Google Apps: The Missing Manual [Paperback]

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A free substitute for Microsoft Office? Google Apps provides you with that plus a lot of bonus good reasons to switch: collaborate on documents with others in the same time; whip up a Web page stocked with downloadable files; and work on all this from any Web-connected computer. About the one thing Google doesn't offer is a guide like Google Apps: The Missing Manual--the authoritative and reader-friendly way to break clear of Office.

Top 14 Google Docs Tricks
1. If you install Google Gears (http://gears.google.com/), it can be done to edit Docs word-processing documents offline, and Docs automatically syncs them using the online version the next time you register online.
2. In case you make other folks collaborators on Docs documents and spreadsheets, everyone could work on the files simultaneously. To invite collaborators, head to the upper-right Share button (for documents) or Share tab (for spreadsheets).
3. It’s easy to publish documents created in Docs as blog posts—just select "Publish as web page" in the Share menu, then go through the "Post to blog" button.
4. If you need to embed a Docs presentation in a Web site, go towards the Publish tab, click "Publish document", and after that copy the HTML that appears inside the Mini Presentation Module box. Paste the code in your site’s HTML, upload the revised version from the site, and voilà!
5. Google gives you a whole slew of functions to aid make dealing with spreadsheets more efficient. For the complete list, go to www.docs.google.com/support/spreadsheets. (The GoogleLookup function is particularly nifty.)
6. In case your Docs list is getting cluttered, you can hide files (documents, spreadsheets, or presentations) to help keep your list clean. Just turn around the checkbox next to your file you need to hide (you can select greater than one), after which click on the Hide button. To come up with a hidden file reappear, find All Items within the left-hand menu and, if necessary, click its + sign to be expanded it. Then click Hidden to find out your hidden files; select the one(s) you wish to see inside your Docs list, and then click Unhide.
7. You can easily turn spreadsheet data into all forms of charts: column, bar, pie, line, area, or scatter. To develop a chart, open your spreadsheet towards the Edit tab, select the range of cells you need to convert right into a chart, after which go through the "Add chart" button. In the Create Chart box that appears, tell Docs what form of chart you need to create and fill inside other info it needs, then click "Save chart."
8. If you create a chart based on a Docs spreadsheet, you are able to save it as an image and insert it into a Docs document. After you you could make your chart, click its upper-left Chart link and choose "Save image". Save it for a computer, and after that open the document you desire to place it in. Click Insert and select Image, then tell Docs where you can get the file in your computer.
9. In case you don’t being a change that you simply (or someone else) designed to one of your Docs files, no problem. Just visit that file’s revision history (click File after which choose "Revision history") and pick a previous version that you like better.
10. If you’re working on a computer that doesn’t have Adobe Reader and you also need to print a document, click Share and select "View as website (Preview)" to open the formatted document as a Web page. You can then print it from the Web browser. The formatting isn’t quite as good just as if you print from a PDF—and you’ll probably have the browser’s header and footer—but every one of the content is there.
11. If you’ve published a Docs document as being a Web page, you can result in the Web page update automatically whenever you edit the document. Just click Share and choose "Publish as web page"; then turn for the "Automatically republish when changes are made" checkbox.
12. To find out how your Docs document will turn to folks you share it with, click the Share This Document page’s "Preview document as being a viewer" link. When the preview doesn’t look quite right, go back and edit the document prior to deciding to share it.
13. You can add YouTube videos for your Docs presentations. In the blue bar above the edit pane, click "Insert video". Google opens a box that you can search YouTube videos by keyword. Find usually the one you need and click it to choose it. Then click on the Insert Video button to put it on the slide. Once it’s there, you can move, resize, or delete it, as with all image or shape. During a slideshow, viewers can play the recording by clicking the Play button on its slide.
14. When you’ve got several collaborators editing the same document all at once, have each person choose some other color for his text to help sort out who made what changes. (The simplest thing is to have each individual use exactly the same text and highlight color.) Then, when you finalize the document, simply select the event and click on the "Text color" button to alter the rainbow of text colors to basic black.

Top 10 Cool Things about Gmail
1. Gmail’s system of organizing emails into conversations (a collection of most the messages within an exchange) causes it to be easy to keep track from the various messages in a discussion.
2. You can access Gmail from a cellphone or any other mobile device. Just start-up your phone’s browser and point it to http://gmail.com to sign in.
3. Although you can have periods inside your Gmail address, Gmail doesn’t actually recognize periods—it treats the address exactly the same with or minus the periods. Therefore your Gmail address is jesse.smith@gmail.com, emails delivered to jessesmith@gmail.com as well as j.e.s.s.e.s.m.i.t.h@gmail.com will reach you.
4. If you’re reading an email and want to set up a filter for this message and similar ones, click More Actions and select "Filter messages like these". (You may also select messages in a very mailbox, after which choose this option.) Gmail shows the filter options with all the sender’s From address already filled in. From there, you can filter by sender and/or any in the other filtering criteria.
5. Gmail scans your emails, looks for keywords, after which pairs the e-mail with advertising that relates to those keywords. Usually, one ad’s displayed above the message you’re reading and lots of others are for the right-hand side from the page (they’re an easy task to ignore). But Gmail tries to help keep things tasteful, so in the event you receive an email about a tragedy, such as a death inside the family, you won’t go to whichever ads at all.
6. It is achievable to setup your Gmail account in order that messages sent to your other email accounts arrive in your Gmail inbox. That way, it is possible to check all of your email accounts in a place. Even better, in Gmail, it can be done to send emails in order that they appear to be they come from your various email accounts.
7. If you write emails in greater than one language, Gmail attempts to guess the language with the email you’re working on and uses the correct dictionary. (If Gmail’s wrong, next towards the Check Spelling link, click on the arrow, and, in the list that appears, select the language you want.)
8. You'll be able to chat using your AOL Im buddies through Gmail’s version of Google Talk. In Gmail’s left-hand Chat section, go through the Options link and select "Sign into AIM", then keep to the directions.
9. To safeguard you against viruses and other Internet threats, Gmail neither sends nor receives executable files—they typically hold the file extension .exe—which can launch programs and wreak havoc on the computer.
10. As opposed to folders to file your messages in, Gmail uses labels to organize messages. You can assign over one label to some message, so you have several means of finding it and don’t have to remember which folder you place it in.

11 Ways to Saving Time with Google Apps
1. With Google Docs, you together with your coworkers can edit the identical document simultaneously, so you don’t ought to spend time emailing files or tracking around the current version.
2. Put the Gmail gadget on your own iGoogle page so you already know right away when new email lands inside your inbox (and can read it with one click).
3. When you’re faraway from a computer, look at your Google Calendar events and appointments by sending a quick text message from your cell phone. Send among these messages to GVENT (48368):
"Next" to obtain a message regarding the next event inside your calendar.
"Day" to get a note listing all of today’s events.
"Nday" to get a communication listing tomorrow’s events.
4. Don’t hang around waiting around for an associate or coworker to answer your email. Use Google Talk to view at a glance whether another individual is online; if she is, click her name to start out chatting. 5. Quit slowing yourself down by reaching for that mouse. Use the keyboard shortcuts readily available for Google Docs (http://documents.google.com/support/bin/answer.py?hl=en&answer=66280), Gmail (http://mail.google.com/support/bin/answer.py?hl=en&answer=6594), and Google Calendar (http://www.google.com/support/calendar/bin/answer.py?hl=en-ch&answer=37034) to create your data entry up to power-user speed.
6. In case you use Firefox or Internet Explorer to browse the Web, install the Google Toolbar so it is achievable to keep an eye on Gmail, add events for your Calendar, and open files because you zip throughout the Web.
7. Use Gmail’s colored labels so you are able to scan your messages and quickly find what you’re looking for. Or simply employ Gmail’s awesome search feature to zero in on the message.
8. Creating a Web site? Don’t get flummoxed by HTML, CSS, or some other what-the-heck-does-that-mean acronym. Use Google Page Creator, which comes preloaded with layouts and color-coordinated themes so you are able to see your pages because you build them.
9. Speed up data gathering by developing a form that automatically feeds data in a Google Docs spreadsheet: Create a fresh spreadsheet, and then click on the Share tab. In the "Invite people" section, turn for the "to fill in a form" radio button, and then click "Start editing your form". The form can have text boxes, multiple choice lists, checkboxes, and radio buttons. Click "Next, choose recipients" and specify who’ll obtain the form. You'll be able to publish the form to the Web or embed it within your Web site or blog. When someone fills your form, the info goes directly into your spreadsheet.
10. Send or receive files as you chat in Google Talk—no waiting around for someone to remember to transmit them via email or drop them off at the desk. Just drag-and-drop the file into the chat window, and off it goes.
11. Gather the info you reference most in a single place: your iGoogle page. Using Google gadgets, you get at-a-glance use of news headlines, weather forecasts, local movie times, a dictionary, along with a whole lot more. So rather than chasing information throughout the Web, you’ve got the knowledge that’s important for you right where you desire it, all on one page. Best of all, it can be done to put mini-versions of one's Google apps on iGoogle, including Docs, Gmail, Talk, and Calendar, rendering it easy to keep an eye in your work and sending your productivity from the roof.

Nancy Conner has a PhD in English from Brown University and it has taught writing, including technical writing, to students for a much more than several years. She is an independent copyeditor, specializing in technical books covering topics ranging in the MS Office suite to programming languages to advanced network security.