Google Support

Mail

Changing up the look of your inbox

While you become comfortable with your new email system you may want to toggle through the different options of viewing your emails. First and foremost, you must first enable the preview pane option and then you are ready to discover.

  • Enabling preview pane
    • Left click on theimage.png
    • Select Settings on menu bar across 
    • Select Advanced
    • Scroll down to Preview Pane and select enable
    • Scroll to the bottom, click image.png
  • Split pane mode
    • The toggle split pane mode is available in the top right quadrant section of your in box and sport the following looks: image.pngimage.pngimage.png
    • Select the chevron to the right of the icons and find a look that you like; you can change at any time
  • Display Density Views
    • Default - displays attachments below the subject line and beginning of email body; has space between individual messages
    • Comfortable - shows paperclip at end of subject line and beginning of email body; has space between individual messages
    • Compact - same layout as comfortable; space between individual messages is smaller

Creating signature line for email

Only one signature is currently available without an add-in is available. However, modifications are always being made behind the scenes. Multiple signatures have been available previously in Google 'lab'section; which may mean it is close to being ready for prime time.

To add a default signature:

  • Select the image.png
  • Select Settings
  • In the General tab scroll down to Signature and select the button next to the text box, may have your email already populated. If not, select your email address.
  • Complete the information in the text box for your signature

image.png

This is a setting you will need to save.

Multiple signatures for email

There is a great need for the option of multiple signatures in Gmail. I will not be surprised if Google brings them back as they have had them in the past. In the meantime, although not perfect nor smart, there are a couple of workarounds.

Creating:

  • You will need to disable your current signature (cog, settings, general)
  • Compose a new email only adding your signature section
  • Left click on the three hot dogs in the bottom right corner of the new message popup window
  • Select canned responses and new canned response... obviously naming it something appropriate so that you can designate between your multiple signatures
  • Repeat as necessary

Using:

  • Compose a new email
  • Left click on the three hot dogs  in the bottom right corner of the new message popup window
  • Select canned responses and insert the appropriate signature
  • Note, that the subject line now has the name of the canned response. You will need to modify the subject line accordingly.

Another work around is to add your multiple signatures to the current signature option and delete the unwanted signature(s) with each and every email that you write. This isn't the best option either, however, at least it avoids retyping it each time and potential fat-fingering errors.

Popping out the compose or reply window to a new window

When selecting compose or reply, the window that opens up is an integral part of your gmail screen rather than a free floating or full-size window that many of us are used to.

No worries, there are multiple ways to accomplish what you desire:

  • In the top right corner of the new message pop-up appear the following image.png icons. While we are all familiar with the two outer icons, it is the middle one, slanted double arrow, that once selected will pop out the new message window; overlaying the Gmail inbox. It cannot be moved around, however, it is close to full size. 
  • Select shift prior to either the slanted double arrow  or Compose - pops out to a movable window, including moving it to different screens
  • Select Ctrl prior to: either the slanted double arrow  or Compose -  pops out to a movable tab, including moving it to different screens

Using the spell checker

Spell Checker

  • After your email is drafted, select the three dots (located near the bottom of the right hand corner)  image.png and check spelling.
  • Any misspelled, or unique words, will be highlighted. By left clicking on the highlighted word a list of potential spellings will appear along with an ignore option.

Adding Words

New words cannot be added on the fly as occurred previously. However, your dictionary can be expanded by:

  • Select Customize and Control Google Chrome by selecting the three dots near the top right of your browser
  • Select Settings and Advanced at the bottom of the page
  • Within Languages select spell check and custom spelling
  • Add the new word and select ADD WORD

Removing Words

Navigate to the custom spelling list, described above. Note there is an X next to the words in your custom list which will remove the adjacent word.

Out of Office replies

Set Up

  • In Gmail, left click on the image.png
  • Scroll down to the Vacation responder section
  • Select the Vacation responder on option
  • Enter the date range, subject, and message
  • Optionally, you may limit your OOO responses to your contacts or your co-workers
  • Select image.png

Logistics

  • If you have a signature it will be auto-magically added to your autoreply.
  • Starts at 12:00am on the start date and ends at 11:59pm on the end date, unless you turn it off via settings
  • Autoreply is sent once to the people that email you; will repeat if new message is received after four days
  • The 'four day' clock starts over each time the autoreply is edited

Searching for emails

You may search your emails by utilizing the search bar at the top of your inbox; however, the real power comes about by selecting the chevron at the far right of the search bar which launches the below popup..

  • From - find messages from a specific individual or organization.
  • To - find messages to a specific individual or organization.
  • Subject - find messages about a specific topic
  • Has the words  - searches for a word(s) in the body of the email messages
  • Doesn't have  - searches in the body of the email messages to ensure it does not contain specific word(s)
  • Size - search for files less than or greater than a particular size. Size can be measured in KB, MB, or bytes,
  • Date - the first field is the cushion mail will search of both sides of the date you select on the right, calendar pick-it icon.
  • Search - select the folders mail will thumb through looking for your item. The broadest net will be cast by selecting mail & spam & trash.

Boomerang for Gmail

Working with your managers email

Set up mail delegation

You can grant access to your Gmail account by adding a delegate. This person can read, send, and delete messages for you.The delegate must be within the SCOE domain.

Add or remove a delegate

Add a delegate

You can add up to 10 delegates. If you're using Gmail through your work, school, or other organization, you can add up to 25 delegates within your organization.

  1. On your computer, open Gmail. You can't add delegates from the Gmail app.
  2. In the top right, click Settings Settings.
  3. Click Settings.
  4. Click the Accounts and Import or Accounts tab.
  5. In the "Grant access to your account" section, click Add another account. Note: If you’re using Gmail through your work or school, your organization may restrict email delegation. If you don’t see this setting, contact your admin.
  6. Enter the email address of the person you want to add. (Note: The account you're delegating must have "Require user to change password at next sign-in" disabled.)
  7. Click Next Step and then Send email to grant access.

The person you added will get an email asking them to confirm. It may take up to 24 hours for you to see them as a delegate after they confirm.

Note: The invitation expires after a week.

Remove a delegate

  1. On your computer, open Gmail. You can't set up delegates from the Gmail app.
  2. In the top right, click Settings Settings.
  3. Click Settings.
  4. Click the Accounts and Import tab.
  5. In the "Grant access to your account" section, click Delete next to the account you want to remove.

What your delegate can do

Delegates can do things like:

  • Send or reply to emails that were sent to you. When they send a message, their email address will show. For example, the sender will show as "sent by johnsmith@gmail.com."
  • Read messages sent to you
  • Delete messages sent to you

Delegates can't do things like:

  • Chat with anyone for you
  • Change your Gmail password

Easily undo sent messages - there is a hitch

Undo sending your mail

" "

Tips

Make a typo in your email? Forget to add a recipient? Change your mind about sending an email?

Take back an email you just sent using the Undo Send feature.

Undo sending email" "

  1. Open Gmail and send your email.
  2. Click Undo at the bottom of the page.

    Depending on your settings, there's a limited amount of seconds to click Undo before it disappears.

Adjust the Undo Send cancellation period" "

  1. Click Settings Settingsand thenSettings.
  2. On the General tab, scroll to the Undo Send feature.
  3. Select a different cancellation period and click Save Changes.

time period selected will be applied to every email sent

Save time using prewritten replies

Create email templates

" "

Tips

Tired of typing the same reply every time someone sends you email with a common question? Compose your reply once and save the email as a template. Later, you can open the template and send it again with just a few clicks.

Note: You can’t save an image in the content of a canned response. However, you can show an image in a canned response—just use a public URL that is a link to the image.

Enable the canned responses lab" "

  1. In Gmail, click Settings Settingsand thenSettings.
  2. At the top, click Advanced.
  3. In the Canned Responses (Templates) section, select Enable.
  4. At the bottom, click Save Changes.

Create a new or change a canned response" "

  1. Open Gmail and click Compose.
  2. In the Compose window, enter your template text.
  3. Click More Moreand thenCanned responses.
  4. Choose an option:
    • To create a new canned response, click Save draft as templateand thenSave as new template.
    • To change a previously saved response, click Save draft as template and under Overwrite Template, choose a response and click Save to overwrite it.
  5. (Optional) To send an email, compose your message and click Send.

Insert a canned response" "

  1. Open Gmail and click Compose.
  2. Click More Moreand thenCanned responses.
  3. To insert a canned response, under Insert Template, choose a saved response to insert in your email.
  4. Compose the rest of your message and click Send.

Delete a canned response" "

  1. Open Gmail and click Compose.
  2. Click More Moreand thenCanned responses.
  3. To delete a canned response, click Delete template, choose the response you want to delete, and click Delete.

Automate canned responses" "

  1. In the search box at the top, click the Down arrow Down Arrow.
  2. Enter your search criteria.
  3. At the bottom of the search window, click Create filter.
  4. Choose what you’d like the filter to do.
  5. Click Create filter.

Keyboard shortcuts

There are many more shortcuts than the few shared below. For a complete list, open Gmail and press Shift + ?.

Desription Shortcut Description Shortcut
Compose email c Send email Ctrl + Enter
Compose email in new tab d Reply r
Insert a link Ctrl + k Reply all a

 

Automatically organizing your emails

Here is how to set up your rules

  1. Create your label - on the left hand side of your gmail inbox there is a create new label option at the bottom of the list. If you do not see it, select more.
  2. Open an email that you want to automatically move
  3. Left click on the three dots at the right hand side of the header line containing the sender, time, etc
  4. Select filter messages like this
  5. The senders name will automatically fill in. You can make other selections as well
    1. If you are creating a label from a domain, i.e. you want all STSIG emails to go into one folder, rather than creating a filter for each employee you can use a wildcard. For example, *@stsig.org will filter all of employee emails.
  6. Select create filter
  7. Select skip the inbox and apply the label dropdown option selecting the label, ie folder, you would like this to go
  8. Select create filter

Once the rule is set up you can do the following on the emails in your inbox to remove them:

  1. do a search for the emails you are working with.
  2. select all of them
  3. left click on labels and choose the label you want
  4. with the emails still selected, choose archive. 

By choosing to archive you will remove the inbox label from the email and it will only appear in your designated folder. One way to think of archiving is it is a verb, not a noun.

Disclaimer: Once the filter is created it will work on any new emails received. Also if reply's change the filter criteria it will no longer follow the filtering rules

Drafts

As your write a message, Gmail automatically saves a draft or it. If you want to find a deraft of a message you were in the middle of writing, select drafts along the left pane of the Gmail page. Drafts is merely unsent messages.

Calendar

Managing your work hours

The working hours feature allows you to customize your work days on a day-by-day basis. When you do, calendar invites from SCOE senders will be notified that you may decline the invitation; if the sender is outside SCOE, there is no notification whatsoever.

  • Select the cog and settings
  • From the left panel select working hours, the sixth option within General
  • Check the box in front of enable working hours
  • Select the days of the week to be included from the horizontal buttons
  • Modify the time per day as applicable. You may put the correct times in the first day represented and copy to the rest

Google Bonus

  • When the find a time function is utilized when scheduling a meeting, invitees non-work hours are shaded for your scheduling convenience.

Utilizing the reminder system

Let's step back for a minute before we dive into this topic; Google has many means to remind you of what is going on in your busy life: Reminders, Tasks, Keep, to name just a few. At this juncture we are only addressing Reminders and will leave Keep for a future bulletin article when we are all feeling a bit more Googleodian.

In case you haven't noticed there is a Reminder calendar under the My Calendar section in the left hand side panel. 

image.png

All that is needed to initiate reminders is to check the box in front of the calendar; now your calendar will begin to act a bit differently.

  • When you create a new event an reminder option is added to the possibilities. By selecting the reminder button, you will be able to modify the date, time (including all day) and the repetition, if any.

Once an appointment is initiated by clicking anywhere a popup appears ready to do your bidding

image.png            

When the reminder is selected, the pop up modifies itself

 

    image.png

 

Reminders will carry over until they are marked done. Reminders are also private and cannot be shared with anyone else. 

Calendar standing appointment slots

Searching for events

Changing the look of you calendar

From many to one; instantly display only one calendar

Calendar notifications

Include "Add to my calendar" link in emails

Using keyboard shortcuts

To turn on keyboard shortcuts you will need to select the clog and setting within calendar. On the left, click keyboard shortcuts and check the enable keyboards shortcuts box.

Description Shortcut Key
Change view to the next date range depending on view (M, W, D) j or n
Move to the current day t
Day view 1 or d
Week view 2 or w
Month view 3 or m
Agenda view 5 or a
Create a new event c
See an event's details e

 

Using the daily agenda email

Get your daily agenda in your inbox

" "

Tips

Start your day with a daily agenda in your Gmail inbox, based on your Google Calendar schedule.

You can even give your daily agenda to your team or an assistant so they know the best times to reach you.

Get your daily agenda in your inbox" "

  1. In Calendar, go to Settings Settingsand thenSettings.
  2. On the left under Settings for my calendars, click your name and go to General notifications.
  3. In the Daily Agenda field, click the Down arrow Down arrow next to None and select Email.

Send a note when replying to a meeting invite

Choose a privacy setting

Check availability of guests

Allowing guests to modify/append event

Transfer ownership of an event

Adding interesting calendars - sports teams, holidays, etc

Working with your managers calendar

Share your calendar with someone

 

You can share your calendar with family, friends, and co-workers.

  • Share your main calendar with someone so they can find your schedule.
  • Create a calendar that multiple people can edit, like a family calendar.
  • Add someone as a delegate of your calendar to schedule and edit events.

Important: Use caution if you share your calendar. Anyone with full permission will be able to respond to invitations, create and edit events, and share your calendar with others.

Share or unshare your calendar

In Google Calendar, you can have multiple calendars that you add events to. Each calendar can have different sharing settings.

Share an existing calendar

You can share the main calendar for your account, or another calendar you created.

  1. On your computer, open Google Calendar. You can't share calendars from the Google Calendar app. 
  2. On the left, find the "My calendars" section. You might need to click it to expand it. 
  3. Hover over the calendar you want to share, click More More and then Settings and sharing.
  4. To share with individuals: Under "Share with specific people," add the person or the email address of the person you want to share with.
  5. To change wider sharing settings: Under "Access permissions," choose an option in the drop-down menu. Learn more about these options below.
  6. If someone isn't already added, click Add people.
  7. Add people and click Send.

If you shared your calendar with an individual email address, they'll see your calendar in their "Other calendars" list. If you shared your calendar with an email group , they'll see the calendar in their "Other calendars" list once they click on the link in the email invitation from Google Calendar.  

Delegate your calendar

You can give others full permission to administer your calendar. We don’t recommend that you give full permission to many people or groups.

  1. On your computer, open Google Calendar.
  2. On the left, find the "My calendars" section. You might need to click it to expand it.
  3. Point to the calendar you want to share.
  4. Click MoreMore and thenSettings and sharing.
  5. Under "Share with specific people," click Add people.
  6. Enter your new delegate’s email address.
  7. Under "Permissions," click Make changes and manage sharing.
  8. Click Send.

Note: Your delegate will see your calendar on the left under "My calendars." If they create an event on your calendar, the invitation will come from you. Learn more about permission settings.
 

Create a new calendar to share

You can create a new calendar and invite other people to view or edit it. When you create an event, you'll see an option to choose which calendar to add the event to.

  1. On your computer, open Google Calendar. You can't create or share calendars from the Google Calendar app.
  2. On the left, next to "Other Calendars," click Add Addand then Create new calendar.
  3. Add the calendar name.
  4. Click Create calendar.
  5. On the left, click the name of your new calendar.
  6. Under "Access permissions," choose an option in the drop-down menu. Learn more about these options below.
  7. If someone isn't already added, under "Share with specific people," click Add people.
  8. Add people and click Send.

If you shared your calendar with an individual email address, they'll see your calendar in their "Other calendar" list. If you shared your calendar with an email group, they'll see the calendar in their "Other calendars" list once they click on the link in the email invitation from Google Calendar.

Important: To get your new calendar to show up on your Android phone or tablet, you'll need to turn on sync for that calendar.

Share with a group

When you share your calendar with a group, it isn't automatically added to their calendar list. Instead, they'll need to click the link in the email they got to add the calendar to their list.

Use Google Groups

If you want to share a calendar with a large group of people, you can add a Google Group. The calendar sharing settings will automatically adjust to any changes in the group's membership over time. Learn more about Google Groups.

  1. Follow the directions in one of the sections above about how to share.
  2. Instead of adding someone's email address, enter the email address of the Google Group.

Add people individually

You can also share your calendar by adding individual email addresses.

  1. Follow the directions in one of the sections above about how to share.
  2. Add each person's email address.

Share with people who don't have Google Calendar

The only way to let people who don't have Google Calendar view your calendar is to make it public. Learn more about sharing publicly.

Share a calendar with everyone in your organization

If you use Google Calendar through your work, school, or other organization, you'll see the option to make your calendar available for everyone in your organization. 

How this setting works

  • People in your organization can find your calendar.
  • People outside your organization won't be able to see your calendar.
  • If you invite someone outside your organization to a meeting, they can see information about the meeting.

Options

  • See all event details: People in your organization can see the details of your calendar events unless you mark them as private.
  • See only free/busy (hide details): People in your organization can see when your time is booked or free, but they can’t see names or details of your events.

Remove people from sharing settings, or stop sharing publicly

  1. On your computer, open Google Calendar.
  2. On the left, find the "My calendars" section. You might need to click it to expand it. 
  3. Hover over the calendar you want to unshare, click More More and then Settings and sharing.
  4. Under "Access permissions," next to "Make available to public," uncheck the box.
  5. To stop sharing with specific people, under "Share with specific people," next to the person you want to remove, click Remove Remove.

If you share multiple calendars, repeat these steps for any other calendars that you want to stop sharing.

Control what others can see

Permission settings

Note: If you use Google Calendar through your work, school, or other organization, you might not see all these sharing options if your admin turned them off. 

When you share your calendar with someone, you can decide how they see your events and whether they can also make changes like adding or editing events.

Here's what people can do with each sharing option:

Make changes AND manage sharing

  • Change sharing settings
  • Add and edit events
  • See details for all events, including private ones
  • See the time zone setting for the calendar
  • Permanently delete the calendar 
  • Restore or permanently delete events from the calendar's Trash

Make changes to events

  • Add and edit events
  • See details for all events, including private ones
  • See the time zone setting for the calendar
  • Restore or permanently delete events from the calendar's Trash

See all event details

  • See details for all events except those marked as private
  • See the time zone setting for the calendar

See only free/busy (hide details)

See when your calendar is booked and when it has free time, but not the names or other details of your events.

Note: Events from Gmail that have the "Only me" visibility setting aren't visible to anyone you've shared your calendar with, even people with "Make changes" access, unless you change the sharing settings for the event or the default setting for events from Gmail.

Change visibility settings for an individual event

Your events automatically have the same sharing settings as your calendar. You can edit the visibility setting for each event, but how visibility settings work depends on how your calendar is shared.

Learn more about changing the visibility setting for an individual event.

Working with a task to-do list

Including event attachments in invitation

Get started with Calendar

1. Schedule events

Next: 2. Create reminders

" "

" "

Schedule one-time activities, such as conferences, as well as recurring events, such as staff meetings. Let everyone know if you’re attending with a single click from the event invitation.
 

In this section:

1.1 Create an event
1.2 Invite guests
1.3 Reserve a room and resources
1.4 Add event details, video conferencing, and attachments
1.5 Save and update events
1.6 Respond to events
1.7 Check guest attendance
1.8 Delete and restore events

1.1 Create an event

" "

1 In Calendar, click an empty time slot in the calendar grid and click Event. You can also click Plus Create.
2 Add an event title, date, and time.
3 (Optional) To create an event using another calendar, click your name, then click the Down arrow Down arrow and select the calendar.
4 Click More options or Save.

Create calendar event

1.2 Invite guests

" "

  1. Open your event.

  2. On the Guests tab, go to Add guests and enter the first few letters of a person’s name or email address in the box.

    Matching names and addresses in your organization’s directory appear as you enter text.

    Tip: You can also add a Google Groups mailing list address to invite a large group of people at once. For more information about inviting a large group, see managing large events in Calendar.

  3. Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email address.
  4. (Optional) To mark a guest’s attendance as optional, point to the guest name and click Mark optional People
  5. (Optional) To allow guests to modify the event, invite others, or see the guest list, under Guests can; check the appropriate boxes.

    Note: If you create an event in Calendar and do not give guests permission to modify the event, they will not be able to change the event's date or time on their own calendar.

 

Forward an invite:

You can let guests forward an event invitation by email to other people.

  1. Open the event.
  2. On the Guests tab, under Guests can:, check the Invite others box.

    When new guests respond to the invite, they are added to the guest list.

Add guests

1.3 Reserve a room and resources

" "

Note: If you don’t see resources, room details, or automatic room suggestions, your G Suite administrator might not have set them up for your organization.

  1. Open an event.
  2. Click the Rooms tab. Suggestions automatically appear based on your work location, number of attendees, and previous room bookings.
  3. If you need to adjust the criteria for your meeting room, you can:
    • Click People Group to specify the required room size.
    • Click Video Video to specify the need for video-conferencing equipment.
    • Click Phone Callto specify the need for audio conferencing.
  4. Point to the room that meets your criteria and check the box to select the room.
  5. If you don’t see a suitable room:
    1. In the search box, enter another resource or building name, floor, or conferencing equipment (such as Chromebox for meetings). As you enter text, you’ll see results below the search box.
    2. Point to a room to see details, such as room capacity, location, equipment and features.
    3. When you find the room you need, point to it and check the box to select it.

Book a room

1.4 Add event details, video conferencing, and attachments

" "

1 Choose a time zone.
2 Set up a recurring event.
3 Find a time—Find a time when your co-workers are free for the meeting.
4 Add event details—Add the meeting location, send event notifications, and more.
5 Add video conferencing—Add a video meeting to your event. Or, select a third-party conferencing add-on.
6 Add an event description—Add details, such as contact information, instructions, or links for your event. Format your description by adding bold, italic, or underline, or add lists and links.
7 Add attachments—Attach files, such as documents or presentations to your events.

Add calendar details

1.5 Save and update events

" "

When you’re finished filling in the details, save your event and send your invitations.

Save your event:

  1. Click Save.
  2. Click Send to notify guests by email or Don’t Send if you don’t want to notify guests at this time.
  3. If you’re inviting people outside of your organization, click Invite external guests to notify them or Continue editing to notify them later.

Update an existing event:

You can invite more guests, change the meeting location, and more.

  1. In the Calendar grid, single-click the eventand thenEdit Edit.
  2. If you want to invite more guests, change the meeting location, or add attachments, make your changes and click Save.

Note: If the event organizer hasn’t given you edit permissions, you can't make changes to the event time or its duration.

Save event updates

Propose a new meeting time:

  1. In Calendar, single-click the event in your calendar grid.
  2. Go to the Going? section and click the Up arrow Up arrowand thenPropose a new time.
  3. In the Your proposal section, select a different time or day and add a message.
  4. Click Send proposal.

Note: If the event organizer has given you access to modify an event, you can reschedule it directly without proposing a new time.

Respond to a calendar event

1.6 Respond to events

" "

When you get an invitation to an event, it appears on your calendar. You get invitations by email as well if you subscribe to email notifications. If you're using Gmail, you can respond to the invitation right from the email.

Reply to an invitation:

  1. In the Calendar grid, single-click an event to preview it.
  2. At the bottom of the event preview window, select a response. Response options are available only in the preview window. They don't appear in the event details window.
  3. (Optional) To add a note or propose a new meeting time, in the bottom-right corner, click the Up arrow Up arrowand choose an option.

Note: All guests can propose a new time, except for events with more than 200 guests or all-day events.

Respond to a calendar event

Reply to an event from a forwarded invitation:

If you get a forwarded invite by email, you can respond right from the email.

  1. In Gmail, point to the email and click RSVP
  2. Click your response.

 

1.7 Check guest attendance

" "

If you need to track attendance for your event, you can instantly see who’s accepted or declined your invitation, and who’s proposed a new meeting time.

Check guest attendance:

  1. In your Calendar grid, single-click the event.
  2. Next to each guest, you can see their response. You might have to click the Down arrow Down Arrow to see the responses.

Respond to a proposed new meeting time request:

  1. In your Calendar grid, single-click the event.
  2. In the Guests section, go to the proposal and click Review proposed time.
  3. To accept the new proposed time, click Save.
  4. (Optional) To notify guests about the new meeting time, click Send.

Check attendance

1.8 Delete and restore events

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Delete an event:

Click the event in your calendar grid and click Delete Delete.

Restore an event you deleted by mistake, or permanently remove deleted events:

  1. To find your deleted event, click Settings Settingsand thenTrash.
  2. Point to the event and choose an option:
    • To restore the event, check the box next to the event and click RestoreRestore.
    • To permanently delete the event, check the box next to the event and click Delete Delete.
  3. (Optional) To delete all events in your trash, at the top right, click Empty trash.

Note: Deleted events remain in a calendar's trash for approximately 30 days.

Restore deleted events

Contacts

What you can do with delegated contacts

These users can add and update your contacts with information such as names, phone numbers, and addresses. Granting access to your contacts does not grant access to your email account.

You can:

  • Add new contacts with the Create contact or New contact buttons
  • Edit contacts in the delegated contacts list
  • Delete contacts from the delegated contacts list

You can’t:

  • Print contact information
  • Import contacts
  • Export or forward contacts
  • Find and merge duplicates
  • Undo changes
  • Manage labels for delegated contacts, unless the person also delegates access to their Gmail. 
  • Get delegated contacts to autocomplete in Gmail or other Google services

Requirements

  • You can delegate contacts only to people in the same domain as you.
  • You and your delegates must be signed in to your accounts with your SCOE account
  • You and your delegates must be on a computer, not a phone or tablet.

Delegate your contacts

  • Open the Contacts Manager.
  • At the top left, click Menu Menu and then More and then Delegate access.or open the clog and select delegate access
  • In the Invite people box, type the name or address of the person you want to give permission to manage your contacts.You can enter up to 25 names, separated by commas.
  • Click Send.
  • The users you invited can now access your Contacts group.

Manage contacts delegated to you

If someone in your organization gives you access to their contacts, you can manage their contacts from your account.

  • Open the Contacts Manager.
  • Make sure that you're signed into the Contacts Manager with your SCOE account.
  • At the top left, Click Menu Menu and then Delegated contacts or from the clog select Delegated contacts, and click the name of the person who delegated their contacts to you. 


While the person’s name is selected: 

  • Contacts you add or edit appear in their contacts, not yours.
  • You can edit and delete their contacts.
  • You find their contacts in Contacts searches.

When you click another contact name, other users’ contacts no longer appear.

Search contacts delegated to you

If you have many contacts delegated to you, you might need to search the list of contacts to quickly find a contact. To search delegated contacts:

  1. Open the Contacts Manager.
  2. Make sure that you're signed into the Contacts Manager with your work or school account.
  3. At the top left, click Menu Menu and then Delegated contacts or select the clog and delegated contacts, and click the name of the person who delegated their contacts to you.
  4. In the search box at the top, enter the name or email of the contact you want to search for and press Enter.

Note: If you search for a delegated contact who has the same email or name as a directory contact, the autocomplete result returns the directory contact.

Groups

The basics

As with everything else right in the world, Groups can be found by clicking on the waffle icon of the Chrome Browser.

 

image.png

The left panel includes the basic navigation described below.

  • My Groups - lists all groups that I am a member of or an owner
  • Home - Brief description of offerings
  • My discussions - allows you to utilize any of the many search options including author:me 
  • Starred and/or Favorites - guessing this is rather self-explanatory.

Looking through the left panel I feel that My Groups will be the most often used. We can do quite a few things here; first you will need to be signed into Groups, select the group you want to work with, and near the top right, left click on Manage. Now you can:

  • View members - Left click on members near the top left of the screen
  • Invite members (owners only) -  Left click on members near the top left of the screen, then invite members, add applicable email addresses, complete optional invitation message, and send  invites.
  • Add members (owners only) -  Left click on members near the top left of the screen, then direct add members, add applicable email addresses, enter a welcome message, set how the members will get email from the group, and left clickadd
  • Accept requests (owners only) -  Left click on members near the top left of the screen, then join requests, select either approve applicant or reject applicant depending whether or not you want them to be included.

 One disappointing aspect of Groups is we have lost the ability to break down the groups into the list of individuals that make up the group; In Outlook we selected a group, left clicked on the plus (+) sign in front of the group name, deleted the names we didn't want to include, and emailed away.

Users have been requesting this ability for a very long time to no avail. My guess is that Google has decided this could lead to copyright infringement with Microsoft. I have noticed when Google ignores user requests, this is often the case.  

Managing group members for email distribution lists

Group members can be managed by the departments rather than depending on the IT Department to modify them for you. Groups are used for email distribution groups as well as for granting file access (file access instructions are discussed in Drive). Roles are owner, manager and member in the order of edit power down to view only power. Owners and managers can modify memberships.

  • Launch Google Groups
  • Select the group you want to modify
  • Select manage members off to the right of your screen
  • Modify the members and their elements accordingly

Drive

Keyboard Shortcuts

 

Description Shortcut Key
Create new document Shift + t
Create new presentation Shift + p
Create new spreadsheet Shift + s
Create new folder Shift + f
Create new form Shift + o
Rename selected item n
Move selected items to new folder z

Work with files stored in Drive

Permission options when sharing files & folders

Share files and folders by selecting Share icon and then choose what collaborators can do; they will also receive an email notification.

 

Meet

In General

  • Make video calls. Calls can be made from conference rooms or your own workstation if it is equipped with a camera and microphone.
  • Invite people inside or outside SCOE. Schedule a meeting using Google Calendar or invite people after you join the call.
  • Dial in from a phone. A phone number and PIN is automatically added to Meet video meetings. Anyone can use the number to dial-in including external users.
  • Schedule meetings. All meetings scheduled with Google Calendar include a Meet video link; including the ability for participants to dial in for audio access or to dial-out to add someone by phone.
  • Start an instant meeting. Open the mobile app or launch Meet using your browser.
  • Share your screen
  • Use multiple devices. Scheduled meetings are synced automatically across devices. Start a meeting on your computer and continue on another device, such as your phone.

Launching a Video Meeting in Conference Room

We will be utilizing Google Hangouts for an audio meeting.

  • Log onto the PC
  • Launch the Crestron app from the iPad
  • Sign onto your Google account.
  • Launch Google Meet
  • As soon as you do the camera will turn on as it automatically recognized.
  • Select join or start a meeting.
    • If the meeting is scheduled on your calendar, when you launch Meet it will appear on the dashboard for easy login
  • Otherwise select join or start a meeting.

Conference room sound not coming from ceiling spealers

For overhead sound, the speaker selection needs to be SHARP HDMI.

If the sound does not work within Meet, select the three hot dogs, choose settings cog, choose the chevron to select the SHARP HDMI option.

Chrome

Having the same tabs appear each time you open

If you would like, you can have your mail, calendar, contacts, Pandora, etc. appear each time you open your Chrome browser.

image.png

There are two ways to accomplish this task.

  • Pin the URL - 
    • navigate to the desired URL in your browser
    • Hovering over the tab, right click for the appearance of the popup
    • select pin tab 

      image.png

    • The first two tabs (mail & calendar) have been pinned.

  • ​Specify page(s) in settings

    • Near the top right corner of the Chrome browser, hover over the three dots (hot dogs) to customize and control google chrome; left click image.png

    • Scroll down to on start up; select open a specific page or set of pages.

    • Add as many new pages as you would like. They will be in the order that you specify them here. (hint: it is easiest to have all of the tabs open that you want as you will need to know the URL for each.

    • The third tab (SCOEs website) has been specified within settings

image.png

These changes are saved auto-magically.

Multiple chrome windows open with different sets of tabs

Many users have the same tabs open each time they launch Chrome. This can be accomplished by either pinning the URLs or by saving the URLs. A previous Google Minute was spent on how pinning or saving is accomplished. The focus of this minute is to have two sets of Chrome instances open with different sets of tabs automatically. 

If one set of tabs you would like to have open automatically includes either mail, calendar, contacts, or drive; these need to appear on the same instance of Chrome as you can only log into your google accounts on one instance.

How to:

  • Open a new instance of Chrome
  • In the far right corner, hover over the three hot dogs and left click
  • Select Settings
  • In the people box, select manage other people
  • Select the add person in the bottom right corner of the popup
  • Name the person; Choosing an icon will be helpful especially if you pin this instance to the task bar for a quick launch
  • When it asks you to log into Chrome - just say no.

The icons will appear on the desktop shortcut or the task bar depending on what you decided. At this point you would launch the new instance and save/pin tabs as you desire.

Clearing your history, cookies, etc.

Why? Often an IT technician will ask you to clear your cookies and/or history when your browser is going astray. The reason, is your browser is lazy. If it has been to a site recently, it will re-load that page rather than going out to the world wide web which will continue your issue into perpetuity. We ask you to clear your history because that forces the browser to go out to the WWW and therefore gets a brand new page.

To clear your browsing history:

  1. Navigate to any browser page
  2. Select CTRL + H
  3. In the left panel select clear browsing data 
  4. Select the time range you would like, I tend to clear for all time. I keep all three boxes checked: browsing history, cookies and other site data, and cached images & files
  5. Select clear data.

It may take awhile depending on how long it has been.

Opening Drive files natively from the browser

Operating in incognito

Using & organizing bookmarks

Keyboard shortcuts

There are many more shortcuts than the few shared below. For a complete list of chrome keyboard shortcuts.

Description Shortcut
Open a new tab and jump to it Ctrl + t
Reopen the last closed tab & jump to it  Ctrl + Shift + t 
Close the current tab Ctrl + w
Open a new window Ctrl + n
Open new window in incognito mode Ctrl + Shift + n 
Close the current window Ctrl + Shift + w 

Two Factor Authentication (2FA)

Setting up 2FA up on your Computer

There are just a few steps to set up 2-step verification (2SV) and you will be on your way.

  • ​Open you Google Account by launching your browser, left click on the waffle, and select your account 
  • From the far left panel, Sign-in & security, select Signing in to Google|
  • You will find the below window. The bottom line currently indicates that 2-Step Verification is off; let's take care of that.​

image.png

  • ​Left click on the 2-Step Verification section​ and learn a bit
  • It will verify you by requesting your password; think about it - pretty rotten trick to play on a co-worker.
  • It will display any device you have signed into your Google Account. If the desired device does not appear; you will be prompted accordingly. Select try it now
  • Google will reach out to your phone; confirm the accuracy of the request
  • Brilliant! Google asks for a backup option. Another phone number in case you lose your phone. Select if you want a text message or a phone call. BEWARE, it will send a verification code to the backup phone before you can proceed further.

​If you decide you don't want the extra security, return to the 2-Step Verification section and turn it off.

Removing the 'Don't ask again on this computer'

If your device ceases to send you 2FA prompts, you have inadvertently shut the request off. It is easy to do since that is Google's default action. We easily reverse the selection so 2FA will again be enabled on your computer by un-trusting the device.

  • Open your Google account
  • in the Sign-in & Security section, select 2-Step Verification. You might need to sign in
  • Select turn off
  • A pop-up window will appear to confirm that you want to turn off 2-step verification. Select Turn off.

Next time you log into the account you will be prompted for the 2FA. If you don't log out, no request will be made.

2FA - How secure is it

Now that you are a bit more familiar with two-factor authentication (2FA) I'd be willing to bet you are asking yourself, is two-factor secure enough? In true Geek fashion, Yes and No. 

Password policies are ever changing; in my short time here at SCOE, I am currently wrapping up my 13th year, our password policies have progressed from simple passwords, complex passwords with a limited duration, and now we are flirting with two-factor authentication. 

The use of multiple authentication factors to prove one's identity is based on the premise that an unauthorized person is unlikely to be able to supply all the factors required for access. Factors are broken down as follows:

  • Knowledge factor
    • A password is used to access device
  • Possession factor
    • disconnected token - a common example is a banking token that generates an unique number, which is manually typed in by the user
    • connected token - a common example is a USB that is physically inserted into the computer in order to use the computer.
    • Software token - the SMS to your phone we have been discussing the last few days is a good example
  • Inherent factors
    • bio-metric methods - fingerprints, face, voice or iris recognition - the real James Bond stuff

Graphically, the sophistication of authentication security (AKA better at keeping the bad guys out) is represented below. As multiple factors are combined the security increases exponentially.

Capture.PNG

The mobile-phone two-step authentication is better than simply a password as it requires a bad guy to not only have your password, they must also hack into your cell phone and intercept the SMS message; already the difficulty is increasing to gain unauthorized access. . Feel free to adopt the SMS, or software token method, currently or another method, as in Google Authentication. We may just surprise you and migrate towards connected tokens. 

A great rule to follow in computer security is --if it is tough on you; it is tougher on the bad guys!

Drive File Stream (DFS)

What is it and what does it do for me?

DFS enables you to access your files like you have for years using file explorer, the folder icon on your task bar. It provides the illusion that the files still remain physically here at SCOE rather residing at Google.

When opening a file, ie Word or Excel, it will automatically open the file using Word or Excel without any need of down the file.

Hey, where did it go?

From time to time my link to DFS is gone; my drive or shared drives are not appearing in file explorer as I expect. 

Although the reason eludes us at the moment it is quite easy to reconnect.

  • Select the windows button in the far left corner of the task bar
  • Often Drive File Stream will appear at the very top of the list; if not, scroll down to the D's
  • Double left click on the application and voila.

Should I modify files within file stream or on the browser

Files opened on the browser will be Google native applications, Docs & Sheets, unless extensions are added to your Chrome browser.