Information Technology Services

IT Services Welcomes You! ITS welcomes you to: “KNOW YOUR IT”

Google Apps Suite Questions and Answers… Please feel free to ask questions during the session.

Google Apps Suite

My Account Your Google Account provides quick access to settings and tools that allows you to safeguard your data, protect your privacy and control your account information. Google account security – no passwords (PC logon password, software application passwords etc.) are allowed to be shared with anyone as this is a breach of IT security and can compromise business operations.

Mail Monash is built on a Google platform and Google Mail is our default mail client. Microsoft Outlook setup is available on request. You can access your Monash mailbox from Google Chrome. The default mailbox size is 50GB. Google introduces regular new features with the latest being a different look and feel of Google mail.

Mail - the new Google interface

Google Drive Google Drive is a cloud storage solution under the Monash University Google Apps Suite that allows you to save and share work related data: Personal drive – stores individual data. Team drive – shared among the team members. The difference between team drive and personal drive is as follows:  team drive data will be accessible to all team members with whom these documents have been shared.  Any documents saved on the personal drive, will NOT be accessible after a specific Google account is no longer available.

Google Docs, Sheets and Slides Google Docs, Sheets and Slides allow you to create and share documents so that multiple users can work on these documents simultaneously. Google Docs is the equivalent of Microsoft Word documents. Google Sheets is the equivalent of Microsoft Excel documents. Google Slides is the equivalent of Microsoft PowerPoint documents.

Calendar Google Calendar allows scheduling of meetings and events with reminder setup functionality.  Calendars can be shared with other colleagues as shown below.

How to share your Calendar

Groups Google Groups is a discussion platform and collaboration tool. Private groups has to be created by MUA. Users can create only public groups. Use correct naming conventions in order to easily identify the purpose of the group, e.g. Monash South Africa Cisco group

Groups

Google Hangouts, Meet , Forms and Sites Google Hangouts - this is a social chat platform similar to Facebook and Twitter. You can also video call on Google Hangouts. Google Meet - this is a video conferencing application similar to Zoom, Skype for Business, etc. Google Forms - standard templates can be used or new templates can be created.  Google Sites - this platform is available to create departmental sites to store documents and share these with specific users. Please note that ITS support for Sites is limited.

Google Keep, Maps, Photos and Translate Google Keep - notes and reminders can be captured and saved for future reference. Google Maps - satellite imagery that you can use it to search countries, towns, street names and directions. Google Photos - you can save your photos and also share them. Google Translate - translates words, phrases, and web pages between English and over 100 other languages.

Google Vault, My Business, Earth and YouTube Google Vault – archives security information. Google My Business - connects you with customers, whether they’re looking for you in Search, Maps, or using mobile devices. Google Earth - this application renders a 3D representation of Earth based on satellite imagery. YouTube - this application allows you to watch videos, music, news and has the functionality to create your own blog.

Next Session –  How to operate equipment inside teaching venues (AV – audio visual).