Getting StartED with Google Apps PDF
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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 201-348-4505, 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 Getting StartED with Google Apps Document Functions............................................................213 Saving and Closing Documents .....................................................213 Opening Documents..................................................................215 Downloading Your Document.......................................................216 Printing Spreadsheets................................................................218 Selecting Spreadsheet Settings.....................................................219 Basic Spreadsheet Usage.......................................................219 Types of Cells.........................................................................220 Entering and Editing Data...........................................................221 Moving Between Cells................................................................222 Cell References.......................................................................223 Cell Ranges............................................................................223 Selecting Cells ........................................................................224 Cutting and Pasting Cells............................................................224 Text Display and Merging Cells.....................................................225 Deleting Cell Contents...............................................................227 Inserting Rows and Columns........................................................228 Deleting Rows and Columns.........................................................230 Formatting Cells.................................................................231 Bold, Italic, and Underline..........................................................232 Font.....................................................................................232 Size.....................................................................................233 Text Color and Cell Background....................................................234 Formatting Numeric and Date Types..............................................236 Date Picker............................................................................242 Resizing Cells..........................................................................243 Simple Formulas.................................................................244 Elements of a Formula...............................................................245 Creating and Copying Simple Formulas...........................................246 x
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