G Suite For Dummies

Paul McFedries has worked, programmed, and even talked to computers large and small since 1975. Primarily a writer, he has worked as a programmer, consultant, and database and website developer. His more than 95 books have sold 4+ million copies worldwide.

• Introduction 1About This Book 1What You Can Safely Ignore 2Foolish Assumptions 2Icons Used in This Book 3Beyond the Book 4Where to Go from Here 4Part 1: Keeping Your Affairs in Order 5Chapter 1: G Suite: The 50¢ Tour 7What is G Suite? 8What You Get with G Suite 9Using Apps Online — Really? Here are the FAQs 10Introducing Online Collaboration 14Going Mobile 15Chapter 2: Taming the Email Beast 17Rhymes with Email: Getting to Know Gmail 17Touring the Gmail app 18Touring the Gmail Inbox 19Showing your good side: Adding a profile photo 20The Outbox: Sending an Email Message 22The basics: Composing and sending a message 22Easier addressing: Using the Contacts app 24Inserting attachments and other hangers-on 25Creating a signature 25Scheduling a send 27Undoing a send 28The Inbox: Handling Incoming Messages 29Refreshing your messages 29Reading your messages 29Easier reading with the Reading pane 30Attending to attachments 32Responding to a message 33Creating a task from a message 34Setting up a vacation responder 34Selecting messages 36Dealing with the Onslaught 37Cleaning out your inbox 37Labeling your messages 38Muting a conversation 42Snoozing a conversation 42Searching for messages 44Filtering your messages 45Chapter 3: Places to Go, People to See: Managing Your Calendar 47Navigating the Calendar Window 48Changing the Calendar View 50Time Traveling: Changing the Date 51Setting Your Social Schedule: Entering Events 52Adding an event 53Editing an event 55Lather, rise, repeat: Creating a repeating event 56Scheduling an all-day event 59Psst: Setting up event notifications 60Nudge, nudge: Creating a reminder 62Things to do: Creating a task 63Going Calendar Crazy: Adding Even More Calendars 66Chapter 4: Friends, Romans, Countrymen: Managing Your Contacts 69Eyeballing the Contacts App 70What’s with those “other” contacts? 71Configuring the Contacts columns 72Changing the sort order 73Populating Your Contacts List 74Adding a contact from scratch 74Adding a contact from Gmail 75Going legit: Turning an “other” contact into a real contact 76Adding multiple contacts all at once 77Importing contacts 78Managing Your Contacts 79Editing a contact 80Grouping contacts with labels 81Merging duplicate contacts 82Exporting contacts 83Deleting contacts 84Doing Stuff with Your Contacts 85Emailing a contact 85Emailing a contact who has multiple addresses 86Emailing multiple contacts 86Calling a contact 87Surfing to a contact’s website 87Part 2: Making Stuff: Documents, Spreadsheets, and More 89Chapter 5: Getting Started with Docs 91Opening Docs 92Touring the Google Docs Home Page 92Creating a Shiny, New Document 94Checking Out the Document Screen 94Dealing with Documents 96Saving your work — just kidding! 96Naming a new document 97Opening an existing document 97Saving a copy of a document 99Learning Some Editing Basics 100Navigating with the keyboard 100Selecting text 102Deleting stuff 102Deleting characters 103Fooling around with special characters 104Stating your case: Uppercase versus lowercase 106Adding links 106Setting tab stops 107Search and Ye Shall Replace 108Finding stuff 108Some notes on searching 109Finding-and-replacing stuff 110Checking Spelling and Grammar 111Handling spelling slip-ups 111Handling grammar gaffes 112Chapter 6: Looking Good: Formatting Documents 115Making Your Characters Look Good 115Getting familiar with fonts 116Formatting with fonts 118Avoiding the ransom note look 120Copy text formatting by “painting” it 121Making Your Lines and Paragraphs Look Good 121Getting your text ducks in a row: Aligning paragraphs 121Breathing room: Changing the line spacing 123Giving paragraphs some elbow room 125Keeping stuff together 125Indenting paragraphs 126Using Styles to Make Looking Good Look Easy 128Style advantages 129Applying default Docs styles to avoid reinventing the style wheel 130Updating a default style to taste 132Saving your updated styles 132Telling Docs to use your updated styles 133Resetting the default styles 133Making Lists, Checking Them Twice 133Putting your affairs in order with numbered lists 133Scoring points with bulleted lists 135Image is Everything: Adding Graphics 137Inserting an image from your PC 138Inserting an image from the web 139Inserting an image from Drive 139Inserting an image from Photos 140Inserting an image from a URL 140Inserting a photo from your PC’s camera 140Setting a few image options 141Chapter 7: Fiddling with Document Layout 143Building a Table with Your Bare Hands 143What is a table? 144Inserting a table 145Populating a table 145Adjusting column widths 146Selecting table cells 147Setting table properties 147Inserting a new row or column 149Deleting a row or column 150Merging table cells 150Headers and Footers from Head to Toe 151Adding a header 151Adding a footer 153Opening the header or footer for editing 154Creating a unique first-page header and footer 154Creating unique odd and even page headers and footers 154Changing the Page Setup 156Setting the page margins 156Changing the page orientation 158Changing the paper size 158Adding a page break 159Adding a section break 159Working with Columns, Just Like the Pros 161Getting text into columns, Part 1: The easy way 161Getting text into columns, Part 2: The ever-so-slightly-harder way 162Entering text in columns 163Show Your Work: Adding Footnotes 164Chapter 8: Getting Started with Sheets 167Opening Sheets 168Touring the Google Sheets Home Page 168Creating a New Spreadsheet 170Checking Out the Spreadsheet Screen 170Dealing with Spreadsheets 172Sheets saves your work for you 172Naming a new spreadsheet 173Opening an existing spreadsheet 173Saving a copy of a spreadsheet 174Understanding Sheet Cells 174Entering Data 175Entering text 175Entering numbers 176Entering dates and times 177Navigating a sheet 179Editing cell contents 180Working with Ranges 180Understanding ranges 180Selecting a range 181Specifying a range input in a dialog box 184Working with named ranges 185Filling a range with data 187Filling a range with a series of values 187Copying a range 188Moving a range 188Formatting a Cell 189Formatting the cell font 189Aligning cell data 190Applying a numeric, date, or time format 191Using the Paint Format tool 192Working with Columns and Rows 193Adjusting the column width 193Adjusting the row height 194Hiding columns and rows 196Inserting columns and rows 196Deleting columns and rows 197Chapter 9: Crunching Numbers 199Building Formulas 199Creating a simple formula 200Understanding formula operators 201Avoiding problems with cell references 202Using Functions for More Powerful Formulas 206Entering functions directly 207Entering functions via the Function menu 208Using a Range as a Database 209Sorting a range 209Filtering a range 211Visualizing Data with Charts 213Getting to know the chart elements 213How Sheets converts sheet data into a chart 214Creating a chart 216Moving a chart to its own sheet 217Editing the chart 217Building Pivot Tables 218Understanding pivot tables 219Exploring pivot table features 220Building a pivot table 221Adding multiple fields to a pivot table area 224Pivoting a field to a different area 225Grouping pivot table values 225Filtering pivot table values 227Chapter 10: Creating Eye-Popping Presentations 229Opening Slides 230Touring the Google Slides Home Page 230Creating a New Presentation 232Checking Out the Presentation Screen 232Dealing with Presentations 234Slides saves your work for you 234Naming a new presentation 234Opening an existing presentation 234Saving a copy of a presentation 235Applying a presentation theme 235Working with Slides 237Adding a slide to the presentation 237Adding data to a slide 239Selecting slides 242Rearranging slides 242Changing the layout of a slide 242Changing the slide background 243Working with the Master Slide 243Formatting Slide Text 245Formatting with fonts 245Aligning paragraphs 246Slide formatting considerations 247Animating Your Slides 249Learning a few animation guidelines 249Setting up a slide transition 250Animating slide objects 252Running a Slide Show 253Starting the slide show 253Navigating slides 253Navigating the slide show from the keyboard 255Part 3: Collaborating with Your Team 257Chapter 11: Collaborating on Files 259Sharing a File 259Sharing a file for editing 261Sharing a file for commenting and suggesting 262Sharing a file for viewing 263Sharing a link to a file 264Emailing your collaborators 267Setting an access expiration date 267Changing a user’s sharing access 268Removing a user’s sharing access 269Dealing with Shared Files 269Responding to a sharing invitation 269Viewing which files have been shared with you 270Working on a Shared File 271Making suggested edits to a shared Docs document 273Adding comments to a file 274Requesting edit access 275Chatting with your fellow collaborators 276Viewing a file’s sharing activity 276Reviewing a Shared File 278Accepting or rejecting suggested changes in Docs 278Working with comments 280Chapter 12: Collaborating with Calendar 281Inviting Guests to a Meeting 282Inviting guests to a new meeting 282Inviting guests to an existing meeting 283Controlling your guest list 284Coordinating attendee schedules 286Getting suggested meeting times 287Responding to a Meeting Invitation 288Sharing Your Calendar 289Controlling access to your calendar in your organization 289Making your calendar available to the public 290Making your calendar unavailable to other G Suite apps 291Sharing your calendar on an ad hoc basis 291Sharing your calendar with only specific people 292Subscribing to a Shared Calendar 294Importing Events 295Exporting Events 296Chapter 13: Setting Up Video Meetings 297What Do You Need to Use Meet? 298Allowing Meet to use your camera and microphone 299Making sure Meet is using the equipment you want 300Starting a Video Meeting 302Starting a video meeting from the Meet home page 302Starting a video meeting from Gmail 303Adding people to your video meeting 305Scheduling a video meeting with Calendar 306Joining a Video Meeting 307Joining a video meeting from the Meet home page 308Joining a video meeting from Gmail 309Dialing in to a video meeting and using the phone for audio 309Customizing Video Meeting Settings 311Changing the meeting layout 311Messing around with meeting participants 312Displaying captions 313Sharing Resources During a Video Meeting 314Chatting with meeting participants 314Presenting your screen 315Chapter 14: Chatting with Your Team 319Chatting, G Suite Style 319Chatting with Gmail 320Chatting with Docs, Sheets, and Slides 320Chatting with Meet 322Chatting with Google Chat 322Exchanging Messages 323Formatting chat text 324Messing around with messages 325Collaborating with Chat 326Chatting with a group 326Uploading a file to a chat 327Adding a video meeting to a chat 328More Collaboration: Congregating in a Chat Room 329Creating a room 330Managing a room 331Robotexting: Chatting with Bots 332Adding a bot 333GIPHY: Animated GIF fun and frivolity 334Meet: Managing your meetings 335Google Drive: Getting file alerts 337Chapter 15: Collaborating with Groups 339Why Create a Group? 340Investigating the Groups Home Page 340Understanding Group Roles 342Finding a Group 344Joining a Group 345Joining a group directly 346Asking to join a group 347Leaving a group 348Posting Messages 348Responding to Posts 349Creating a Group 350Preparing to add a group 350Creating the group 350Adding more people directly to the group 354Inviting people to your group 355Managing group requests and invitations 355Chapter 16: Collaborating with Forms and Notes 357Gathering Info with Forms 358Loading the Forms website 358Touring the Forms home page 358Creating a new form 360Touring the form screen 360Fabricating a form 360Constructing a quiz 362Adding form collaborators 362Sending your form 363Checking out the form responses 365Sharing Notes 365Checking out the Keep home page 365Creating a new note 367Adding note collaborators 368Part 4: The Part of Tens 371Chapter 17: Ten Tips for Working from Home 373Set Your Working Hours 374Show Your Availability 375Tell Chat to Chill for a While 377Keep Up the Face-to-Face Communication 378Know Which Communications Tools to Use 379Add Time Zones in Your Calendar 379Configure Calendar for Speedy Meetings 381Read Email from Another Account 382Handle Microsoft Office Documents 385Set Up Your Video Conference Space 387Chapter 18: Ten Really Useful Gmail Settings 389Five Splendiferous Send Settings 390Sending a message as plain text 390Setting the default reply behavior 391Replying and archiving in one fell swoop 392Setting the default text style 393Preventing Gmail from creating contacts automatically 393Five Stupendous Read Settings 394Turning off Conversation view 394Adding importance markers 395Setting the maximum page size 396Managing notifications 396Indicating messages sent only to you 398Chapter 19: Ten Ways to Enhance Privacy and Security 401Make Sure Your Wi-Fi Network is Locked Up Tight 402Secure Your Google Account with a Strong Password 404Enable Google’s 2-Step Verification 406Set Up Your Contact Verification Methods 407Hide Images in Gmail Messages 409Blocking Senders in Gmail 411Choose Who Can See Your Personal Info 412Manage Your Activity Controls 413Manage Your Devices 415Manage Third-Party Apps 416Appendix: Glossary of G Suite Terms 419Index 427