1. Gmail

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

3. Sorting = Search
Search by File Attachments

4. Sorting = Search
Search by Person
Search by Person From

5. Sorting = Search
Search by Label

6. Sorting = Search
Search by Star “Flagged”

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

8. 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.

9. 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.

10. 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.

11. 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 in case it is needed.
Note: Task lists can be printed.

12. Threaded Messages or Classic Views
Default Views
Threaded Messages or Classic Views

13. Unread First or Classic View
Default Views
Unread First or Classic View

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

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

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

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

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

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

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

21. Return Receipt Request
Other Features
Mark as Spam
Return Receipt Request

22. +code to the email address for filtering
Other Features
+code to the address for filtering

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

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

25. Other Features
Your can suggest other contacts based on previous contacts.

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

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

28. Questions
Ask away

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

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

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

32. Desktop Support and Look
Desktop / Laptop ( 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

33. Questions
Ask away

34. Reduced Workload Review above features Delegation features
Calendar features

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

36. Delegation
Granting Access to

37. 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 .

38. 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 .

39. 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 and calendar delegation separate.

40. 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)

41. Delegation Multiple User Inboxes (Groups)
* Members can receive and send s 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 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.
An alternative is: One account that has been delegated.
Delegated accounts are limited to 10 delegates.

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

43. Calendar
Calendar Day View

44. Calendar
Calendar Week View

45. Calendar
Calendar Month View

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

47. Calendar
Calendar Agenda View

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

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

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

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

52. 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.

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

54. 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.

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

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

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

58. Questions
Ask away

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

60. 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

61. Collaboration
Calendar Embedding Samples
Teravista
Elementary

62. Collaboration
Calendar Embedding Samples
Berkman
Elementary

63. Collaboration
Calendar Embedding Samples
Westwood
High School

64. Collaboration
Calendar Embedding Samples
Ridgeview
Middle School

65. 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.

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

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

68. 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
Can be setup to work with Active Directory
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.

69. 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
- included
Phone - included
Features
Postini Archiving – minimal cost
Mobile - included

70. 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 . 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 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

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

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

73. Security / Privacy Google’s FAQ – http://goo.gl/WrjnU
Walk through video of Google’s security –
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.

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

75. 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 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 .
Easy access to the “mark as spam” feature if any spam evades Postini’s filters.
Article on Google’s spam filters.

76. Questions
Ask away