Getting startED with Google Apps

665 Pages·2010·45.104 MB·English

by  Mittal, Kunal;Darbyshire, Adam;Darbyshire, Paul

Getting StartED
with Google Apps

Paul Darbyshire
Adam Darbyshire
GETTING STARTED with Google Apps
Copyright © 2010 by Paul Darbyshire and Adam Darbyshire
All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means, electronic or
mechanical, including photocopying, recording, or by any information storage or retrieval system, without the prior
written permission of the copyright owner and the publisher.
ISBN 978-1-4302-2665-9
ISBN 978-1-4302-2666-6 (eBook)
Printed and bound in the United States of America 9 8 7 6 5 4 3 2 1
Trademarked names may appear in this book. Rather than use a trademark symbol with every occurrence of a
trademarked name, we use the names only in an editorial fashion and to the benefit of the trademark owner, with no
intention of infringement of the trademark.
Distributed to the book trade worldwide by Springer-Verlag New York, Inc., 233 Spring Street, 6th Floor, New York, NY
10013. Phone 1-800-SPRINGER, fax [phone], e-mail [email protected], or visit
www.springeronline.com.
For information on translations, please e-mail [email protected], or visit www.apress.com.
Apress and friends of ED books may be purchased in bulk for academic, corporate, or promotional use. eBook versions
and licenses are also available for most titles. For more information, reference our Special Bulk Sales–eBook Licensing
web page at www.apress.com/info/bulksales.
The information in this book is distributed on an “as is” basis, without warranty. Although every precaution has been
taken in the preparation of this work, neither the author(s) nor Apress shall have any liability to any person or entity with
respect to any loss or damage caused or alleged to be caused directly or indirectly by the information contained in this
work.
The source code for this book is available to readers at www.apress.com. You will need to answer questions pertaining to
this book in order to successfully download the code.
Credits
President and Publisher: Coordinating Editor:
Paul Manning Laurin Becker
Lead Editor: Copy Editor:
Douglas Pundick Chris Marcheso; Patrick Meader; Andy Rosenthal
Technical Reviewer: Compositors:
Kunal Mittal MacPS, LLC
Editorial Board: Indexers:
Clay Andres, Steve Anglin, Mark Beckner, Toma Mulligan
Ewan Buckingham, Gary Cornell, Jonathan Gennick, Artist:
Jonathan Hassell, Michelle Lowman, Matthew Moodie, April Milne
Duncan Parkes, Jeffrey Pepper, Frank Pohlmann,
Cover Designer:
Douglas Pundick, Ben Renow-Clarke,
Anna Ishchenko
Dominic Shakeshaft, Matt Wade, Tom Welsh
ii
I would like to dedicate this book first to the girls in my life. To my wife Kay, who has yet again put up
with another of my projects spanning many months; and who, as always, has given her full support. I can
now take you to the movies again. Also, to my beautiful daughter, Mai-Ling, whose bright personality has
often been a source of inspiration over the last few years. She has let daddy and her brother work on the
book and is quite excited that her name will appear in it. We can now spend more time doing daddy-
daughter stuff.
I’d like to also mention my son Adam, my co-author. It’s not often that a father and son get to bond all
over again after they both grow up, over late-night coffee sessions discussing chapter titles and
structures. I suppose, in really ancient times, we might have gone out and hunted a mammoth together.
This book is our mammoth.
Paul
To everyone I’ve annoyed while writing this book... sorry.
Adam
Contents at a Glance
Contents at a Glance ....................................................................iv
Contents ....................................................................................v
About the Authors ...................................................................... xx
About the Technical Reviewer ...................................................... xxi
Acknowledgments......................................................................xxii
Introduction............................................................................xxiii
Chapter 1: Getting Started with Chrome.............................................1
Chapter 2: Gmail........................................................................45
Chapter 3: Introduction to Google Docs.......................................... 109
Chapter 4: Google Docs - Document............................................... 139
Chapter 5: Google Docs – Spreadsheets........................................... 207
Chapter 6: Google Docs - Presentations.......................................... 301
Chapter 7: Forms...................................................................... 357
Chapter 8: Calendar.................................................................. 379
Chapter 9: Google Sites.............................................................. 427
Chapter 10: Google Maps............................................................ 489
Chapter 11: Google Talk............................................................. 517
Chapter 12: Blogger .................................................................. 541
Chapter 13: Integrating Google Apps.............................................. 583
Index..................................................................................... 617
iv
Contents
Contents at a Glance ..................................................................iv
(cid:2)
Contents ..................................................................................v
(cid:2)
About the Authors ....................................................................xx
(cid:2)
About the Technical Reviewer ....................................................xxi
(cid:2)
Acknowledgments................................................................... xxii
(cid:2)
Introduction..........................................................................xxiii
Chapter 1: Getting Started with Chrome...........................................1
Getting and Installing Chrome ...................................................2
Surfing with Chrome...............................................................4
New Tabs and Windows.................................................................6
Surfing Incognito.........................................................................8
Configuring Chrome................................................................9
Setting the Home Page.................................................................9
Security..................................................................................10
Privacy...................................................................................14
Controlling What You See....................................................... 18
Text Size.................................................................................18
Encoding.................................................................................19
Fonts and Languages...................................................................20
Developer Viewing .....................................................................23
Bookmark Toolbar......................................................................24
Full Screen...............................................................................25
Search Field.............................................................................25
Managing Bookmarks............................................................. 26
Creating a New Bookmark.............................................................26
Selecting a Bookmark..................................................................29
v
Getting StartED with Google Apps
Using the Bookmark Manager.........................................................31
Themes ............................................................................ 33
Chrome Plug-ins.................................................................. 35
Downloading ...................................................................... 39
Internet Security................................................................. 40
Security Certificates...................................................................41
Malware sites............................................................................42
Phishing..................................................................................42
Best Practices...........................................................................43
Summary........................................................................... 44
Chapter 2: Gmail......................................................................45
Creating a Gmail Account....................................................... 46
Basic E-mail Functions........................................................... 49
Composing and Sending Mail..........................................................50
Reading Mail.............................................................................57
Replying to E-mails.....................................................................60
Conversation View......................................................................62
Selecting e-mails.......................................................................65
Sent Messages...........................................................................65
Draft Messages..........................................................................67
Deleting Messages......................................................................68
Archiving Mail..................................................................... 68
Starred Mail....................................................................... 70
Working with Labels ............................................................. 72
Dealing with Spam ............................................................... 76
Managing Contacts............................................................... 78
Creating a List of Tasks ......................................................... 84
Your Gmail Preferences......................................................... 91
vi
General Settings........................................................................92
Importing from Other Accounts......................................................94
Using Different E-mail Addresses ....................................................97
Using Outlook and Other E-mail Programs with Gmail..........................100
Using Filters to Control Where Your E-mail Goes................................102
Using Themes to Change How Gmail Looks.......................................105
Synchronizing Gmail with Your Mobile Phone...............................106
Summary..........................................................................106
Chapter 3: Introduction to Google Docs........................................ 109
Why Use Google Documents?..................................................109
Is My Data Secure? ..............................................................110
Starting Google Docs............................................................112
Creating Documents ............................................................114
Sharing Documents..............................................................115
Concurrent Editing...................................................................121
Working with Folders...........................................................123
Deleting and Renaming Documents...........................................127
Using the Trash Folder...............................................................127
Deleting a Shared File...............................................................129
Exporting and Importing Documents.........................................130
Publishing Documents ..........................................................135
Hiding Documents...............................................................136
Changing Owners................................................................137
Summary..........................................................................137
Chapter 4: Google Docs - Document............................................. 139
Elements of the Screen.........................................................140
Menu Bar...............................................................................141
Tool bar................................................................................141
vii
Getting StartED with Google Apps
Getting Help .....................................................................142
Working with Documents.......................................................143
Saving and Closing Documents .....................................................144
Renaming a Document...............................................................146
Opening Documents..................................................................146
Uploading Documents................................................................147
Downloading Your Document to Your Computer.................................149
Printing Documents ..................................................................151
Entering and Manipulating Text...............................................157
View as You Type.....................................................................158
Moving Around and Editing Text ...................................................159
Selecting Text.........................................................................160
Cutting and Pasting Text............................................................161
Moving Text with Drag and Drop...................................................162
Formatting Text.................................................................162
Bold, Italic, and Underline..........................................................162
Styles...................................................................................163
Font.....................................................................................164
Size.....................................................................................165
Color....................................................................................165
Document Settings ...................................................................167
Text Alignment .......................................................................168
Line Spacing...........................................................................169
Modifying the Text Indent and Margin Width ....................................170
Working with Images............................................................171
Obtaining Images.....................................................................171
Inserting Images......................................................................172
Image Options.........................................................................175
Inserting Page Breaks, Headers, and Footers...............................178
viii
Page Breaks ...........................................................................178
Headers and Footers.................................................................179
Inserting a Table of Contents .................................................181
Working with Lists and Bullets................................................183
Tables.............................................................................185
Creating Tables.......................................................................185
Changing Table Properties..........................................................188
Resizing Rows and Columns.........................................................189
Borders.................................................................................191
Formatting Cells......................................................................192
Inserting and Deleting Rows and Columns........................................193
Document Proofing..............................................................194
Spell Checking ........................................................................194
Word Lookup..........................................................................196
Translating Your Document.........................................................197
Footnotes.........................................................................198
Working with Document Revisions............................................199
Inserting Comments..................................................................199
Document Revisions..................................................................200
Comparing Revisions.................................................................203
A Work Around........................................................................204
Summary..........................................................................204
Chapter 5: Google Docs – Spreadsheets......................................... 207
Elements of the Spreadsheets Space.........................................209
Menubar................................................................................209
Toolbar.................................................................................210
Formula Bar ...........................................................................210
The Sort Bar...........................................................................211
Getting Help .....................................................................211
ix