Gmail

Email General Use / Filtering / Organization Sorting = Search Flagging = Starring / Dating / To-Do “tasks” Default Email Views Labels / Color Coding / Filters “rules” Contacts / Creating Groups

Sorting = Search Search by File Attachments

Sorting = Search Search by Person Search by Person From

Sorting = Search Search by Label

Sorting = Search Search by Star “Flagged”

Sorting = Search Search by Date / From / Content / Read / Unread /Etc.

Flagging = Starring / Dating / To-Do “Tasks” Can utilize multiple stars or flags. If you want to set a To-Do “Task” or Follow Up Event use the “More” tab.

Flagging = Staring / Dating / To-Do “Tasks” Creating an Event opens the calendar to utilize the calendar settings. Note: We will talk more about calendar event creation in a bit.

Flagging = Staring / Dating / To-Do “Tasks” Adding a Task opens the task list dialog box. Dates can be set or task can be moved to other lists.

Flagging = Staring / Dating / To-Do “Tasks” Adding a date to a task in your task list adds it to the calendar. Tasks always point to original email in case it is needed. Note: Task lists can be printed.

Threaded Messages or Classic Views Default Views Threaded Messages or Classic Views

Unread First or Classic View Default Views Unread First or Classic View

Labels / Color Coding / Filters “Rules” Labels and Filters make email easy to find and interpret importance.

Labels / Color Coding / Filters “Rules” You can apply labels to individual email or setup filters to automate it. Set Criteria

Labels / Color Coding / Filters “Rules” You can apply labels to individual email or setup filters to automate it. Set Criteria Set Action

Labels / Color Coding / Filters “Rules” You can change the colors of the filters at any time with ease. Preset color schemes. Custom Color Schemes

Labels / Color Coding / Filters “Rules” Multiple labels can be added to a single email. All labels show with the according emails.

Other Email Features Out of Office Replies Message Send Undo – “Message Recall” Note: You can set from 5 seconds to 30 seconds on this.

This is for those messages that everyone keeps replying all to. Other Email Features Reply All Muting This is for those messages that everyone keeps replying all to.

Return Receipt Request Other Email Features Mark as Spam Return Receipt Request

+code to the email address for filtering Other Email Features +code to the email address for filtering greg_smith+demo@roundrockisd.org

Add to calendar from email interpretation Other Email Features Add to calendar from email interpretation Next page for result

Other Email Features Add to calendar from email interpretation Calendar is auto populated with title, date and time.

Other Email Features Your email can suggest other contacts based on previous email contacts.

Your email can remind you that you forgot an attachment. Other Email Features Your email can remind you that you forgot an attachment.

Contacts / Creating Groups You have access to the entire district email list. Start typing the name and it brings up Personal and district accounts including Groups. Groups can be created from this list.

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Multiple Device Support and Look Mobile Clients Web Browser Desktop / Laptop

Mobile Support and Look Mobile Clients: (email and calendar) * Apple – uses its email / calendar client * Android – uses its email / calendar client or other preferred client. * Blackberry – uses its email / calendar client or install the actual gmail for Blackbery app. * Windows Phone – uses its email / calendar client Note: No extra applications to install on any device.

Mobile Support and Look Mobile Web: (email and calendar) * Apple – utilizes Google’s mobile email / calendar site * Android – utilizes Google’s mobile email / calendar site * Blackberry – utilizes Google’s mobile email / calendar site * Windows Phone – utilizes Google’s mobile email / calendar site Note: The mobile site is the same on all 4 device types

Desktop Support and Look Desktop / Laptop (email and calendar) * Internet Explorer – Mac, Windows, Linux * FireFox – Mac, Windows, Linux * Chrome – Mac, Windows, Linux * Safari – Mac, Windows * Opera – Mac, Windows, Linux Note: Looks the same in every desktop browser

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Reduced Workload Review above features Delegation features Calendar features

Reduced Workload Review above features * Email Organization Filters Labels Search * Sending to Calendar or To-Do “Tasks” lists directly from email with the email attached for reference. * Flagging using multiple symbols * Mobile flexibility

Delegation Granting Access to email

Delegation Granting Access to email When delegate is logged in he can switch accounts to see the delegated account. Delegate can select from any account he has access to. Note: It opens in a new window, so delegate doesn’t get closed out of his/her email.

Delegation Granting Access to email When delegate is logged in he can switch accounts to see the delegated account. Delegate can select from any account he has access to. Note: It opens in a new window, so delegate doesn’t get closed out of his/her email.

Delegation Granting Access to email You can easily delete any delegate from access to your account. Notes: * Delegates can not access your password nor change it. * Delegates can setup filters for you. * Google keeps email and calendar delegation separate.

Delegation Granting Access to calendars You can grant different levels of access to your calendar for each delegate. You can share your calendar publicly or just in publicly within RRISD. Note: Calendars shared publicly can not be edited by the public. (view only)

Delegation Multiple User Inboxes (Groups) * Members can receive and send emails on behalf of the group. * Members can see when a message has been replied to and what the reply was. * This can be done from an individual’s email or from a group page. * Groups are not limited to a number of users. * Groups can also be used as newsletters or as messaging systems. * This video goes into more detail. http://goo.gl/pWQCu An alternative is: One email account that has been delegated. Delegated accounts are limited to 10 delegates.

Calendar Calendar Views You are able to set your default view.

Calendar Calendar Day View

Calendar Calendar Week View

Calendar Calendar Month View

Calendar Calendar 7 Day View Note: 7 Day view is different than week view. 7 Day is from current day to 7th day.

Calendar Calendar Agenda View

Groups / Sharing Calendars Overlaying Calendars to see busy / free time of others.

Groups / Sharing Calendars Find a time feature This check is crossing 4 calendars of attendees.

Groups / Sharing Calendars Send invitations directly from email Opens cross check to determine that all recipients are free.

Groups / Sharing Calendars Can see who has or hasn’t accepted the invitation. Receive an email when someone has or hasn’t accepted the invitation.

Groups / Sharing / Calendars If users utilize Google Docs the invitation sender can attach a file to the calendar for attendees. Select from Google Docs or upload to Google Docs.

Groups / Sharing / Calendars Where / Location features in the calendar

Groups / Sharing / Calendars Appointment Slot Feature Note: You can block off a segment of time and send a link to attendees to select their time. What attendees see to select times.

Room Resource Calendar You add a room calendar just like you do a guest. You can cross check availability with guests and room.

Organization of Calendars Color Code Calendars Note: You can take a calendar out of view by clicking it on the left.

Notifications in Calendar You can set reminders and times for them to remind you. You can also change default notification settings.

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Educational Purposes Collaboration Suit of Tools within Google Apps for education. Ease of Deployment and upgrades Cost Savings

Collaboration Email Delegation Email Groups Google Docs in the classroom and departments Calendar Sharing Groups / Campuses / Individuals Calendar Embedding (samples in forthcoming slides) “Collaborative projects really make for an excellent education experience not only because students bounce ideas off each other and improve each other's writing skills, but also because the process itself teaches them how to work well with others - a valuable skill for everyone.” – Richard Ellwood, Technology Coordinator and Digital Arts Teacher, Columbia Secondary School

Collaboration Calendar Embedding Samples Teravista Elementary

Collaboration Calendar Embedding Samples Berkman Elementary

Collaboration Calendar Embedding Samples Westwood High School

Collaboration Calendar Embedding Samples Ridgeview Middle School

Other Tools within Google Apps for Education Google Docs (Online Office Suite where files can be shared and edited simultaneously) Word Processing Spread Sheets Power Points Forms Google Sites Teachers can create a personalized web space for their classrooms Students can create web pages to display their projects Start Pages iGoogle pages can be completely customizable. Google Site pages that can give a sleek portal interface. (sample on the next slide) Notes: 1. These can be locked to only in district access, individual access, or world wide access. 2. Docs are editable by multiple people at the same time. The writing process takes on a whole new meaning for 4th grade.

Other Tools within Google Apps for Education Sample login page from ACU

Other Tools within Google Apps for Education Sample login page from ACC

Ease of Deployment No programs to install None for desktops None for mobile devices There are never upgrades for us to manage Updates and new features are added weekly http://googledocs.blogspot.com/ http://googleappsupdates.blogspot.com/ Can be setup to work with Active Directory Email is created when their computer account is created You can maintain security and distribution group memberships ITS’s can be delegated management of user groups if needed. Single sign-on available.

Cost Savings Outsourcing the maintenance of servers frees up resources Frees up money spent on licenses and additional upgrades Hardware Storage, Servers, Anti-Virus, Spam Filters Maintenance Support 24 X 7 - included eMail - included Phone - included Features Postini Archiving – minimal cost Mobile - included

Cost Savings “This helped our IT staff understand that their focus should be on strategic enterprise solutions to help us reach our educational objectives, not just overseeing commodities like email. Had we not gone with the Google solution, we'd be looking at proposing a significant increase in student fees.” – Eric Hawley, Utah State University Associate Vice President for Technology “Google Apps has allowed us to get out of providing these commodity type services - such as maintaining an email and calendaring system - and focus on the things that we are uniquely equipped to do, like providing more resources to be able to better support teaching, learning and research.” – Todd Sutton, Assistant Vice Chancellor for Application Services, UNC Greensboro

Reliability Up time Security / Privacy Redundancy Spam / Anti Virus /Archiving

Up Time Google says that in 2010 it managed to maintain an uptime of 99.984%. That is about 7 minutes of downtime per month.

Security / Privacy Google’s FAQ – http://goo.gl/WrjnU Walk through video of Google’s security – http://goo.gl/YaSet Google Uses the SAS70 Type II security audit. Who owns the data? RRISD does Data is never shared from Google They keep it as long as we require them to. We can take our data with us if we choose to leave them.

Security / Privacy Personal Login Data From the email page you can look to see if you are logged into your account on another computer.

Security / Privacy Redundancy Spam / Virus / Archiving Google replicates data across multiple servers and across multiple data centers. Data centers are strategically located to prevent access failures. Spam / Virus / Archiving Google uses state of the art industry leading spam services from Postini. Postini is so vital to Google’s services they purchased them. Archiving can be purchased at a minimal cost. Approximately $4.33 per user per year. (this is not per email account but per user) Google does not allow attachments that can harbor viruses such as exe or self extracting zip files. Each file attachment is scanned before it can be downloaded from email. Easy access to the “mark as spam” feature if any spam evades Postini’s filters. Article on Google’s spam filters. http://goo.gl/ns0bz

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