G Suite For Dummies

G Suite For Dummies

by Paul McFedries
G Suite For Dummies

G Suite For Dummies

by Paul McFedries


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Get fast answers to your G Suite questions with this friendly resource

G Suite For Dummies is the fun guide to the productivity suite that’s quickly winning over professional and personal users. This book shares the steps on how to collaborate in the cloud, create documents and spreadsheets, build presentations, and connect with chat or video. Written in the easy-to-follow For Dummies style, G Suite For Dummies covers the essential components of Google’s popular software, including:

  • Google Docs for word processing
  • Gmail for email
  • Google Calendar for scheduling and day planning
  • Google Sheets for spreadsheet functionality
  • Google Drive for data storage
  • Google Hangouts and Google Meet for videoconferencing and calling capability

The book helps navigate the G Suite payment plans and subscription options as well as settings that ensure your own privacy and security while operating in the cloud. Perfect for anyone hoping to get things done with this tool, G Suite For Dummies belongs on the bookshelf of every G Suite user who needs help from time to time.

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Product Details

ISBN-13: 9781119742173
Publisher: Wiley
Publication date: 08/25/2020
Series: For Dummies Books
Pages: 464
Sales rank: 683,801
Product dimensions: 7.40(w) x 9.20(h) x 1.00(d)

About the Author

Paul McFedries has worked, programmed, and even talked to computers large and small since 1975. Primarily a writer, he has worked as a programmer, consultant, and database and website developer. His more than 95 books have sold 4+ million copies worldwide.

Table of Contents

Introduction 1

About This Book 1

What You Can Safely Ignore 2

Foolish Assumptions 2

Icons Used in This Book 3

Beyond the Book 4

Where to Go from Here 4

Part 1: Keeping Your Affairs in Order 5

Chapter 1: G Suite: The 50¢ Tour 7

What is G Suite? 8

What You Get with G Suite 9

Using Apps Online — Really? Here are the FAQs 10

Introducing Online Collaboration 14

Going Mobile 15

Chapter 2: Taming the Email Beast 17

Rhymes with Email: Getting to Know Gmail 17

Touring the Gmail app 18

Touring the Gmail Inbox 19

Showing your good side: Adding a profile photo 20

The Outbox: Sending an Email Message 22

The basics: Composing and sending a message 22

Easier addressing: Using the Contacts app 24

Inserting attachments and other hangers-on 25

Creating a signature 25

Scheduling a send 27

Undoing a send 28

The Inbox: Handling Incoming Messages 29

Refreshing your messages 29

Reading your messages 29

Easier reading with the Reading pane 30

Attending to attachments 32

Responding to a message 33

Creating a task from a message 34

Setting up a vacation responder 34

Selecting messages 36

Dealing with the Onslaught 37

Cleaning out your inbox 37

Labeling your messages 38

Muting a conversation 42

Snoozing a conversation 42

Searching for messages 44

Filtering your messages 45

Chapter 3: Places to Go, People to See: Managing Your Calendar 47

Navigating the Calendar Window 48

Changing the Calendar View 50

Time Traveling: Changing the Date 51

Setting Your Social Schedule: Entering Events 52

Adding an event 53

Editing an event 55

Lather, rise, repeat: Creating a repeating event 56

Scheduling an all-day event 59

Psst: Setting up event notifications 60

Nudge, nudge: Creating a reminder 62

Things to do: Creating a task 63

Going Calendar Crazy: Adding Even More Calendars 66

Chapter 4: Friends, Romans, Countrymen: Managing Your Contacts 69

Eyeballing the Contacts App 70

What’s with those “other” contacts? 71

Configuring the Contacts columns 72

Changing the sort order 73

Populating Your Contacts List 74

Adding a contact from scratch 74

Adding a contact from Gmail 75

Going legit: Turning an “other” contact into a real contact 76

Adding multiple contacts all at once 77

Importing contacts 78

Managing Your Contacts 79

Editing a contact 80

Grouping contacts with labels 81

Merging duplicate contacts 82

Exporting contacts 83

Deleting contacts 84

Doing Stuff with Your Contacts 85

Emailing a contact 85

Emailing a contact who has multiple addresses 86

Emailing multiple contacts 86

Calling a contact 87

Surfing to a contact’s website 87

Part 2: Making Stuff: Documents, Spreadsheets, and More 89

Chapter 5: Getting Started with Docs 91

Opening Docs 92

Touring the Google Docs Home Page 92

Creating a Shiny, New Document 94

Checking Out the Document Screen 94

Dealing with Documents 96

Saving your work — just kidding! 96

Naming a new document 97

Opening an existing document 97

Saving a copy of a document 99

Learning Some Editing Basics 100

Navigating with the keyboard 100

Selecting text 102

Deleting stuff 102

Deleting characters 103

Fooling around with special characters 104

Stating your case: Uppercase versus lowercase 106

Adding links 106

Setting tab stops 107

Search and Ye Shall Replace 108

Finding stuff 108

Some notes on searching 109

Finding-and-replacing stuff 110

Checking Spelling and Grammar 111

Handling spelling slip-ups 111

Handling grammar gaffes 112

Chapter 6: Looking Good: Formatting Documents 115

Making Your Characters Look Good 115

Getting familiar with fonts 116

Formatting with fonts 118

Avoiding the ransom note look 120

Copy text formatting by “painting” it 121

Making Your Lines and Paragraphs Look Good 121

Getting your text ducks in a row: Aligning paragraphs 121

Breathing room: Changing the line spacing 123

Giving paragraphs some elbow room 125

Keeping stuff together 125

Indenting paragraphs 126

Using Styles to Make Looking Good Look Easy 128

Style advantages 129

Applying default Docs styles to avoid reinventing the style wheel 130

Updating a default style to taste 132

Saving your updated styles 132

Telling Docs to use your updated styles 133

Resetting the default styles 133

Making Lists, Checking Them Twice 133

Putting your affairs in order with numbered lists 133

Scoring points with bulleted lists 135

Image is Everything: Adding Graphics 137

Inserting an image from your PC 138

Inserting an image from the web 139

Inserting an image from Drive 139

Inserting an image from Photos 140

Inserting an image from a URL 140

Inserting a photo from your PC’s camera 140

Setting a few image options 141

Chapter 7: Fiddling with Document Layout 143

Building a Table with Your Bare Hands 143

What is a table? 144

Inserting a table 145

Populating a table 145

Adjusting column widths 146

Selecting table cells 147

Setting table properties 147

Inserting a new row or column 149

Deleting a row or column 150

Merging table cells 150

Headers and Footers from Head to Toe 151

Adding a header 151

Adding a footer 153

Opening the header or footer for editing 154

Creating a unique first-page header and footer 154

Creating unique odd and even page headers and footers 154

Changing the Page Setup 156

Setting the page margins 156

Changing the page orientation 158

Changing the paper size 158

Adding a page break 159

Adding a section break 159

Working with Columns, Just Like the Pros 161

Getting text into columns, Part 1: The easy way 161

Getting text into columns, Part 2: The ever-so-slightly-harder way 162

Entering text in columns 163

Show Your Work: Adding Footnotes 164

Chapter 8: Getting Started with Sheets 167

Opening Sheets 168

Touring the Google Sheets Home Page 168

Creating a New Spreadsheet 170

Checking Out the Spreadsheet Screen 170

Dealing with Spreadsheets 172

Sheets saves your work for you 172

Naming a new spreadsheet 173

Opening an existing spreadsheet 173

Saving a copy of a spreadsheet 174

Understanding Sheet Cells 174

Entering Data 175

Entering text 175

Entering numbers 176

Entering dates and times 177

Navigating a sheet 179

Editing cell contents 180

Working with Ranges 180

Understanding ranges 180

Selecting a range 181

Specifying a range input in a dialog box 184

Working with named ranges 185

Filling a range with data 187

Filling a range with a series of values 187

Copying a range 188

Moving a range 188

Formatting a Cell 189

Formatting the cell font 189

Aligning cell data 190

Applying a numeric, date, or time format 191

Using the Paint Format tool 192

Working with Columns and Rows 193

Adjusting the column width 193

Adjusting the row height 194

Hiding columns and rows 196

Inserting columns and rows 196

Deleting columns and rows 197

Chapter 9: Crunching Numbers 199

Building Formulas 199

Creating a simple formula 200

Understanding formula operators 201

Avoiding problems with cell references 202

Using Functions for More Powerful Formulas 206

Entering functions directly 207

Entering functions via the Function menu 208

Using a Range as a Database 209

Sorting a range 209

Filtering a range 211

Visualizing Data with Charts 213

Getting to know the chart elements 213

How Sheets converts sheet data into a chart 214

Creating a chart 216

Moving a chart to its own sheet 217

Editing the chart 217

Building Pivot Tables 218

Understanding pivot tables 219

Exploring pivot table features 220

Building a pivot table 221

Adding multiple fields to a pivot table area 224

Pivoting a field to a different area 225

Grouping pivot table values 225

Filtering pivot table values 227

Chapter 10: Creating Eye-Popping Presentations 229

Opening Slides 230

Touring the Google Slides Home Page 230

Creating a New Presentation 232

Checking Out the Presentation Screen 232

Dealing with Presentations 234

Slides saves your work for you 234

Naming a new presentation 234

Opening an existing presentation 234

Saving a copy of a presentation 235

Applying a presentation theme 235

Working with Slides 237

Adding a slide to the presentation 237

Adding data to a slide 239

Selecting slides 242

Rearranging slides 242

Changing the layout of a slide 242

Changing the slide background 243

Working with the Master Slide 243

Formatting Slide Text 245

Formatting with fonts 245

Aligning paragraphs 246

Slide formatting considerations 247

Animating Your Slides 249

Learning a few animation guidelines 249

Setting up a slide transition 250

Animating slide objects 252

Running a Slide Show 253

Starting the slide show 253

Navigating slides 253

Navigating the slide show from the keyboard 255

Part 3: Collaborating with Your Team 257

Chapter 11: Collaborating on Files 259

Sharing a File 259

Sharing a file for editing 261

Sharing a file for commenting and suggesting 262

Sharing a file for viewing 263

Sharing a link to a file 264

Emailing your collaborators 267

Setting an access expiration date 267

Changing a user’s sharing access 268

Removing a user’s sharing access 269

Dealing with Shared Files 269

Responding to a sharing invitation 269

Viewing which files have been shared with you 270

Working on a Shared File 271

Making suggested edits to a shared Docs document 273

Adding comments to a file 274

Requesting edit access 275

Chatting with your fellow collaborators 276

Viewing a file’s sharing activity 276

Reviewing a Shared File 278

Accepting or rejecting suggested changes in Docs 278

Working with comments 280

Chapter 12: Collaborating with Calendar 281

Inviting Guests to a Meeting 282

Inviting guests to a new meeting 282

Inviting guests to an existing meeting 283

Controlling your guest list 284

Coordinating attendee schedules 286

Getting suggested meeting times 287

Responding to a Meeting Invitation 288

Sharing Your Calendar 289

Controlling access to your calendar in your organization 289

Making your calendar available to the public 290

Making your calendar unavailable to other G Suite apps 291

Sharing your calendar on an ad hoc basis 291

Sharing your calendar with only specific people 292

Subscribing to a Shared Calendar 294

Importing Events 295

Exporting Events 296

Chapter 13: Setting Up Video Meetings 297

What Do You Need to Use Meet? 298

Allowing Meet to use your camera and microphone 299

Making sure Meet is using the equipment you want 300

Starting a Video Meeting 302

Starting a video meeting from the Meet home page 302

Starting a video meeting from Gmail 303

Adding people to your video meeting 305

Scheduling a video meeting with Calendar 306

Joining a Video Meeting 307

Joining a video meeting from the Meet home page 308

Joining a video meeting from Gmail 309

Dialing in to a video meeting and using the phone for audio 309

Customizing Video Meeting Settings 311

Changing the meeting layout 311

Messing around with meeting participants 312

Displaying captions 313

Sharing Resources During a Video Meeting 314

Chatting with meeting participants 314

Presenting your screen 315

Chapter 14: Chatting with Your Team 319

Chatting, G Suite Style 319

Chatting with Gmail 320

Chatting with Docs, Sheets, and Slides 320

Chatting with Meet 322

Chatting with Google Chat 322

Exchanging Messages 323

Formatting chat text 324

Messing around with messages 325

Collaborating with Chat 326

Chatting with a group 326

Uploading a file to a chat 327

Adding a video meeting to a chat 328

More Collaboration: Congregating in a Chat Room 329

Creating a room 330

Managing a room 331

Robotexting: Chatting with Bots 332

Adding a bot 333

GIPHY: Animated GIF fun and frivolity 334

Meet: Managing your meetings 335

Google Drive: Getting file alerts 337

Chapter 15: Collaborating with Groups 339

Why Create a Group? 340

Investigating the Groups Home Page 340

Understanding Group Roles 342

Finding a Group 344

Joining a Group 345

Joining a group directly 346

Asking to join a group 347

Leaving a group 348

Posting Messages 348

Responding to Posts 349

Creating a Group 350

Preparing to add a group 350

Creating the group 350

Adding more people directly to the group 354

Inviting people to your group 355

Managing group requests and invitations 355

Chapter 16: Collaborating with Forms and Notes 357

Gathering Info with Forms 358

Loading the Forms website 358

Touring the Forms home page 358

Creating a new form 360

Touring the form screen 360

Fabricating a form 360

Constructing a quiz 362

Adding form collaborators 362

Sending your form 363

Checking out the form responses 365

Sharing Notes 365

Checking out the Keep home page 365

Creating a new note 367

Adding note collaborators 368

Part 4: The Part of Tens 371

Chapter 17: Ten Tips for Working from Home 373

Set Your Working Hours 374

Show Your Availability 375

Tell Chat to Chill for a While 377

Keep Up the Face-to-Face Communication 378

Know Which Communications Tools to Use 379

Add Time Zones in Your Calendar 379

Configure Calendar for Speedy Meetings 381

Read Email from Another Account 382

Handle Microsoft Office Documents 385

Set Up Your Video Conference Space 387

Chapter 18: Ten Really Useful Gmail Settings 389

Five Splendiferous Send Settings 390

Sending a message as plain text 390

Setting the default reply behavior 391

Replying and archiving in one fell swoop 392

Setting the default text style 393

Preventing Gmail from creating contacts automatically 393

Five Stupendous Read Settings 394

Turning off Conversation view 394

Adding importance markers 395

Setting the maximum page size 396

Managing notifications 396

Indicating messages sent only to you 398

Chapter 19: Ten Ways to Enhance Privacy and Security 401

Make Sure Your Wi-Fi Network is Locked Up Tight 402

Secure Your Google Account with a Strong Password 404

Enable Google’s 2-Step Verification 406

Set Up Your Contact Verification Methods 407

Hide Images in Gmail Messages 409

Blocking Senders in Gmail 411

Choose Who Can See Your Personal Info 412

Manage Your Activity Controls 413

Manage Your Devices 415

Manage Third-Party Apps 416

Appendix: Glossary of G Suite Terms 419

Index 427

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