Digital sign-in Sheet
- Summarize Your Data With Charts and Graphs
- Get Instant Insights Into Your Data
- Create Dynamic Project Management with Google Sheets
- Highlight Changes to Your Data With Formatting Rules
- Keep Headings or Labels In place When Scrolling Through Large Spreadsheets
- Edit Sheets STored in Drive With MicroSoft Office Plug-in (Windows Only)
Google Slides is very much like Microsoft PowerPoint,. The main difference is that all your presentations are automatically stored online, so you don’t need to bring a thumb drive to class or a conference anymore (if you are sure you’ll have an Internet connection).
- Getting Started With Google Slides
- Switching to Slides From Microsoft PowerPoint
- Present, Print, and Download
- Adding Content to Slides
- Do More With Slides
- Inserting Slide Numbers
- Copy Themes and Styles From Other Presentations
- Add or Edit Images Directly In Slides
- 7 Quick Slides Tips
- Yes…Design a Newsletter in Google Slides!!
- Get Started with Google Forms
- Share and Collaborate with Google Forms
- Sending Your Form
- How Are Responses Displayed?
- Is It As Good As Survey Monkey? (Answer: It Really Depends What You Need It For)
- Share Content With Multiple People Using One Address and Google Groups
- Tailor Follow-up Questions in a Survey Based on Response
- Set up email notifications for new form responses
- Make Long Forms Easier to Fill Out With Page Breaks (#1)
- Let People Edit Their Responses After Submitting
- Quickly Grade Assignments Using a Google Forms Grading Rubric
- Using Google Forms for Online Event Registration
- Add Feedback Forms, Applications, and Other Surveys to Websites
- Limit the Number of Responses to a Form
The chat option is available on the lower left of your browser window. It will be below your labels (Inbox, Sent, Trash, etc.). There will be a Search People box that you can use to search for a particular person, or you can click on any of the people listed below the Search People box to chat with someone. When you hover your mouse over someone’s name, a small window will open with their info and an icon to chat.
To send your first chat with a person, you will need to invite them to chat. To do this:
- Search for a person
- When his/her name is rendered, you will see “Invite to Chat” as an option.
- That person will receive an email or a notification in his/her chat area that you have requested a chat.
- He/she may not respond immediately based on his/her availability at the time
After the first chat has occurred, that person will be added to your chat list. Their name will appear along with status (available, not available, etc.). Some people may also have a video camera icon which means that he/she is available for video chat.
The easiest way to define Google+ is to think about it as social media for work. Using Google+, you can create project groups, workgroups, or committees that allow you to share insights, questions, and content with either your customers and team members.
Google Hangouts is the video-chat tool included in Google Apps Fore Education. Use it to send messages, share your desktop, and make video calls to several people at once.
Google Hangouts also allows you call impromptu meetings, conduct virtual training, remote interviews, and much more.
- Get Started With Hangouts
- How to Join a Videocall
- How to Share Your Screen or Add More People to Your Call
Important Note: Google stipulates that Hangouts are optimized for up to 15 people. That doesn’t mean that more cannot join–they just don’t guarantee it.