GWCA

GOOGLE
MIGRATION
Workshop

If you have additional questions, contact John Hubbard- Room 181

1. GMAIL
a. Where to log in
i. https://mail.google.com

ii. http://www.waterloo.k12.ia.us

1. Staff = Employees > Employee Email

2. Student = Students > Student Email

iii. Is it time to make Chrome my default browser?

1. Browser Settings menu (upper right of Chrome browser):

2. Settings > Default Browser

b. What is my username / password:
i. username = username@waterlooschools.org
ii. password = your district usual password you sign into computers with.

c. Inbox & Settings

i. Gear Wheel (settings)

1. Comfortable, Cozy, Compact

2. Configure Inbox (tabs on/off)
3. Settings > conversation view on/off
4. Themes -FUN!
ii. Open / Read email (no preview pane by default)
1. Labs to add preview pane

d. Labels (Folders...sorta)
i. Creating labels
 ii. Assigning labels
iii. Labels are a little different than folders (You can assign multiple labels to
an email item in Google vs. moving an item to one folder in Outlook)

e. Inbox Label, Archiving, Deleting

i. Removing inbox label archives message but doesnt delete
ii. Archived messages still show up in All Mail label
iii. Deleted items, in trash, are permanently deleted after 30 days (as well as
SPAM items...Making it VERY IMPORTANT during migration to regularly
check the SPAM folder due to increased false-positives)

f. Composing an Email

i. To, Cc, Bcc

ii. Subject
iii. Body
iv. Formatting is below
v. Attachments from computer or Drive
vi. Check Spelling (hidden in dropdown lower right)
vii. Send

g. The hidden Contacts menu!!! (upper left)

i. Add Contacts
ii. Create a Group (personal distribution list NOT Google Group)
iii. Most Contacted/Other Contacts filters (Google tries to be helpful)
iv. Directory - All users in the domain including district Google Group
listservs

h. The hidden Tasks menu!!!

i. Create tasks
ii. Add due date for task
iii. Marking complete
iv. Deleting
v. Other Actions

i. Other Settings:
i. Stars (you apply meaning)
ii. Signature
 iii. Vacation responder

j. Filters (Rules)
i. Create filters
1. Set conditions/criteria
2. Set the automated action to take

k. Search Bar & advanced search dropdown

l. Setting up Mobile devices (preferred method is to download gmail app)

i. Install app (in some cases you can use the native mail app on phone)
ii. Put in username/password (email address and password). Thats it!!!

2. CALENDAR (Express Overview Slides)

a. Where to log in
i. https://calendar.google.com

ii. OR, when logged into mail, use the Google Apps Switcher button:

b. What is my username / password:

i. username = username@waterlooschools.org
ii. password = your district usual password you sign into computers with.
c. Creating Calendars
i. Note that primary calendar [the one that is your name] is shared by
default (see only free/busy) with anyone in the Waterloo Schools domain.
This can be disabled by going to that calendars drop down menu, clicking
Share this Calendar, then unchecking Share this calendar with others.
 ii. To add additional calendars for other purposes, select the drop down
menu next to My calendars, then select Create new calendar:

1. Note that new calendars created this way are not shared by
default.
d. Creating a Calendar Entry
i. Click and type to create a calendar entry
ii. Create an entry from your calendar list
iii. Create a calendar entry using the Quick Add
iv. Delete or remove a calendar entry
v. Categorize events using colors
vi. Change the default length of events and other settings using Gear Wheel
menu
e. Modifying Calendar Entries
i. Create a calendar entry spanning multiple days
ii. View All Day events in your calendar
iii. Edit the day duration of a calendar entry
iv. Create entries in different calendars
v. Move a calendar entry to a different calendar (calendar dropdown menu)
vi. Copy an entry to a different calendar (more actions menu at top)
f. Google Calendar Views
i. Types of calendar views
ii. Day view
iii. 4-day or custom view
 iv. Week view
v. Month View
vi. Quick Custom View (drag over dates in mini-calendar on left)
vii. Agenda View
viii. Change your default view (Gear Wheel - Settings)
g. Sharing calendars
i. Consider purpose and audience, use the Share this Calendar menu to
add and adjust sharing settings.
1. Private
2. Limited view (free/busy info)
3. Full calendar view (show all event details)
4. Full calendar access (make changes to events - sharing with
individuals only.)
5. Full calendar ownership (make changes to events AND manage
sharing)
ii. Share calendars with the WORLD
1. Useful setting for websites, parent access, etc.

h. Google Calendar Invitations

i. Add guests to a calendar entry
ii. Check guest availability
iii. Allow guests to modify a calendar entry
iv. Invite groups to events
v. Add Contact Group to an entry
vi. Expanded group list from Group
vii. Google Calendar Invitation
viii. View guest list and responses
ix. Show or hide guest list
x. Add or remove guests from a list
xi. Allow invited guests to add new guests
xii. RSVP to an event using Google Calendar
xiii. Invite a room (see resource calendar below)
i. Add and View Other Calendars
i. Add someones shared calendar to your calendar list
ii. Add calendars with a URL address
iii. Interesting calendars to add (including room/resource calendars)
iv. Add weather forecasts to your calendar
j. Add Email, SMS, and Pop-up Reminders
i. Customize notification for all entries in a calendar
ii. Customize notification for a single calendar entry
iii. Cancel all notifications for a calendar
iv. Cancel an event notification
v. SMS notifications
1. Register a mobile phone for SMS with Google Calendar
2. Cancel SMS notifications