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Getting Started with Google Apps for Education

Mail, Calendar, & Chat

Welcome to Google Apps for Education

Now that you have a new Google Apps for Education  (GAE) account, you’re ready to take advantage of all the benefits of Google Apps Mail, Calendar, and Docs. We think you’ll find that these services will make communicating and collaborating with your coworkers easier and more efficient.

As a hosted service, Google Apps for Education is different from Microsoft Outlook in significant ways.
Although Google Apps for Education has many of the same features that Outlook does, most of them work differently, so you’ll need to spend some time getting acquainted with them. In addition, Google Apps for Education has many helpful features that aren’t available in Outlook, and you’ll want to learn how to use them as well. On the other hand, some of the features you’re used to in Outlook aren’t yet available in Google Apps for Education; these differences will require some adjustment.

We know that this type of change can be difficult, especially when you’re busy and need to get your work done. That’s why the CASIT Team is committed to helping you make a smooth transition to Google Apps for Education. We’re available to help if you encounter any issues with your migrated data, have difficultly with the services, or just need answers to your questions.

How to Use This Guide

To get started with your new email and calendar services, follow the instructions in this guide to complete the following tasks:

  • Step 1: Access your new email and calendar services.
  • Step 2: Set up your email (including personal contacts).
  • Step 3: Set up your calendar.

After you finish the setup tasks, browse the rest of this guide to learn more about using your new email and calendar services.

How to Get Help

If you have a question about Google Apps or your account that you can’t find in this guide, or you encounter an issue, contact:

CASIT Helpdesk – email us:, or call 346-2388

Benefits of Google Apps for Education:

Why we’re switching!

Power and convenience

  • FERPA compliance, no data-mining, more privacy than a personal Google account.
  • GAE gives you a full 25 GB of storage for your email, which is 10 times the storage you had in UO email. Now, you no longer need to store messages in [offline (PST) files / Archive (NSF files)] on your computer.
  • Innovative features to help you work more efficiently, including email labels, email conversations, and Google-powered search.
  • Working distribution list and groups, a feature of email we have lacked on Campus.
  • Easy management of accounts and the ability to support 1000s of users quickly and efficiently.
  • Option to use Vault archival services for individual accounts, Vault is a records retention company that specializes in data archival of email.

Easy access

  • Log in to Google Apps for Education from any computer, anywhere to get email, check your calendar, or collaborate on a document. If you’re remote or on your home computer, you can still access Google Apps for Education in your web browser.
  • Never lose data, even if your computer crashes or is lost or damaged. All your work is hosted and safely backed up on Google’s secure servers instead of on your computer.

Better collaboration and productivity

  • Coordinate meetings and university events by sharing calendars that anyone (or just a select few) can view alongside their own agenda.
    Share documents, spreadsheets, and presentations that multiple team members can view and edit all at the same time.
    Send and receive instant chat messages right in your Gmail window.
    Build team web sites to quickly publish all sorts of shared information, such as documents, spreadsheets, presentations, files, videos, and gadgets
    Share videos with your team or throughout the university to get your message across in style

About Your Migrated Data:

Email, calendar, & contacts

Data we migrated

We migrated the following Microsoft Outlook data to your Google Apps for Education account:

  • All of the email in your Inbox (including subfolders) and Sent Items
  • All of your calendar events
  • All of your personal contacts

Data we didn’t migrate

The following Microsoft Outlook data wasn’t migrated to your Google Apps for Education account. In most cases, however, you can set up or restore the data in Google Apps for Education.

Data not migrated Able to restore in Google Apps for Education?
Rules you set up for email Yes. You can use email filters.
Your email signature Yes. You can recreate your signature, using options to format the text and add links and images. 

Note that you can set up only one signature at this time.

Your PST files on your desktop (email stored under Personal Folders) Yes. You can use a Google tool to upload PST files and store them in your online email archive.
Messages in your Drafts and Outbox folders Gmail includes a Drafts folder, but not an Outbox. You can copy and paste the text of your messages in your Draft and Outbox folders to new messages in Gmail.
Your Outlook Tasks To Do List Yes, your Mail and Calendar windows have a Task gadget that lets you create “to do” lists. You can also drag email messages to the list for follow-up.
Message flags (such as Important and Follow-up) Yes, for messages in your Inbox, you can use email labels and “stars.” However, you can’t send a flag with a message that recipients can see.
Public (shared) folders No, shared folders are not available at this time.
Shared mailboxes Yes, we can set up an account that can be shared. 

Alternatively, you can:

  • Share your mailbox with others using the Grant access option in your Mail settings.
  • Set up a Google group and select the option let members reply on behalf of the group.
Attachments in calendar events Yes. You can add links to documents on the intranet or to any of your Google documents. Alternatively, you can send attachments in a separate email message to invitees.

Log In to Google Apps for Education:

Gmail & Google Calendar

Log in to Gmail

1. Go to yourGoogle Apps for Education Mail page: , optionally you can sign in at

2. On the Sign In page, enter your existing UO DuckID user name, your password will have been emailed to you or verbally given to you prior to sign up, and then click Sign In:

note: CAS does not currently support password sync between your Duck ID and Google Apps for Education, this is a feature that is planned but not supported at launch, you will need to maintain and remember a separate password for the time being.

3. If this is your first time logging in, follow the on-screen instructions to activate your account.

Your Gmail Inbox appears. For example:

Open Google Calendar

To open your calender, click the Calendar link at the top of your Mail or other Google service window:

Your calendar appears. For example:

Import Your Data from Microsoft Outlook:

Email, calendar, & personal contacts <>

You can import your email messages from Microsoft Outlook to Google Apps for Education Mail, using Google Apps Migration for Microsoft Outlook, a desktop utility that includes an easy-to-follow wizard. With this utility, you can import your:

  • Email messages, directly from our mail server or from PST files that you saved on your computer
  • Meetings on your Outlook Calendar
  • Personal contacts you added to Outlook

If you saved email in folders:

Google Apps Migration converts your folders in Outlook or PST files to labels. Labels provide the same function as folders but with more flexibility. Each of your original folder names becomes a label, with the next level folder separated by a slash, as in “Projects/Resin 5XB.” For example:

Important notes about importing your data:

  • Importing your messages can take significant time. However, the import process runs in the background, so you can continue to work on your computer, and even use your Google Apps for Education Mail account during the import process.
  • Messages you migrate to Gmail are placed under the label Migrated. Simply remove this label by clicking Settings > Labels, and then clicking Remove (to the right of the label Migrated).
  • For messages that were in Outlook subfolders, we recommend that you rename their labels with the name of the original top-level folder or one subfolder. Usually, one label is enough to effectively categorize your messages.
  • You can easily rename, remove, or add labels on your migrated messages.

For more information about how Google Apps for Education Migration works and what data gets imported:

See the documentation at:

When you’re ready to install Google Apps for Education Migration for Microsoft Outlook and import your Outlook data:

Go to the following URL and and follow the instructions under [I’m downloading Google Apps Migration myself / My administrator downloaded it form me]:

When prompted to sign in, use your new Google Apps for Education user name and password.

How Gmail Is Different

Conversations, labels, stars, archiving, & search

Here are some key features that make Gmail different from [Microsoft Outlook/Lotus Notes].

Email conversations instead of multiple messages

Rather than listing each message reply as a new message in your Inbox, Gmail groups a message and its replies in a conversation, which is listed only once. Opening a conversation shows all its messages in a neat stack, which you can easily collapse or expand. When a new reply arrives, the stack grows and the conversation is marked as unread, indicating there’s something new to look at. Grouping messages this way allows you to quickly retrieve all messages within a thread and reduces inbox clutter.

Here’s how a conversation appears in your Inbox…

…and here’s what an opened conversation looks like:

Labels, stars, and importance markers instead of folders


Instead of organizing messages in folders, you can organize your Gmail conversations by applying labels. The conversation can remain in your Inbox with the label clearly shown. Here’s an example:

As shown in the example, if a conversation applies to more than one topic, you can give it multiple labels.

If you’d like to move a labeled conversation about of your Inbox, just click the Archive button. Whether or not a a labeled conversation is archived, you can list all conversations that have a specific label by clicking the label name in the left pane of your Inbox — similar to opening a folder of messages:

Unlike with folders, if you’ve applied more than one label to a message, you can retrieve the message by clicking any of those labels. You can also build a hierarchy of labels to add the convenience of folder-like nesting!


The Stars feature provides another way to categorize and access messages. Simply click the star icon to the left of any message to highlight it. You can then display all starred messages by clicking Starred in the left pane.

Tip: You can add more shapes and colors for your stars in Gmail settings: click the gears icon in the upper-right corner of your Mail window, then click Mail settings and look for the Stars section on the General tab. After you’ve set up your stars, just click the star icon repeatedly next to a message to rotate through them.

Importance markers

The Importance Markers feature to let Gmail automatically categorize messages in your Inbox as important with a yellow arrow to the left of the subject line. (To see why a message was tagged as important, just point your mouse over the yellow arrow.)

You can also tag messages with the importance marker yourself, or remove the tag from any messages. Just select the message and click the Importance buttons at the top of your Inbox:

You can also display all tagged messages by clicking Important in the left pane:

The Importance Markers feature is turned on by default. To turn it off or on, click the gears icon in the upper-left corner of your Gmail window, then click Mail settings > Priority Inbox.

Archiving online instead of saving to your desktop

With Gmail, you no longer risk running out of space for storing email. Instead, you get 25 GB of online storage space for just your own email and attachments, all hosted on Google’s secure servers. With that much space, you no longer need to save messages on your desktop in [personal folders (PST files)/an email Archive] to free up disk space, but can archive messages online instead. Just select a message and click Archive:

An archived message is removed from your Inbox but you can still find it later by clicking All Mail in the left pane or using search. Or, add labels to messages before you archive them for even easier retrieval.

Tip: Your All Mail link might be under the drop-down list in the left pane:

Google-powered search

Gmail features the same powerful search technology used on the Web to perform accurate keyword searches of all of your email and attachments. Search by keyword, label, date range, or a host of other options. By also archiving messages, you can instantly find any message you’ve ever sent or received, without having to create elaborate folder structures or keep unwanted correspondence in your Inbox.

To find messages, simply type in the search box at the top of your Mail window. Or, for more refined searching, click Show search options:

Then fill in the easy-to-use search form to find exactly what you’re looking for!

Gmail Basics:

Sending, replying, attachments, and printing messages

Your inbox

Log in to Gmail. You’ll see a list of any messages you’ve received in your Inbox. Here’s an example:

Unread messages are in bold. To open a message, simply click it in your message list.

About conversations

Replies to messages are grouped into conversations. A conversation keeps all messages in a thread together, which makes it easier to keep track of them and reduces inbox clutter. Here’s how a conversation appears in your Inbox:

Note that the number of messages in a conversation appears to the right of senders’ names.
Here’s what an opened conversation looks like:

Note: You can’t separate the messages in a conversation. However, if you want to send a reply but don’t want it to be added to the conversation, you can simply change the subject line in your reply.

Compose a message

1. In the pane on the left, click Compose Mail.

2. In the To field, type the first few letters of recipient’s name to look up the address in your corporate directory.

3. Enter a subject and the message text.

Add an attachment

When composing a message, click Attach a file, and then browse to the file on your computer:

Or just drag a file from your Desktop to your message. You’ll see the “Drop files here” box:

Send a message

At the top or bottom on the message window, click Send.

(Or, if you change your mind, click Discard.)

At message appears at the top of the Mail window, confirming that your message was sent.

Reply to a Message

You can reply to just the sender or to all recipients of a message.

1. Open the message. If the message is part of a conversation, open the conversation and select the message you want to reply to.
2. At the bottom of the message, click Reply (to reply to just the sender) or Reply to all (to reply to all recipients).

3. Optionally, add other email addresses to which to send the reply.
4. Enter your reply in the message field.
5. At the top or bottom of the message, click Send.

Forward a Message

You can forward a message, just a single message in a conversation, or an entire conversation.

To forward a message or single message in a conversation:

1. Open the message. If the message is part of a conversation, open the conversation and select the message to forward.
2. At the bottom of the message, click Forward.

3. Enter the email addresses to which to forward the message, and add any notes in the message field.

Note: If you don’t want to forward attachments, uncheck the box next to the attachment’s file name, below the Subject field.

4. At the bottom or top of the message, click Send.

To forward an entire conversation:

1. Open the conversation.
2. In the More actions menu, select Forward all.

3. At the bottom or top of the message, click Send.

Note: The recipient receives a single message containing all messages in the conversation, listed in order of oldest to most recent.

Print a Message

You can print a single message, an entire conversation, or just a single message in a conversation.

To print a message or an entire conversation:

1. Open the message or conversation.
2. At the upper right of the message, click Print all.

A printer-friendly version of the conversation appears.

3. Use your web browser’s Print options to print the message.

To print a single message in a conversation:

1. Open the conversation and select the message you want to print.
2. Click the down arrow to the right of Reply, and then click Print.

A printer-friendly version of the message appears.

3. Use your web browser’s Print options to print the message.

Set Up Your Email:

Signatures, labels, & filters

Create an email signature

1. Open Gmail.
2. In the upper-right corner of the Mail window, click Settings.
3. On the General page, in the Signature section, enter your signature in the box.
4. Optionally use the options to format the text and add links and images.
5. Click Save at the bottom of the page.

Note: You can set up only one signature.

Create and apply email labels

Use labels to categorize your messages. Labels are like folders, but with a twist: You can apply multiple labels to message, so you can “store” a single copy of a message in multiple labels. You can also:

  • Open a label on the left side of your Mail window to see all messages with that label
  • Search for all messages with a label
  • See labels on your messages in your Inbox, so you can quickly identify different types of messages

Make your labels easy to identify by applying different colors to them.

To create a label:

1. Click the Labels drop-down menu and choose Manage labels:

Tip: Alternatively, you can click Settings > Labels.

2. Under Labels, in the Create a new label field, type the name of your new label, and then click Create:

To change the color of a label:

1. In your Labels list on the left, click the square to the right of a label. For example:

2. Select a color from the palette that appears. The change is instantly applied to all messages with that label:

You can remove a color by clicking Remove color below the color palette.

To create a sublabel:

1. In your Labels list on the left, click the square to the right of a label.
2. Click Create sublabel.

To apply a label to a message:

1. Select the check box next to the messages you want to label, and then select the label name from the Labels drop-down menu. (Note that you can select more than one label.)

2. Click Apply:

Tip: If you want to move the messages out of your Inbox at the same time you apply a label to them, select the messages, and then select a label in the Move to drop-down menu.

Or, just click and hold in the gray area to the left of the message…

…and drag it to a label’s name:

To move labeled messages out of your Inbox:

1. Select one or more labeled messages in your Inbox.
2. Click Archive.

To view a labeled message you archived, just click the label on the left.

Set up email filters

Use filters to manage your incoming messages. With filters, you can automatically label, archive, or delete messages based on keywords and other criteria.

Note: Gmail filters are similar to Email Rules in [Microsoft Outlook/Lotus Notes].

1. Open Gmail.
2. In the upper right, click Settings > Filters > Create a new filter. Or, just click the Create a filter link at the top of the top of your Mail window:

3. Enter your filter criteria in the fields:

4. Optionally, click Test Search to see which messages currently in Google Mail match your filter terms. You can update your criteria and run another test search.
5. Click Next Step, then select one or more actions to apply to messages that match this filter’s criteria:

Note: These actions are applied in the order in which they are listed. For example, you could choose to forward matching messages to a specific email address, and then delete the messages.

6. To apply the filter to messages you’ve already received, click Also apply filter to [x] conversations below.
7. Click Create Filter.

Calendar Basics:

Scheduling, invitations, attachments, & printing

Your calendar view

Open Google Calendar. You’ll see your calendar weekly view. For example:

To change your calendar view, click the tabs in the upper-right corner of the view:

Schedule a meeting

You can schedule a meeting by clicking the Create Event link or by just clicking right on your calendar view.

1. Open Google Calendar.
2. Do either of the following:

Option 1: In the upper-left of your calendar, click Create Event to open the event details page.

Option 2: Or, click a spot on your calendar to create a 1-hour event, or click and drag to create an event of more than 1 hour. Then type the event title in the box. For example:

Click Create Event to immediately publish the event, or click edit event details to continue setting up the event.

3. Enter details, such as recurrence, attendees, an agenda, and a reminder.
4. Click Save.

Invite attendees and enter meeting details

If you’ve already scheduled and published your meeting, you can edit its details by clicking the title of the meeting on your calendar:

Note: Once you’ve finished entering meeting details, click Save at the bottom of the meeting details page.

To invite attendees:

1. Open your meeting.
2. Click the Find a time tab:

3. On the Find a time tab, click Guests, and then enter the first few letters of an attendee’s full name to look up the address in your corporate directory. Select the attendee to add the attendee to your Guests list:


  • You can add a group (mailing list) address to the attendees list, if your administrator set up groups for your domain. Or, you can create your own contact group in your personal contact. Click Contacts at the top of your Calendar window.
  • If you copy and paste an attendee list from another source (for example, a document), make sure you separate each address with a comma (semicolons are not supported).

To make an attendee optional:

1. After you’ve invited attendees, click the “Make some attendees optional” link:

2. Click the icon to the left of each attendee whom you want to make optional:

Optional attendees will the label “optional” to the right of their names in their invitations.

To check the availability of attendees:

1. Click the Find a time tab, which shows the free/busy information for any employee [, even those still using Outlook]. The blue box represents the scheduled time for your meeting:

If necessary, use the date and time options at the top of the tab to change the time for your meeting. Or, simply drag the blue box to a time available to all attendees.

Tip: To show or hide an attendee’s meetings, click the attendee’s name in the Guests list to deselect it:

2. Optionally, allow or prevent attendees from inviting more people to your event or viewing who else was invited, by selecting options below the Guests list:

3. To delete an attendee, click the blue cross to the left of the attendee’s name:

4. Click Save.

Google Calendar asks you whether you want to send invitations to the attendees. Your attendees can respond to the meeting invitation and leave comments.

To book a room or other resource for your meeting:

1. Open your meeting.
2. Click the Find a time tab:

3. On the Find a time tab, click Rooms, etc., and then do either of the following:

  • Start typing any part of the room or other resource’s name in the “filter room” box. A list of matching resources appears in the list. For example:
  • Browse the list to find the room or other resource you want to book. For example:

Tip: If you’d like to see rooms that are already booked, deselect the Show only available check box. Available rooms have a green indicator, and unavailable rooms have a red indicator.

5. To book a resource or to see all of its free/busy times, click Add. If you need to change the time for your meeting, use the date and time options at the top of the Find a time tab.
6. Click OK.

To set a reminder for your meeting:

1. Open your meeting.
2. Under Reminders, choose the type of reminder you want (pop-up or email message) and when you want to receive it:

To add more reminders, click Add a reminder.

To set up a recurring meeting:

1. Open your meeting.
2. Select the Repeat check box:

3. Choose options on the Repeat dialog box:

4. Click Done.

Add a file attachment to a meeting invitation

If you want to attach a file to your meeting invitation, you can add a link to any document or file you own or that’s shared with you in Google Docs. (Note that Google Calendar currently doesn’t let you attach a file directly to a meeting invitation.)

To attach a Microsoft Office or PDF document, just upload it to Google Docs (and optionally convert it to Google Docs format), and then add the document to your event. If you haven’t already uploaded the document, you can do that when creating or editing your event.

1. Open your meeting.
2. Copy and paste the URL to the document in the Description field:

1. Make sure the Event attachments Calendar Lab is enabled: Click the gears icon in the upper right > Calendar settings > Labs.
2. Open your meeting.
3. In the meeting details, click Add attachment.
4. In the “Select a file” dialog box, browse or search for the file in your Google Docs directory.
to open your list of documents in Google Docs.
5. Select one or more documents, and then click Select.

Your attachment is added to the invitation. For example, here’s an invitation with both an attached Google presentation and a Microsoft Word document that was uploaded to Google Docs:

Note: Alternatively, you can add attachment using either of these methods:

  • Send the attachment in a separate email message to attendees.
  • Schedule the event through Gmail: Compose a new message and attach the file. Then click Invitation and enter information about the event. However, to book a room, you’ll need to create a separate invitation on your calendar first, and then add the room information to your email message before sending the invitation.

Print your calendar

1. Make sure the calendars you want to print are selected in your list under My Calendars. If not, simply select the calendars to highlight them.
2. At the top of the calendar view, select the view you want to print; for example, Day or Week, and then click Print.

In the Calendar Print Preview window, you can select a range of dates, the font size, page orientation, and other options.

3. Select the options you want, and then click Print.

Set Up Your Calendar:

Event reminders, invitation replies, calendar sharing, additional calendars

Set up event reminders

By default, your calendar event reminders are turned off. Turn on event reminders to receive either a pop-up message or an email notification before a meeting.

1. Open Google Calendar.
2. In the upper-right corner of the page, click Settings > Calendars.
3. Under My Calendars, click the Notifications link for your calendar. For example:

4. In the Event reminders section, click Add a Reminder:

5. Set reminder options.

6. Click Save at the bottom of the page.

Set up invitation replies

Turn on invitation replies to receive an email message when someone you invite to a meeting accepts or declines your invitation.

1. Open Google Calendar.
2. In the upper-right corner of the page, click Settings > Calendars.
3. Under My Calendars, click the Notifications link for your calendar. For example:

4. In the Choose how you would like to be notified section, select the Email check box for Invitation replies.

5. Click Save at the bottom of the page.

Tip: Get your list of meetings for the day automatically emailed to you each morning! Just click the Email check box for Daily agenda.

Share your calendar

By default, your “free/busy” calendar information is shared with everyone in the domain. You can share additional information with everyone or just specific employees, or stop sharing all calendar information.

1. Open Google Calendar.
2. In the My calendars list on the left, click the down-arrow next to your calendar, and then select Share this calendar.

3. Select the sharing options you want to use for your calendar.

View another user’s calendar

If other users have shared their calendars with you, you can view those calendars. If a user hasn’t yet shared his or her calendar with you, can can send a request to that person.

1. Open Google Calendar.
2. In the Other calendars list on the left, start typing a user’s name or address in the Add a coworker’s calendar field. In the list that appears, click the user whose calendar you want to add.

If the user has shared his or her calendar, it appears in your list under Other calendars, and the user’s events appear on your calender.

If the user has not shared his or her calendar, you’ll see a page on which you can send a request to the user.

4. Edit the default message if you like, and then click Send Invite.

Tip: To hide or show the user’s events on your calendar, simply click the calender in your list.

Create another calendar

You can create any number of secondary calendars. For example, you can set up a calendar for your workgroup or team to share. Each calendar you create appears in your list under My Calendars.

1. Open Google Calendar.
2. In the My calendars box on the left, click Add.

3. In the Create New Calendar window, enter a name for the calendar. You can also select a time zone and sharing options for the calendar.
4. When you’re finished setting up the calendar, click Create Calendar.

What’s Not Available in Google Calendar

Google Calendar provides most of the features you’re used to in Outlook. However, here are some features that aren’t yet available:

  • Offline access — You must connect your computer to the Internet to use Google Calendar.
  • Drag and drop for attachments — To add an attachment to an event, you must provide a link to it on the intranet or in Google Docs.
  • Custom view options — There’s no separate reading pane or custom views, and you can’t move any components in the Google Calendar window.

Contacts Basics:

Auto-complete, the contacts picker, & adding personal contacts

About your contacts

You Google Apps account includes a Contacts Manager—an online address book. The contacts in Contacts Manager fall under one of the following two categories:

  • Personal contacts: If you imported your personal contacts from Outlook to Google Apps, you can use your Contacts Manager to access all of these contacts and add new contacts and contact groups. You can look up a contact to find email addresses and personal profile information, as well as quickly list all of the email conversations you’ve had with the contact.
  • Shared corporate contacts: The email addresses of all UO employees and outside contacts (such as vendors and suppliers) that your administrator added to Google Apps—similar to the Global Address List you used in Outlook. You can access these addresses in Contacts Manager by searching for them. You can also find these addresses when you compose and email message or schedule a meeting, using either auto-complete address entry or the contacts picker.

Note: UO mailing lists, called groups, aren’t included in the shared CAS contacts list. You can find a list of our groups in the Groups directory: At the top of your Gmail or other Google service window, click Groups. Then, on your “My groups” page, click Browse all groups.

Auto-complete address entry

Google Apps contacts manager knows the addresses of all your personal contacts and all CAS employees, mailing lists, vendors, suppliers, and so on. In addition, it automatically remembers email addresses of other people outside of UO with whom you’ve corresponded. Therefore, when you start typing an address in an email message or meeting invitation, the addresses of personal contacts, employees, and anyone with whom you’ve corresponded automatically appear. For example:

The contacts picker

The contacts picker lets you select any of your personal or corporate contacts when composing an email message. With the contacts picker, you can search for contacts using auto-complete address entry or by browsing the list:

To access the contacts picker when composing and email message:

Click the To: link:

View your personal contacts

1. Log in to Google Apps.
2. Click Contacts on the left or at the top of your window.

Your Contacts Manager appears. For example:

Your default contact groups:

You’ll see your contacts organized into these three default groups.

Click the group name to see the contacts it contains:

  • My Contacts: Any contacts that you’ve imported or created in Contacts Manager.
  • All Contacts: All the contacts in My Contacts, plus the email addresses of people you’ve corresponded with, either inside or outside the UO. To add one or more of these addresses to My Contacts, select them, and then click Move to My Contacts.
  • Most Contacted: The 20 addresses you use most frequently. Gmail automatically updates this list for you.

You can create your own contact groups to organize your contacts and to quickly enter multiple email addresses in email messages and meeting invitations. See the guide “Create Contact Groups.”

To view details about personal contacts:

In your My Contacts group, select the checkbox for the contact.

To view details about corporate contacts:

1. In the Search Contacts box, type part or all of the name of the contact. A list of possible matches appears.
2. Select the contact.

Add a personal contact

1. Open Contacts Manager.
2. Click the New Contact button in the upper-left corner of the contacts manager:

3. Enter your contact’s information in the fields. For additional fields, click Add.

4. Click Save.

Note: Each time you reply or forward an email message, or move a message from the Spam folder to your Inbox, contacts manager adds the email addresses to the Suggested Contacts group in your Contacts Manager.

Create Contact Groups

Groups are also your personal mailing lists

About contact groups

You can use contact groups to organize your contacts and as personal mailing lists—to send email messages or meeting invitations to groups of people you contact frequently, without having to enter each of their email addresses individually.

Create a contact group

You can create a contact group in your Contacts Manager. Or, when composing an email message or creating a meeting invitation, you can quickly create a new contact group using the contacts picker.

To create a contact group using your Contacts Manager:

1. Open your Contacts Manager. (For details, see the guide “Contacts Basics”).
2. Click New Group on the left.

3. Enter the name of the group in the prompt that appears, and then click OK.
4. Select the checkbox for one or more contacts from your My Contacts, Most Contacted, or Other Contacts groups. For example:

5. From the Groups menu, select the group you just created.

Note: Alternatively, you can first select contacts from your existing groups, and then click the Groups > Create new.

To create a contact group using the contacts picker:

1. While composing an email message, open the contacts picker by clicking the To: link.

The contacts picker appears:

2. In the Search contacts box, start typing the name of a contact you want to add to the group. Then click the name to add it to the list below. Add more contacts, as needed.

3. When you are finished, click Save as Group.
4. Enter the name of the group, and click OK. For example:

5. To add the group to your email message, click Done.

To remove members from a contact group:

1. Open your Contacts Manager. (For details, see the guide “Contacts Basics”).
2. From your list of contact groups under My contacts, select the group from which you want to remove members
3. Select the members of the group that you want to remove.
4. From the Groups menu, select the group from which you want to remove the members.

Use your contact groups as mailing lists

To save time when sending an email message or meeting invitation, use your contact groups.

To send a message or meeting invitation to all the members of a group:

Do one of the following:

  • If you are composing an email message, start typing the group’s name in the To: field.
  • If you are creating a meeting invitation, start typing the group’s name in the Add Guests box.

To send a message to selected members of a group:

1. While composing an email message, open the contacts picker by clicking the To: link.
2. Select the group in the drop-down list in the contacts picker:

3. Select the contacts to whom you want to send the invitation. For example:

Or, to send it to all contacts in the group, click Select all:

Send Instant Messages

Using Google Talk

Gmail includes Google Talk, a built-in chat gadget that you can use to send and receive instant messages with your colleagues. You can also chat with anyone outside of who uses Google chat or AOL Instant Messenger (AIM).

Want to hear and see the person you’re chatting with? Just install the voice and video chat plugin to start having real conversations right in your Gmail window (see instructions below).

Recommended: Also install Google Talk—a standalone instant messaging client—which you can use outside of Gmail. With Google Talk, you can set up email alerts that pop up in the lower-right corner of your desktop whenever you receive a new message—even if Gmail isn’t open (see instructions below).

To open the Chat gadget:

Click Chat in the left pane of your Gmail window:

To find a coworker with the Chat gadget:

The Google Talk gadget shows a list of people you’ve recently communicated with. You can also find a coworker by starting to type his or her name or email address in the Search, add, or invite field. For example:

To start a chat:

Simply point to a user in the list or search results, and then click Chat (or, if you haven’t yet chatted with the user, click Invite to Chat):

Note: A green dot appears to the left of a contact who is online and available.

To chat outside of your Mail window:

If you’re chatting with someone, you can click the Pop-out arrow to use the Chat gadget outside of your Gmail window:

To set up chat options:

In your Gmail window, click Settings in the upper right, and then click the Chat tab. You’ll see options for saving your chat history, voice and video chat, sounds, emoticons, and more.

In your Gmail window, click Settings in the upper right, and then click the Chat tab. You’ll see options for saving your chat history, sounds, emoticons, and more.

To install the voice and video chat plug-in:

1. In Gmail, click Settings > Chat.
2. Under Voice and video chat, click Learn more to go to the page on which you can download the voice and video chat plugin:

To install the standalone Google Talk client:

Just visit the Google Talk page and click Download Google Talk:

Create a Task List:

Using the Tasks gadget

Use the Tasks gadget to keep your “to do” list handy.

To open the Tasks gadget:

In Gmail, click Tasks in the left pane:

In Google Calendar, click the Tasks calendar under My Calendars:

To add a task to your list:

Click the “plus” (+) icon, or simply click in the Tasks window and start typing.

Tip: You can also add email messages to the list to create items for follow-up! First, select the messages in your inbox. Then, on the More actions menu, choose Add to Tasks.

To format your list and create additional lists:

On the Actions menu, you’ll find options to indent or move items, edit details such as a due date, print your list, and more.

Click the arrow ( > ) to the right of the current task to go directly to the Edit Details screen, where you can enter a due date.

Use the Switch List menu in the lower right to rename the list and create more lists.

To work in a separate, bigger window:

Click the Pop-out arrow in the upper-right corner:

To get reminders for task due dates on your calendar:

On your Google Calendar, make sure the Tasks calendar is selected (highlighted with a color) under My Calendars:

If you want to turn off reminders at any time, just click the Tasks calendar in the list to de-select it.