Google Apps: The Missing Manual [Paperback]

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A free substitute for Microsoft Office? Google Apps provides you with that plus lots of bonus top reasons to switch: collaborate on documents with other people with the same time; whip up a Web page stocked with downloadable files; and work on it all from any Web-connected computer. About the only real thing Google doesn't offer is often a guide like Google Apps: The Missing Manual--the authoritative and reader-friendly approach to break without any Office.

Top 14 Google Docs Tricks
1. In case you install Google Gears (http://gears.google.com/), it is achievable to edit Docs word-processing documents offline, and Docs automatically syncs them with the online version the subsequent time you logon online.
2. In case you make other people collaborators on Docs documents and spreadsheets, everyone can work for the files simultaneously. To invite collaborators, head for 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" from the Share menu, after which click the "Post to blog" button.
4. If you would love to embed a Docs presentation in the Web site, go to the Publish tab, click "Publish document", after which copy the HTML that appears inside Mini Presentation Module box. Paste the code to your site’s HTML, upload the revised version in the site, and voilà!
5. Google gives a whole slew of functions to aid make working together with spreadsheets more efficient. For the whole list, head to www.docs.google.com/support/spreadsheets. (The GoogleLookup function is especially nifty.)
6. In case your Docs list gets cluttered, you are able to hide files (documents, spreadsheets, or presentations) to maintain your list clean. Just turn for the checkbox next to your file you need to hide (you can select over one), then click on the Hide button. To make a hidden file reappear, find All Items within the left-hand menu and, if necessary, click its + sign to expand it. Then click Hidden to find out your hidden files; select the one(s) you wish to see with your Docs list, after which click Unhide.
7. You are able to easily turn spreadsheet data into all types of charts: column, bar, pie, line, area, or scatter. To develop a chart, open your spreadsheet towards the Edit tab, select the array of cells you would really like to convert in to a chart, and after that 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 the other info it needs, and after that click "Save chart."
8. In case you develop a chart based over a Docs spreadsheet, it can be done to save it as being a graphic and insert it in a Docs document. After you create your chart, click its upper-left Chart link and select "Save image". Save it in your computer, and after that open the document you desire to put it in. Click Insert and select Image, then tell Docs best places to get the file on the computer.
9. If you don’t being a change that you (or someone else) designed to certainly one of your Docs files, no problem. Just head to that file’s revision history (click File then choose "Revision history") and pick a previous version that you simply like better.
10. If you’re working over a computer that doesn’t have Adobe Reader and you also should print a document, click Share and select "View as website (Preview)" to open up the formatted document like a Web page. You can then print it from your Web browser. The formatting isn’t quite nearly as good as though you print from a PDF—and you’ll probably contain the browser’s header and footer—but every one of the content is there.
11. If you’ve published a Docs document 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, go through the Share This Document page’s "Preview document being a viewer" link. In the big event the preview doesn’t look quite right, then go back and edit the document before you choose to share it.
13. You are able to add YouTube videos for your Docs presentations. In the blue bar above the edit pane, click "Insert video". Google opens a box in places you can search YouTube videos by keyword. Find the one you would like and click it to pick it. Then click the Insert Video button that will put the video in your slide. Once it’s there, it is achievable to move, resize, or delete it, as with every image or shape. During a slideshow, viewers can begin to play the video by clicking the Play button on its slide.
14. When you’ve got several collaborators editing exactly the same document all at once, have each person choose another color for his text to aid sort out who made what changes. (The simplest thing is to possess each individual use the identical text and highlight color.) Then, when you finalize the document, simply select the event and click the "Text color" button to affect 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) can make it simple to keep track with the various messages in a very discussion.
2. You are able to access Gmail from your 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 with your Gmail address, Gmail doesn’t actually recognize periods—it treats the address exactly exactly the same with or without the periods. Therefore your Gmail address is jesse.smith@gmail.com, emails sent 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 a contact and wish to create a filter for this message and similar ones, click More Actions and select "Filter messages like these". (You may also select messages in a mailbox, after which choose this option.) Gmail shows the filter options with the sender’s From address already filled in. From there, you can filter by sender and/or any with the other filtering criteria.
5. Gmail scans your emails, looks for keywords, after which pairs the email with advertising that relates to those keywords. Usually, one ad’s displayed across the message you’re reading and several other medication is about the right-hand side from the page (they’re an easy task to ignore). But Gmail tries to maintain things tasteful, so if you receive an email in relation to a tragedy, such as a death in the family, you won’t go to whichever ads at all.
6. You are able to create your Gmail account to ensure messages sent for your other email accounts arrive within your Gmail inbox. That way, it is possible to check all your email accounts a single place. Even better, in Gmail, you are able to send emails to ensure that they look like they come from your various email accounts.
7. In case 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 the arrow, and, from your list that appears, select the language you want.)
8. You'll find a way to chat using your AOL instant Messenger buddies through Gmail’s version of Google Talk. In Gmail’s left-hand Chat section, click on the Options link and choose "Sign into AIM", then stick to the directions.
9. To safeguard you from viruses and also 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 your computer.
10. As an alternative to folders to file your messages in, Gmail uses labels to organize messages. You can assign greater than one label to a message, so you might have several methods for discovering it and don’t have to remember which folder you add it in.

11 Ways to Saving Time with Google Apps
1. With Google Docs, you and your coworkers can edit the identical document simultaneously, so that you don’t have to spend time emailing files or tracking around the current version.
2. Put the Gmail gadget on your own iGoogle page so you realize immediately when new email lands in your inbox (and can read it with one click).
3. When you’re far from a computer, check your Google Calendar events and appointments by sending a quick text message out of your cell phone. Send one of these messages to GVENT (48368):
"Next" to get a note in relation to the next event inside your calendar.
"Day" to have an email listing all of today’s events.
"Nday" to acquire a message listing tomorrow’s events.
4. Don’t waste time waiting around for a friend or coworker to answer your email. Use Google Talk to view with 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 the mouse. Use the laptop 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 take your data entry approximately power-user speed.
6. If you use Firefox or Internet Explorer to browse the Web, install the Google Toolbar so you are able to keep an eye fixed on Gmail, add events in your Calendar, and open files because you zip across the Web.
7. Use Gmail’s colored labels so it can be done to scan your messages and quickly find what you’re looking for. Or simply use Gmail’s awesome search feature to zero in on a message.
8. Creating a Web site? Don’t get flummoxed by HTML, CSS, or any other what-the-heck-does-that-mean acronym. Use Google Page Creator, which comes preloaded with layouts and color-coordinated themes so you are capable of see your pages because you build them.
9. Speed up data gathering by creating a form that automatically feeds data in a Google Docs spreadsheet: Create a fresh spreadsheet, and after that click on the Share tab. In the "Invite people" section, turn around the "to complete a form" radio button, then click "Start editing your form". The form may have text boxes, multiple choice lists, checkboxes, and radio buttons. Click "Next, choose recipients" and specify who’ll obtain the form. It is possible to publish the form towards the Web or embed it with your Web site or blog. When someone fills your form, the info goes straight into your spreadsheet.
10. Send or receive files while you chat in Google Talk—no waiting around for you to definitely remember to transmit them via email or drop them off at the desk. Just drag-and-drop the file in the chat window, and off it goes.
11. Gather the info you make reference to most in one place: your iGoogle page. Using Google gadgets, you will get at-a-glance usage of news headlines, weather forecasts, local movie times, a dictionary, and a ton more. So instead of chasing information across the Web, you’ve got the info that’s important for you right where you want it, all using one page. Best of all, it is possible to put mini-versions of your respective Google apps on iGoogle, including Docs, Gmail, Talk, and Calendar, making it simple to keep a watch in your work and sending your productivity through the roof.

Nancy Conner includes a PhD in English from Brown University and contains taught writing, including technical writing, to students for greater than a dozen years. She is currently a freelance copyeditor, specializing in technical books covering topics ranging through the MS Office suite to programming languages to advanced network security.