Why Software as a Service and Why Google Apps?What are the benefits of Software as a Service (SaaS)?User benefits include:
How much money can I save with Google Apps?Most companies have a cost model for provisioning email and productivity applications to employees - usually somewhere between $300 and $1000 per employee.Why Gmail?Gmail has over 10 million business users and growing. With Gmail, your inbox has substantial storage to minimize the need to delete email. Furthermore, there's powerful Google search functionality and email/IM threading. Instant messaging is embedded in Gmail so you can respond to an email in real-time. Also, your Gmail is available from any computer so you're no longer limited to answering email at your desk. Gmail is simple to use, but not simplistic in its functionality, which means less time required for user training. You can also use Gmail offline after enabling the offline feature in Gmail Labs.Why Google Calendar?With Google Calendar, you can view the calendars of co-workers and colleagues from one online calendar. Their appointments are viewable right next to yours which streamlines event planning. Google Calendar also can be integrated with other components of Google Apps. You can communicate, share and collaborate via Gmail, Talk and Calendar to reduce duplicate work and improve output efficiency. Additionally, you decide who can see your calendar details.Why Google Talk?Google Talk enables you to communicate more effectively and efficiently using text chat, video chat, and audio chat. You can see your contacts' presence and respond to an email via chat; this allows you to truly have real-time communication and increase the productivity of you and your work force. Because it is integrated with Gmail, a client provider is not required. Also, the chronological email/IM discussion thread enables you to comprehend the full conversation history and context.Why Google Docs?Google Docs improves the quality of output by enabling collaboration and discussion of the document simultaneously-- multiple people in multiple locations can view, discuss, and edit the same document from anywhere at any time. It also reduces duplicate work and confusing document tracking and version control issues while simultaneously eliminating the concern of exceeding disk space and inbox quotas with the standard back and forth emailing procedure. Furthermore, Google Docs has secure sharing. Each Google Doc requires a login so you don't have to worry about information getting into the wrong hands. All of your Docs are always available online within the Doclist. You are no longer restricted by access to your My Documents folder.Why Google Video?Video sharing makes important communications like internal trainings and corporate announcements more personal, engaging and effective. Employees can securely share videos with select coworkers or everyone at the company without making confidential information public. Google securely hosts and streams your videos, so employees don't need to share videos over email, or burden IT for a video solution. Employees can share videos instantly. Viewing and annotating doesn't require any special software, just a standard browser.Why Google Sites?Businesses use Google Sites to make useful information accessible. Employees can create an intranet or let project teams build sites to capture and share departmental knowledge. File versioning is done automatically, so it's easy for people to make updates and get the latest version. Supported formats include .doc, .xls, .csv, .ppt, .txt, .pdf and more. Users can display Google Documents, Spreadsheets, Presentations, YouTube videos, Picasa slideshows and gadgets without any programming skills. Google search technology is built-in, so employees can find useful company information as easily as searching the Internet. No coding or system expertise is required to update pages or create new internal sites, so anyone can add to shared knowledge. All of this is hosted by Google allowing users to drive innovation without the concern of justifying hardware and administration expenses.Businesses Using Google AppsHow many businesses use Google Apps?We launched Google Apps Premier Edition in February of 2007 and now (11/2008) have more than 1 million businesses with over 10 million active users on Apps, while signing up 3,000 businesses per day. The infrastructure is mature, having been available since April of 2004 when Gmail was launched. Large companies such as Genentech are using Google Apps, and Google uses Google Apps for its own 20,000 employees. Businesses understand that software-as-a-service (SaaS) is the future and they realize they need to start heading down that path.Are there any particular industries where Google Apps makes more sense?Google Apps provides fundamental communication and collaboration capabilities that are essential to every business user. Having said that, we're seeing rapid adoption in industries with mobile workforces, regionally disparate teams separated by timezones and great distances, and companies where IT is challenged with scaling at the speed required by its users. Specific industries include retail, real estate, manufacturing, technology and media.
Google Apps Compatibility and CoexistenceIs Google Apps compatible with Microsoft products?Google Docs: Yes, Docs is compatible with Microsoft Office file formats and many other standards such as PDF, OpenOffice, and ODF. Standard Microsoft file formats are supported for import/export from and to all these popular formats. Our products are designed to open standards and are compatible with many other products. Gmail also allows you to read your Microsoft Word, Microsoft PowerPoint, and PDF documents directly from your inbox -- no additional software required. Messaging and Collaboration: Google Apps are built on an open and extensible platform with extensibility and integration in mind. Google's open API standard, Gdata, provides easy and secure programmatic access to data within applications such as Google Docs, Google Calendar, Gmail, etc. In addition, Google's popular Gadget development platform is ideal for creating enterprise mashups and workflow integrations to serve business needs in a fraction of the time and cost of traditional development environments (e.g., .NET, SOAP). Over 50,000 gadgets have been developed on this platform, many of them are enterprise specific applications such as CRM and ERP integrations as well as workflow management. Can you migrate all my mail and calendar events from MSFT Exchange and/or Lotus Notes?Yes. Google Apps Premier Edition has a set of migration utilities and APIs to pull data from your existing systems and migrate that data to Google Apps. In addition, Google has a growing number of partners who specialize in Google Apps roll out, system migration, implementation and co-existence.When will Google Apps support all the features of Microsoft Office/Exchange?It's not our intention to try to match those products feature for feature. Our goal is to create a better overall experience and to enable new capabilities based on the unique nature of the Web. While there will always be some level of user uncertainty in moving from last-generation products, we believe that the user experience will be exceptionally strong overall. Additionally, it is likely that pockets of users within an organization such as Finance or Legal may choose to keep Office but we believe Apps meets the needs of a vast majority of users.Google Apps UsabilityWhat about offline capability?We recognize that offline capabilities are still critical in today's business world. Although broadband connectivity is becoming more ubiquitous, there are still scenarios where users need to be offline (e.g., airplanes). Google has released Google Gears, an industry standard and open-source toolkit to offline-enable Web 2.0, browser-based applications. Google's applications are based on open, industry standards. Gmail can be used offline after enabling the feature in Gmail Labs, as well as in popular client applications such as Outlook, Thunderbird, and Mac Mail through the use of POP3 or IMAP. Similarly, Google Calendar is available offline in any client application that supports the standard iCal format (e.g., Outlook, iCal, etc.). Google Docs supports export to and import from all popular desktop file formats including Word, Excel, PowerPoint, PDF, HTML, OpenOffice, CSV, TXT, and many more.If I decide to stop using Google Apps, can I get my data back?Yes our solution has open APIs to all applications and you can get email, calendars, and documents back in other industry formats (IMAP, iCal, MS Office) for migration purposes.Google Apps: Data Security and ReliabilityDo I get dedicated servers?No. Google operates what is called a "multi-tenant" environment. While there is logical separation between users and corporations, storage and compute power are shared across a vast computing array. This is at the heart of Google's architecture and it's what provides the scalability, reliability, and cost effectiveness for which Google is known.What are security advantages to Software-as-a-service?With traditional software, employees save data to insecure USB drives, discs and laptops for easy access. With Google Apps, because employees can access information securely from anywhere, they're less likely to save sensitive data locally. And with Google Apps' 99.9% uptime guarantee, you can be confident that employees will have access whenever they need it. The 99.9% uptime SLA for Google Apps is offered to organizations using Google Apps Premier Edition, as described in the Google Apps Premier Edition Terms of Service and covers the full range of application services as specified there.Why is Google Apps secure? Google operates one of the largest networks of distributed data centers in the world, and we go to great lengths to protect the data and intellectual property on these servers. These facilities are protected around the clock and we have a dedicated security operations team which focuses specifically on maintaining the security of our environment. The controls, processes and policies that protect these data have successfully completed a SAS 70 Type II audit. There are three main components to our security practices:
Who owns the data in Google Docs?You retain copyright and any other rights you already hold in content which you submit, post or display. As stated in our terms of service, we don't claim ownership or control over your content in Google Docs. For documents you expressly choose to share with others, we have the proper license to display those documents to the selected users and format documents properly for different displays.Google Sites: Storage size / QuotaStorage site for Google SitesGoogle Apps: standard edition Site quota: N/A (quota is tracked at the domain level) Quota per domain: 10Gb Max attachment size: 10Mb Sites per domain: unlimited Pages per site: unlimited Google Apps: premier edition Site quota: N/A (quota is tracked at the domain level) Quota per domain: 10Gb + 500Mb*# of paid users Max attachment size: 10Mb Sites per domain: unlimited Pages per site: unlimited https://sites.google.com/a/g-asiapacific.com/google-apps/product/faq/google-sites-storage Postini How to add user as Postini's Administrator?You will find the instructions on how to add an administrator below: http://www.google.com/support/a/bin/answer.py?answer=97586 Steps: 1. Access the Administration Console: 1. Log in to Google Apps using your administrator account. 2. On the Google Apps dashboard, click Postini services. 3. Click System Administration. 2. Go to Orgs and Users > Authorizations, and then choose your users organization (or any new user organization you created) from the drop-down list. The new administrator's control will be limited to the org that you select, as well as its suborgs. (You can add authorization records only to user organizations below the Account Administrators org.) 3. Click List. 4. Enter the administrator’s email address, and then click Add record. 5. Select the privileges you want to give the administrator. For your backup administrator, we recommend that you select Modify for these privileges at a minimum: * Organization Management * Archive Search (Message Discovery only) Your changes take effect immediately. You can access the Postini support resources on this page: http://www.postini.com/webdocs/admin_msd/wwhelp/wwhimpl/common/html/wwhelp.htm?context=MSDHelp&file=auth_toc.html If a potential customer has a Standard Edition or Premier Edition account and wants to register with your reseller management, you need the customer's transfer token. If you have access, you can get the token or the customer can send you a transfer token. In addition, if a customer with one of these types of accounts is presently managed by another reseller and wants to transfer to your management, this customer sends you a transfer token. In both cases, the transferred account is treated as a new 12 month subscription. Note: Your control panel must be the Next generation which is US English only. If you get transfer token error, Premier domains cannot be transferred, your control panel is the Current version. For more information, see Current version and Next generation. For more information about transfer tokens, see Transferring to a Reseller. But a quick answer for a transfer token is:
An independent third party auditor issued Google Apps an unqualified SAS70 Type II certification. Google is proud to provide Google Apps administrators the peace of mind knowing that their data is secure under the SAS70 auditing industry standard. The independent third party auditor verified that Google Apps has the following controls and protocols in place:
General QuestionsAccessing Google AppsHow do I log in to Google Apps?To log in to Google Apps:
Can I access my Gmail account from another email program? No, [company name] does not support the use of POP3 or IMAP to access your Gmail in another email program, such as [Microsoft Outlook/Lotus Notes]. Can I open my email or calendar in new tab (not a new window)?Yes, if you set up your browser to open links in a new window or tab. Tip: If you want to open Gmail or Calendar in a new tab instead of a new window, change your settings in Internet Explorer. Go to Tools > Internet Options > Tabs > Settings, and click Let Internet Explorer choose how to open pop-ups. <<add steps for other browsers if necessary>> Can I access Google Apps before my [Outlook/Notes] account is migrated?No, you can't access Google Apps until we migrate your account from [Outlook/Notes] to Google Apps. Can I access Google Apps offline?<<applies if NOT enabling Offline access>> No, you must be connected to the Internet to access Google Apps. <<applies if enabling Offline access>> Yes, you can set up Gmail for offline access to your most recent email messages. To enable the feature, clickSettings in the upper-right corner of your Mail window, click the Offline tab, and then click Enable Offline Mail for this computer. Do I need to use the VPN to access Google Apps when I'm offsite? <<applies if company does not require VPN>> No, you can just go to you Google Apps URL to access your email and calendar. Yes, if you are outside of our network, you must first connect to the VPN before you can access Google Apps. Requirements and Language SupportWhich web browsers can I use with Google Apps?Google Apps supports the following other browsers: No. Because Google Apps runs in a web browser, you just need to use a supported browser. What languages does Google Apps support?
The interface for both Google Apps Email and Google Calendar are available in over 50 languages. For a list of the available languages and instructions on how to set a different language, refer to the Gmail Help Center. Accessing [Outlook/Notes]Can I still access my [Outlook/Notes] email and calendar after the migration?
Yes, you can access your [Outlook/Notes] account in "read-only mode" to view your email and calendar. However, you can't make any changes, schedule events, or send email in [Outlook/Notes]. When will you remove my access to [Outlook/Notes]?
Can I still work with my coworkers who are still using [Outlook/Notes] now? <<applies only if not all users are migrated at once>> Yes, you can continue to send and receive email with your coworkers. You can also view and schedule meetings with [Outlook/Notes] users, and even see their free/busy status. <<applies if using Google Connectors>> Other General Questions<<applies if NOT enabling Gmail Labs>> We won't provide access to Gmail Labs at this time. <<applies if enabling Gmail Labs>> Yes: In the upper-right corner of your Mail window, click Settings > Labs. After you enable one or more labs, you can quickly access Labs again by clicking the Labs (green flask) icon in the upper-right corner of your Mail window. Note that Gmail Labs is a collection of new ideas for Gmail features that you can try. Please be aware that these features are not officially "released" and can change, become unstable, or disappear at any time.
Email QuestionsGeneralHow much space do I have for my email messages? What if I run out of space?Your account has 25 GB of storage, which is XX times the amount you had in [Outlook/Notes]. You'll probably never run out of space. In fact, a heavy email user who sends and receives lots of file attachments and archives all messages might use up to 5% of this space a year (usually less), so it would take decades to use up all of the available space. Also note that Google Apps restricts the size of file attachments to 20 MB, so you don't have to worry about a few large files using up your storage space. How often does the list of messages in my inbox automatically refresh?If you're working in Gmail, the refresh rate is approximately every 2 to 5 minutes. If Gmail is idle, the refresh rate is approximately every 10 minutes. Will my voicemail go to my Gmail Inbox?<<applies only if company routes voicemail to email>> Yes, you'll continue to receive voicemail in your inbox. You can download and listen to the messages on your computer. Accessing EmailCan I access my email messages offline?<<applies if NOT enabling Offline access>> No, you must be connected to the Internet to access Google Apps. <<applies if enabling Offline access>> Yes, you can set up Gmail for offline access to your most recent email messages. To enable the feature, click Settings in the upper-right corner of your Mail window, click the Offline tab, and then click Enable Offline Mail for this computer. Composing MessagesCan Gmail automatically spell-check messages I write?No, Gmail doesn't include automatic spell-check. However, you can check your spelling at any time by clicking Check Spelling at the top of the message you're composing. Misspelled words are highlighted in yellow. Click a misspelled word to see suggestions for similar words. Gmail automatically checks spelling in the default language selected in your Settings. To check spelling in another language, click the down arrow next to Check Spelling, and then select the language. Can I forward all messages in a conversation (message thread) at once?Yes. Open the conversation, and then click Forward all at the right of the message window. Yes. To reply to or forward a single message in a conversation, open the conversation and select the message to forward. At the bottom of the message card, click Reply or Forward. If I forward a message or conversation, can I edit any text it in before I send it?Yes, you can add a new message to the conversation, and even edit the text in the previous messages in the conversation. Can I delete messages in a conversation before I forward it?es, you can delete one or more messages in a conversation as follows:
No, Gmail doesn't support sending flags in messages at this time. In [Outlook/Notes], I could add [voting/radio] buttons to a message and track the replies from recipients. Can I do the same thing in Gmail?Yes, the combination of Gmail and Google Docs provides a similar feature, but with even more options. At the top of your Mail window, click Docs. Then click New > Form. Use the options on the form to create voting options (or many other types of questions and fields), and then email the form. To track results, simply return to the form and click See responses. For details about using forms, see the Google Help Center. Is my email signature applied when I reply to or forward a message?Yes, Gmail adds your signature to the end of every message you reply to or forward. Note that if the message or conversation is long, you may not see your signature initially, because it's added to the very bottom of the original message or conversation. Can I send file attachments in Gmail using the "Send To > Mail Recipient" feature in the Windows "right-click" menu?No, this feature works only with a client email program installed on your computer. Can I recall a message I already sent?<<applies if not enabling Gmail Labs>> No, Gmail currently does not support message recall. <<applies if enabling Gmail Labs>> Yes, Gmail Labs has an early version of a new "message undo" feature that lets you recall a message within a few seconds after you send it. To enable the feature, click Settings in the upper-right corner of your Mail window, and then click Labs. Under Undo Send, click Enable. File Attachments in MailCan I include file attachments in email messages?Yes, you can attach one or more files to an email message. Is there a size or type limitation for file attachments in Gmail?No, to attach a file to a message, you must browse to it. Is there a way to copy a file attachment from one message to another, without first downloading it to my computer?No. Because Gmail is a web-based system, you can't drag a file attachment from one message to another. As a workaround, you can do the following:
Alternatively, you can download the attachment and then upload it to another message. Can I attach a message or conversation to a new message?No, you can't embed one message into another directly. As a workaround, you can do the following:
Alternatively, you can copy the text from the earlier message and paste it into a new message. Using Labels, Stars, and FiltersThere are no folders in Google Apps Email. How do I organize my messages?Instead of folders, Gmail has a "labels" feature. Labels are similar to folders, but are more powerful and flexible, because you can add multiple labels to a message to categorize it in several ways. For details, see the Google Help Center . If I label a message and archive it, but later remove the label, what happens to the message?The message remains in your All Mail archive, but without the label. You can easily find it again later using Google search. Can I apply more than one label to a single email message?Yes, you can apply any number of labels to a message: Select the message in your Inbox, or open it, and select one or more labels in the Labels drop-down list at the top of your Mail window. Is there a limit to the number of labels I can create?You can create up to about 200 labels.
How do I move a message from my Inbox to a label?If you've already created the label, select the message in you Inbox or open it, and then select a label in the Move to drop-down list at the top of your Mail window. If you haven't yet created the label you want, select Create new instead. If you want to move a message to multiple labels at once, select the message in you Inbox or open it, and then select the labels in the Labels drop-down list at the top of your Mail window. Then click Archive. How do I add a color to a label?
After you create a label, find it in your Labels list at the left of your Mail window. Put your mouse pointer over it, and then click the down arrow that appears. Choose a color from the list. Can I change the label on one or more messages?Yes. To change a label on a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label currently applied to it. Then select another label and click Apply. To change a label on all messages that have that label, click the label in your Labels list at the left of the Mail window. At the top of the list that appears, click Select all. Then, in Labels drop-down list, uncheck the label you want to remove, and select the new label you want to apply. Click Apply. Can I create sub-labels to recreate the folder tree I set up in [Outlook/Notes]?No, but Labels allow you categorize messages in multiple ways, so you'll probably find that you don't really need subfolders anymore. For example, you could apply the labels "Projects," "Marketing," and "Widget Campaign" all to the same message. You can then find the message by clicking any of those three labels in your Labels list. All three labels appear at the top of the message, so you can always see how you've classified it. Alternatively, you can simulate a folder tree with labels, as follows:
When setting up an email filter, can I apply more than one label for the action?You can apply only one label per email filter. However, if you want to add multiple labels to a filtered message, you can do the following: Create multiple filters with the same criteria, except specify a different label for each filter. If you receive a message that meets the criteria for the filters, Gmail will apply the multiple labels to that message. Yes. To delete a label from a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label. Click Apply. To delete a label from all messages that have that label, in the Labels drop-down list, select Manage labels. (You can also click Edit labels at the bottom of your Labels list at the left of the Mail window.) In the list that appears, find the label, and then click Remove. If I set up a filter to add a label to specific incoming messages, but then later delete the label, is the filter also deleted?No, even if applying the label was the only action for the filter, your filter is not deleted. You can edit the filter to specify a different label or another action. What are "plus addresses"?With Gmail, you can create any number of unique email addresses for your account, using "plus addresses." Simply add a plus sign and text after your user name but before the @ sign in your email address. You'll then receive any messages sent to that address. For example, messages sent to jane.doe+notes@[your domain] are delivered to jane.doe@[your domain]. How do I use plus addresses with filters?If you use a plus address, such as jane.doe+notes@[your domain], you can then set up a filter to perform an action on any messages sent to that address. For example, if you want to save daily notes in Gmail, create a filter for a "+notes" address to automatically label and archive messages you send to that address. Or, if you're working with a client, tell the client to send all email to your "+client.name" address. Set up a filter for that address to automatically apply a label to messages the client sends to you. What are stars and how do I use them?Stars are a way to highlight messages. Assign stars to special conversations or messages in your Inbox, or use them as a visual reminder that you need to follow up on a message or conversation later. To quickly see all messages with a star, click Starred at the left of your Mail window. Working with Your MessagesCan I highlight messages in my Inbox?Yes, you can use labels and stars to highlight messages in your Inbox. For example, you might create a label named "Action" and apply the color red to it, so you can easily see it in your Inbox. Yes, in your Inbox, select the message. Then, in the More actions drop-down list, select Mark as unread. Can I sort messages in my Inbox to move unread messages to the top?No, you can't sort messages in your Inbox. What does it mean to "mute" an email conversation?If you're subscribed to a mailing list, you might receive messages in a very long, ongoing conversation. If you'd rather not receive anymore messages in that conversation, you can "mute" the conversation to keep all future additions out of your Inbox. To mute a conversation, select it in your Inbox or open it, and then click Mute under More Actions at the top of your Mail window.Note: The mute feature works only for messages you received as part of a mailing list. If the message was sent directly to your email address (your address appears in the To or CC field), you can't use the mute feature. Can I "unmute" a conversation?Yes. First, find the conversation. An quick way to find it is to type is:muted in the Search field. Then, select the conversation and select Inbox in the Move to drop-down list at the top of your Mail window. Can I make the "quoted text" in a conversation visible by default?No, quoted text is always hidden by default. Archiving and Deleting MessagesWhat is the difference between deleting and archiving email messages? When should I delete and when should I archive?
If you either delete or archive a message, it's removed from your inbox. If you delete a message, it's placed in the Trash and then permanently removed from your Google Apps account after 30 days. On the other hand, if you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future, using Google's powerful search feature. Messages remain in the Trash for 30 days. After that, Gmail permanently deletes them. If I delete or archive a meeting invitation from my Inbox, is the meeting removed from my calendar?No. Deleting or archiving a meeting invitation does not affect the invitation on your calendar. If I archive or trash a message, and then someone replies to it later, will it show up in my Inbox?Yes, if someone replies to a message you archived or trashed, that message appears in your Inbox as a conversation, with all previous content. If you applied a label to the archived message, the label will appear in your Inbox. If the message was permanently deleted from the Trash, you'll see an option at the bottom of the message to view the deleted messages in the conversation. However, the message won't have the original label you applied to it. Should I delete or archive message in the Sent folder?There's no need to delete or archive messages in the Sent folder. Messages remain in this folder forever, unless you delete them. But, because you have 25 GB of storage space, you can keep messages in this folder to refer to them later, if needed. Also, note that messages in the Sent folder are actually archived in All Mail, so even if you archive these messages, they stay in the Sent folder. I can't always find messages I search for. How does Search work?To search for messages, type a word that the messages contain. Note, however, that Search matches "whole words" only --- that is, it doesn't recognize partial or similar matches. For example, if you search for benefits, Search won't find benefit or benef. Also, Search doesn't recognize special search characters, such as square brackets, parentheses, currency symbols, the ampersand, the pound sign, and asterisks. By default, Search doesn't look in your Trash or Spam folders. To search those folders also, click Show search options next to the Search field, and then, in the Search drop-down list, select Mail & Spam & Trash. You can find more information about using Search in the Google Apps Help Center . Is there a way to search or select all messages without labels?No, you can't search specifically for all messages that don't have a label. A list of the advanced search operators is available in the Google Apps Help Center. You can also find a reference sheet that you can print here <<enter location of Quick Reference PDF on your internal support site>>. Handling SpamHow long do messages remain in my Spam folder? Messages remain in the Spam folder for 30 days. After that, Gmail permanently deletes them. How do I prevent messages from specific senders from being tagged as spam?To make sure that any messages you receive from a specific person outside our domain pass through the spam filter, create an email filter using the Never send it to Spam option:
Setting Up Gmail Yes, you can choose from a number of different color schemes, or even create your own! To change the colors, click Settings in the upper-right corner of your Mail window. Then select Themes. What is the maximum number of characters I can use for my email signature?Your signature can contain up to 2000 characters. Can I format my email signature and add graphics?At this time, Gmail doesn't include text formatting and graphics options for your signature. It also doesn't support HTML formatting. Can I have multiple email signatures?At this time, Gmail doesn't support multiple email signatures. Can I change the way Gmail displays the names of message recipients, so their last names appear instead of their first names?
<<applies only if "first name, last name" option is set in admin control panel>> No, the display of names Gmail is an option that your administrator sets for your entire organization. If the "first name, last name" option is set, Gmail displays only the first names of message recipients in your Inbox and at the top of the message body. However, when viewing a message, you can click Show Details to see the full names of all recipients. Can I create my own mailing (distribution) lists?Yes, you can create a personal mailing list (called a contact group in Gmail) using the contacts picker, which includes the email addresses of all [company name] employees in Google Apps. Access the contacts picker as follows:
If you need to create a corporate mailing list that other employees can use, please contact IT. Managing Your Email Where can I find detailed information about methods for managing my email?
The following websites have information about innovative ways to control the flow of your email and manage your Inbox:
Migrating Email and DataCan I import my old email from Outlook to Google Apps?<<applies to Outlook users only>> Yes, you can use a tool to import your messages to Google Apps. For details, see the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>> Will my [Outlook/Notes] Email Rules copy over to Gmail?No, you'll need to recreate your rules using the Filters feature in Gmail. Filters let you to manage the flow of incoming messages using keywords, sender, recipients, and more. Using filters, you can automatically label, archive, delete, star, or forward your mail, and even keep it out of your Spam folder. For details, refer to the Google Help Center. Email FeaturesDoes Google Apps Email have an Out of Office feature?Yes, in Gmail, you can set up your "vacation responder," which is similar to the [Outlook/Notes] Out of Office feature. For details, refer to the Google Help Center. Can I share my email with another employee?Shared mailboxes are not supported. However, you can easily set up an email filter (rule) to forward specific types of messages to another employee. I like using keyboard shortcuts. Are they available for Gmail?Yes, Gmail includes a full set of keyboard shortcuts. First, you must enable keyboard shortcuts:
Then, to see the shortcuts, press SHIFT+? while viewing your list of messages in the main Mail window. Does Gmail support shared mailboxes?No, but as a workaround, you can ask IT to set up a mailing list (group) for all the employees who want to share an email address. Or, IT can create a shared Gmail account for these employees. <<edit as necessary; creating new accounts can affect billing>> Does Gmail have a "tasks" feature that lets me add messages to a list for follow-up?Yes, the Google Tasks gadget is available in Gmail and Calendar. Just click the Tasks link in the pane on the left to open the Tasks gadget. Use the gadget to create one or more task lists. To add an email message to a tasks list, open the message and then click More Actions > Add to Tasks. The subject of the message appears at the top of your tasks list, with a link to the message content.
Other Email QuestionsCan I make Google Apps Email the default email program when I click email links?<<applies only if enabling Google Talk>> Yes, you can specify Gmail as your default email program in Google Talk:
Note, however, that this setting does not work for all email links. <<applies only if not enabling Google Talk>> Not at this time. This feature is available in Google Talk, but we're not currently supporting Google Talk. (Gmail Notifier also provides this feature, but it's for use with the non-business version of Google Apps only.) Can I open a message I'm composing or viewing in a separate window from my main Mail window?Yes, if your browser is set to display pop-ups in a new window, you can click do the following:
Contacts/Address Book QuestionsAccessing ContactsHow do I open access my list of contacts in Google Apps?In your Google Apps Mail window, click Contacts on the left.
Will I be able to find addresses of contacts when I'm composing an email message or inviting people to a meeting?
Yes, you can access Google Apps contacts picker, which includes the email addresses of all [company name] employees in Google Apps. Access the contacts picker as follows:
Can I see the members of a mailing list in our company directory in Google Apps?No, you can't view the members of a mailing list that was added to Google Apps. Adding ContactsCan I transfer my personal contacts from [Outlook/Notes] to Google Apps?<<if Outlook users, applies if not using Google Apps Sync for Microsoft Outlook>> Yes, you can download your [Outlook/Notes] contacts to a file, and them upload them to Google Apps. You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>> Is there a way to automatically add new contacts based on people with whom I've corresponded?
Yes. Whenever you send an email message to someone, the Google Apps contacts manager adds that person's email address to your Suggested Contacts list. You can then select the addresses you want to add to your personal contacts, as follows: On the left of your Mail window, click Contacts, and then click Suggested Contacts. Select the addresses you want to add, and then click Move to Contacts. Can I add a contact or contact group that's in the company contacts list to my personal contacts?Yes, if you've already sent email to the contact or group, you can quickly add it to your personal contacts:
If you haven't yet sent email to a contact or group, you'll need to create a new contact and manually enter all the contact's information, including the email address. Note: After you add a corporate contact to your personal contacts, you can add additional information to the contact's details. This information appears only in your personal contacts, not the corporate contacts. Can I upload a mailing list from [Outlook/Notes] to my Google contacts?Not directly, but you can quickly recreate the mailing list in Google Apps as follows:
Creating Contact GroupsCan I create my own mailing lists in Google Apps?Yes, you can create "contact groups" by accessing your Google Apps contacts picker, and then creating a new contact group. Your contact group then appears in your personal contacts manager in Google Apps. To access the contacts picker:
For details about creating your own groups, refer to the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>> If I create a contact group, can I delete members?
Yes, you can edit a contact group to add or remove members at any time. Calendar QuestionsMigrating Your Calendar EventsMy new Google calendar is empty. How do I get my meetings back on my calendar?
<<applies to former Outlook or Lotus Notes users with no calendar migration; if Outlook users, applies if you don't use Google Apps Sync for Microsoft Outlook>> You must recreate your calendar manually, by:
You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>> Setting Up Your CalendarHow do I set the time zone for my calendar?To change the default time zone and other settings, follow these steps:
Does Google Calendar have event reminders?Yes, by default, Google Calendar displays a pop-up reminder 10 minutes before an event. You change the reminder time by editing the settings for your calendar. You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>> I set up event reminders, but I still don't see them. Why?To receive event reminders, make sure your Calendar window is open. Can I change the number of days that appear on my calendar?Yes, you can specify a custom number of days. Click Settings in the upper-right corner of you Calendar window. On the General tab, select a number of days in the Custom view drop-down list. Can I view the number of the week in my calendar ?No, this view isn't available. Can I show more than one time zone on my calendar?Yes, you can view two time zones in Google Calendar. To add another time zone to your calendar view, click Settings. On the General tab, under Your current time zone, select another time zone in the Additional time zone list. Scheduling MeetingsCan I book rooms and resources using Google Calendar?Yes, we've added all the bookable resources to Google Calendar. In your invitation, click the Check guest and resource availability link. In the Find a Time window that appears, you can search for a resource or browse the list of resources. Can I book multiple rooms at once?Yes, you can book more than one room or resource for your event invitation. Can I invite a mailing list from our corporate directory to a meeting?No. If you invite a mailing list, the attendees won't see the meeting on their calendars. Therefore you must add each attendee individually to your invitation. Or, you can create your own "contact groups" using your Google Apps contacts picker, as follows:
Now you can invite the same group to any meetings you schedule in the future, by clicking Choose from contacts and selecting the group in the drop-down list in the contacts picker and selecting Select all. Can I invite meeting attendees who are outside of [company name]?Yes, you can send meeting invitations to any email address. Will I get a notification if an attendee accepts my meeting invitation?By default, notifications are turned off. But you can turn reminders on, and choose whether to receive a pop-up notification or an email notification:
Can I see a list of attendees who have accepted my invitation?Yes, open the event details to see who has accepted your invitation. What's the maximum number of invitees for a meeting?The maximum number of invitees is 500. <<applies only if IT will provide "magic meeting maker" tool>> However, if you need to invite more than 500 people to a meeting, contact [company name] IT, who can provide you with a tool that allows you to invite more attendees. Can I set up a recurring meeting?Yes, Google Calendar fully supports recurring meetings. To set one up, in your meeting invitation, select an option in the Repeats drop-down list. As the meeting host, can I change the schedule by dragging the meeting to a new time on my calendar?Yes, if you drag the meeting to another time, Google Calendar will ask you if you want to notify your guests. Is there a way to invite an optional attendee to a meeting?Google Calendar currently does not include the option to specify optional attendees. As a workaround, you can indicate which attendees are optional in the Description field. How long do past events stay on my Google calendar?Your past events remain on your calendar forever, unless you delete them. If you want to view past events, make sure you wait a few seconds for Google Calendar to retrieve them for the date you select. Yes, but only if you don't let attendees edit the invitation (don't select the Guests can modify event check box). Note that, as the host, you always can edit the invitation, the links won't appear as "live" on your own calendar. However, you'll see the live links in the event confirmation message you receive. To create a link to a website in the event description, simply type the URL, such as http://www.google.com. You can also create linked text by using HTML tags. For example, to create the link Product Info, you would use HTML code in the format <a href="www.some-url.com">Product Info</a>. If the HTML code is valid, Google Calendar hides the HTML when you save the event (but shows the text "Product Info"). It then creates the link in the invitation that attendees receive. Can I edit just one instance of a meeting in a recurring meeting?Yes. Open the instance that you want to edit, make your changes, and click Save. Google Calendar then asks you whether you want to apply your changes to just the selected meeting, all meetings, or all meetings moving forward. Can I make a meeting private?Yes, Google Calendar has privacy settings. In the event details, select Private so only others with Make changes to events privileges (or higher) for your calendar can see the event and its details. File Attachments in CalendarCan I attach files to a meeting invitation?At this time, Google Calendar does not support file attachments. To provide a file to meeting invitees, you can use any of the following methods: Method 1: Schedule the meeting, and then send the attachment in a separate email message. Method 2: Post the document on the intranet and add a link to a document in your meeting invitation. Method 3: Create the document in Google Docs add the URL to the document in your meeting invitation. Use this method only if you know that all invitees have been migrated to Google Apps. Method 4: Schedule the meeting through Gmail: Compose a new email message addressed to your attendees, add the attachment, and then click Add event invitation. Enter details about your meeting, and then send the message. (If you want to check attendees' and resource availability first, create a new event in Google Calendar, but don't send the invitations. After you send the invitation in the email message, make sure you edit the event details to book the resource you want to use.) If someone who is using [Outlook/Notes] sends me an invitation with a file attachment, will I get the attachment?Yes, you'll still get the attachment in the email invitation you receive. However, the attachment won't appear in the event on your calendar.
Calendar SharingI gave another employee access to my [Outlook/Notes] calendar. Can this employee automatically access my Google Calendar after the migration?Another employee's access to your calendar does not migrate automatically to your Google calendar. However, you can easily re-establish access by sharing your calendar. You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>> What level of access to others have to my calendar? Are my calendar details public?By default, your calendar is shared with everyone at [company name], and they can see your calendar's free/busy information only. However, you can turn off calendar sharing. If you share your calendar with everyone at [company name], you can specify whether they can see only free/busy information or all event details. You can also share your calendar with specific people at [company name], and can give them one of the following levels of access:
If I want to access another employee's calendar, such as my manager, does that person need to give me permission?Yes, if you want to access another employee's calendar, that person must give you permission, by editing the settings for the calendar. If someone shares his or her calendar with me, can I receive notifications when attendees accept invitations to that person's events?Yes, you can set up notifications for a shared calendar. However, by default, notifications are turned off. Here's how to turn them on:
Yes, you can hide the calendar by clicking it in your list of calendars on the left of your calendar view. Meeting InvitationsIf I'm invited to a meeting, can I propose a new time for it?Not directly, as in [Outlook/Notes], but there's an easy workaround. First, open the invitation and, under Are You Coming?, select Maybe. Then do one of the following:
Can I forward an invitation to another employee?Yes, if the meeting host selected the option to allow guests to invite others. If so, in your meeting invitation, click Add guests, type the address to which you want to forward the invitation, and then click Save. Google Calendar will ask you if you want to send an invitation to the new guest. The new guest will then always receive updates to the meeting from the host. Note that the meeting host is notified by email that you invited another attendee. If someone outside of [company name] sends me an invitation from another type of calendar, can I accept the invitation on my Google calendar?Yes, in most cases, you can. If possible, Google Calendar inserts an Add to Calendar link in the invitation. Simply click the link, and the invitation is added to your Google calendar. Otherwise, if the invitation is in the standard .ics format (such as Microsoft Outlook and Lotus Notes invitations), you can download the .ics file and upload it to Google Calendar. Other Calendar QuestionsI don't receive an email notification when an attendee responds to my meeting invitations. Why?By default, invitation replies are turned off in Google Calendar. You can turn them on by editing your calendar settings. You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>> Mobile Access QuestionsCan I access my Gmail and Calendar on my mobile device?
Yes, [company name] supports mobile access on a [BlackBerry/iPhone/Windows Mobile] device. <<add information about where to find setup instructions>> Is there a contacts and calendar sync utility for BlackBerry?<<applies only if company supports BlackBerry>> Yes. BlackBerry users can download the BlackBerry sync tool from the Google Mobile Support site. <<add reference to your mobile setup instructions, if any>> Can I get SMS alerts for my Google calendar on my mobile device?Yes, you can enable mobile notifications in Google Calendar (U.S. only). For details, see the Google Help Center . Google Docs QuestionsWhat types of documents can I create in Google Docs?You can create documents, spreadsheets, presentations, and forms. Can I import documents, such as Microsoft Office documents, into Google Docs?Yes, you can import the following types of documents into Google Docs:
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