Main content

Alert message

Search
 

For Desktops:

  1. Click on the gear icon once in Gmail on your desktop, then go to 'Settings'.
  2. Scroll down to the 'Signature' section.
  3. Type in the signature text of your choice (you will have some text formatting options like 'bold' and such). This should include your name, position, and contact information.
  4. Scroll down to the bottom of page and 'Save' your settings.

For advanced users - on the formatting bar, you can also add an image (make sure you have permission to use that image) by clicking on the 'Insert Image' icon. The image will appear wherever you have your cursor positioned.

Other advanced options exist - please refer to the link below for Google's support tutorial.

For Android

  1. Open the Gmail App (the original Google Gmail App) and go to the 'hamburger menu)Menu.
  2. Scroll until you see the 'Settings' option and tap on it or touch it.
  3. Pick the account you would like to add the signature to and touch 'signature'.
  4. Type in your signature and touch 'OK'.

For iOS (iPhones/Tablets)

  1. Open the Gmail App and go to the 'hamburger menu)Menu.
  2. Touch the gear icon and switch 'Mobile Signature' from OFF to ON.
  3. Touch the text directly below 'Mobile Signature' to edit your signature text.
  4. Touch 'Save'.

Mobile Web

  1. Open Gmail and touch the 'hamburger menu' Menu.
  2. Touch the gear icon.
  3. Switch 'Mobile Signature' from OFF to ON.
  4. Touch the text below 'Mobile Signature' to edit your signature text.
  5. Touch 'Apply'.

https://support.google.com/mail/answer/8395?hl=en&vid=1-635790356974088113-2108149012

 

The following step-by-step guide offers a basic introduction to a few key components of Google Drive for VoiceOver users.

Getting Started:

  • Open the Google Chrome web browser
  • Toggle QuickNav off: Press the left and right arrow keys at the same time
  • Access the address bar (Command ⌘ + L)
  • Type "" then press Enter

Navigation Panel:

  • Move computer focus to the navigation panel: Press the "g" key, then the "n" key
  • Navigate the panel: Use the up and down arrows to select from My Drive, Shared With Me, Recent, Starred, or Trash
  • Press enter on the selection (My Drive, Incoming, etc.)
  • If your “My Drive” has folders, you can press right arrow to locate the folder you are looking for prior to pressing enter. This will take you directly to the desired folder location.

File List:

  • Go to the list of files: Press the "g" key, then the "L" key
  • The "v" key toggles between grid and list views. The list view is easiest to navigate using up and down arrow keys.
  • Use up or down arrows to navigate files.

Actions Menu:

  • Press the "a" key to opens the actions menu. The actions menu is an easy way to access almost all the tasks that need to be done with a file or folder. The menu includes: preview, open with (submenu), share (dialog box), get link (dialog box), move to (dialog box), add star, rename (dialog box), amake a copy, download, and remove.

The next step that I would recommend is to perform some of the actions and navigate some of the dialog boxes.

Adding a star:

  • Select a file. Press "a" to open the Actions menu.
  • Navigate using down arrow to "Add star." Press Enter.
  • Press "g", then "n" to go to the navigation pane.
  • Navigate using down arrow to "Starred". Press Enter.
  • Press "g", then "L" to go to the list of files.
  • Press down arrow to ensure that the file you starred is in the list.

Moving a file to a new folder:

  • Select a file. Press "a" to open the Actions menu.
  • Navigate using down arrow to "Move to..." Press Enter.
  • A dialog box opens. Navigate the dialog box using Tab (forward) and Shift+Tab (backward). Navigate forward using Tab to "Create Folder"
  • Press Spacebar to activate the button
  • Type the name of the folder (e.g. "Homework"). Press Enter.
  • The focus should be on the "Move" button, but you can use Tab then Shift+Tab to make sure. When the focus is on the "Move" button, press Spacebar.
  • Note: If the file is in a shared folder, it will be removed from the shared folder and put in the newly created folder. The people with whom the document is shared will no longer be able to see the document.
  • Navigate to My Drive:
  • Press "g", then "n" to go to the navigation pane.
  • Press enter on My Drive.
  • Press “g”, then “L” to access the file list.
  • Use the down or up arrows to locate the new folder.
  • Press enter to open the new folder. Ensure the document has been moved to that folder.

Searching for a file or folder:

  • Press the forward slash key (/) to go to the Search edit box.
  • Type the search term and press Enter.
  • The computer focus will be on the list of files and folders that match your search terms. Use the arrow keys to browse through the list.
  • You can use the Actions key (a) or press Enter to open the file or folder.

Sorting files and folder:

  • This task gives you the ability to change how files are sorted, giving you different ways to navigate them.
  • Press the Sort key (r).
  • Use the down or up arrow keys to move through the menu. To determine how files are sorted, listen for “checked” or “not checked” as you navigate through the following options:
  • Last modified
  • Last edited by me
  • Last opened by me
  • Name
    • Press “Enter” to select an option from the list. Your focus returns to the files and folders list for navigation.

Sharing a file or folder:

  • Locate and ensure computer focus is on the selected file or folder.
  • Press “a” to open the Actions menu.
  • Press the down arrow until you hear “Share…”.
  • Press Enter to open the “Share with others” dialog box.
  • The computer focus should be in the text edit box where you type the email address of the person to whom you want to send the file. It may benefit new users to press Tab to navigate the dialog box until VoiceOver reads “Enter names or email addresses… selected edit text”.
  • Type in the email address of the person with whom you wish to share the file. Press Tab.
  • Type the next email address, if you wish to share the file or folder with more than one person. Press Tab.
  • Indicate the access level for the people with whom you are sharing the file or folder.  Press Spacebar, then use the Up or Down Arrow keys to select either “Can edit,” “Can comment,” or “Can view.” Press Enter when you have selected one of the three choices. Then, press Tab.   
  • You are given the option of adding a note to the person or people with whom you are sharing the file. Type a note, if you want, and then press Tab.
  • You are given the option of notifying people via email. To clear or mark the checkbox, press Spacebar. Then, press Tab. If you uncheck the box, any note you typed will not be sent.
  • Your computer focus should be on the “Send” button. To send the share invitation, press Spacebar.
  • If you would like to cancel the share invitation, press Tab again to the “Cancel” button and press Spacebar.
  • There is an option at the end of the dialog box for Advanced Sharing, which will be covered below.

Creating new folders:

  • Access My Drive using the Navigation Pane: press “g”, then “n”
  • Create a new folder: Press Shift + f
  • The New Folder dialog box opens. Focus should be on the text edit box, and the text “Untitled folder” is highlighted.
  • Type the name of your new folder.
  • Tab to the “Create” button. Press Spacebar.
  • I have found that pressing “c” to access the “New” button is not accessible with VoiceOver (or JAWS). Google still includes that in its instructions for creating a new folder this way:
  • Down Arrow to “Folder,” press Enter (screenreader does not read)
  • “Name Folder” dialog box opens. Type name of new folder.   
  • Tab to “Create” button. Press Spacebar.
  • New folder is created.

Deleting files and folders:

  • Locate the file or folder you wish to delete
  • Press "a" to open the Actions menu.
  • Navigate using down arrow to "Remove.” Press Enter.

Restoring deleted files and folders:

  • Go to the Navigation Pane: Press “g”, then “n”
  • Navigate to Trash using down arrow. Press enter.
  • Focus should move to the file list in the Trash folder. If not, press “g”, then “L”
  • Navigate to the file or folder you would like to restore.
  • Press "a" to open the Actions menu.
  • Navigate to “Restore” using down arrow, then press enter.

Advanced Sharing:

  • There are a variety of options that you can select for sharing documents. Prior to reviewing this section, locate a file or folder with which you want to practice.
  • Press “a” to open the Actions menu
  • Down arrow to Share menu item. Press enter.
  • Tab to the “Advanced” link. Press enter. The “Sharing settings” dialog box should open.
    • The focus will be in a text edit box with the link to the file highlighted, so the screenreader will begin reading the entire link. If you don’t want to listen to this, press Control to stop the screenreader from reading.
    • The link that is highlighted can be copied for sharing in a document or an email. However, the file will only be accessible based on the level of security you give it.
    • Set level of access (who has access to your file or folder)
      • Tab once to “Who has access”
      • Press enter to access the Link sharing dialog box
      • Press tab to access the selected radio button. Most files begin with link sharing off, so VoiceOver will say “Shared with specific people, selected, radio”
      • Press up or down arrows to select a different level of sharing. The levels are as follows:
        • On - Public on the web (anyone on the Internet can find and access the file or folder with no sign-in required)
        • On - Anyone with the link (anyone who has the link can access the file with no sign-in required)
        • On - Institution (if you are a member of an institution, like a school, this selection will read the name of the institution; with this selection, anyone at your institution can find and access the file)
        • On - Institution with link (if you are a member of an institution, with this selection, anyone at your institution who has the link can access the file)
        • Off - Specific people (you select people with whom to share the file; this is the default selection)
        • Tab to the “Save” or “Cancel” button. Press spacebar to select.
        • Share with specific people (similar to the Sharing a File or Folder section above)
          • Tab to “Enter names or email addresses”
          • Type the email address of the person with whom you would like to share the file or folder. Press enter.
          • Type the next email address, if you wish to share the file or folder with more than one person. Press Tab.
          • Indicate the access level for the people with whom you are sharing the file or folder.  Press Spacebar, then use the Up or Down Arrow keys to select either “Can edit,” “Can comment,” or “Can view.” Press Enter when you have selected one of the three choices.    
          • Tab to the “Notify people via email” checkbox. Leave the box checked if you want the people with whom you are sharing a file to get an email about it.
          • Tab to the “Add message” link. Press enter to include an optional message in the email.
          • Tab to the “Send a copy to myself” checkbox. Select this checkbox if you would like to have a copy of the message sent to your email.
          • Tab to the “Send” button. Press spacebar to send.
          • Other options:
            • Tab to “Cancel” button. Press cancel to get out of the dialog box and return to My Drive without sharing. You can also press Escape.
            • Tab to the “Prevent editors from changing access and adding new people” checkbox. Checking this box prevents people to whom you have given edit access from changing other people’s access or sharing the document for new people to edit.

Compiled by John Rose, M.A., M.Ed.

Short-Term Programs, TSBVI

@TSBVI_JohnRose

512.779.5140

 
  1. In Gmail, click on that gear icon and go to 'Settings'
  2. Scroll down to the 'Vacation Responder' section on the 'General' tab.
  3. Make sure the 'Vacation Responder' is ON.
  4. Fill in the date range, the subject and the message you want to send back to the folks who send you mail.
    Unlike other mail programs, you can send this response back only to the people in your contact list or, if you use Google Apps, there's an option to send it to a whole group of people in your domain (such as TSBVI.EDU). This way, messages that are from groups or forums outside of your domain will not receive the "I'm out of the office" messages from you. 
  5. Don't forget to 'SAVE' changes.

You will see the messages sent to you while you are away in your inbox. People sending you email will receive your 'Out of Office' response until the 'Last day' that you defined in the date range.

For Android

  1. Open the Gmail App.
  2. Touch the hamburger menu Menu.
  3. Touch 'Settings' and choose your account.
  4. Touch 'Vacation responder'.
  5. Fill in the date range, the subject and type in the message.
  6. Switch OFF to ON at the top and then touch DONE.
  7. This will also sync with your desktop version of Gmail.

For IOS

  1. Open the Gmail app.
  2. Touch the hamburger menu.
  3. Touch the gear icon.
  4. Switch 'Vacation responder' from OFF to ON.
  5. Choose Start and End dates, fill in the subject and message.
  6. Touch Save.

https://support.google.com/mail/answer/25922?hl=en&vid=1-635790422088216406-2108149012

 

In the compose window, click Attach Attach and browse to where you can find a photo or file that you'd like to attach. This will send whatever you want as an attachment. In Gmail, you can now drag and drop a file or photo onto the open email before you send it and it will also attach - the difference is that the photo will show up 'inline' - that is it will be seen within the email you send and not be attached as a separate file (unless the other person's email handles files differently).

Please note that no executable files (.exe, .bat) will be sent. Google doesn't like to send .exe files. If you HAVE to send one, you may have to change the extension on it or zip it (right-click in windows and send it to a compressed file), then send it that way.

Different phones will allow you to 'share' your photos differently. I've noticed that most Android phones will allow you to send your photos to Google Drive or to whatever email application you are using, but that's not always the case. If you touch and hold your finger over the picture, options will become available to you. Please read your phone's instructions on how to handle your attachment options.

https://support.google.com/inbox/answer/6080149?hl=en

 

If people share their calendars with you, they will have sent you a link through email. Simply click on the link and the calendar will show up in 'My Calendars' on the left-hand side of the calendars page when you view it.

You can also add calendars using email by going to the OTHER CALENDARS option on the left-hand side and where it says 'Add a friend's calendar' or 'Add a coworker's calendar' simply enter the person's email address and hit enter.  If it's shared, you'll see it. If not, a request will be sent via a form where you will enter the email address. If they don't USE Google calendar, you'll see an option to invite them to do so.

You can also add a PUBLIC calendar. Go to the OTHER CALENDARS on the left-hand calendar menu and click the down arrow - then choose the ADD BY URL option. Enter the calendar's URL. The address needs to be an ICAL link - as defined by the Google help option below.

https://support.google.com/calendar/answer/37100?hl=en

 

Real-time collaboration is one of the strongest features of Google Docs, Sheets and Slides.

To collaborate with multiple users, click the 'share' icon and enter the email addresses of your collaborators. Make sure that you select 'Can Edit' for their permission level. 

As users make changes, you will see the changes appear with their name next to their cursor so that you know who is making the change. This real-time feature is only available when both parties are on an active Internet connection. For information about offline collaboration, please visit https://support.google.com/drive/answer/1628514.

To see a history of all activity for a given document, open the Google Drive app. Next to the file name that you want to review, click the 'info' icon ('i'). Browse to the 'Activity' section to see the edits with the most recent appearing at the top of the list.

https://support.google.com/docs/answer/2494891?hl=en

 
  1. Once you are logged in to your online email session in Google, click on the gear icon in the upper right-hand portion of your screen. 
    Screenshot showing the small gear icon in the top, right corner of the email window.
  2. Click on the 'Settings' link.
  3. On the 'General' tab, scroll down and find the 'My Pictures' section.
  4. Click on 'Change Picture'.
  5. Click on 'Choose File' to select a picture from your computer. (If your computer is equipped with a camera, you may have the option of taking a 'selfie' from your computer.)
    Screenshot of the 'upload image' window.
  6. Once the image is selected, a box will be positioned directly over the picture that will allow you to resize the image it by dragging on the corners. 
  7. Then, all you have to do is apply the changes. Now you can decide whether ALL Gmail users are going to see your photo or only those who will chat with you.

https://support.google.com/mail/answer/35529?hl=en

 

To save a Google Doc into a folder, simply make sure that the folder has already been created, open that folder and click 'New', 'Google Docs' while IN that folder. It will be saved to the location in which it is created by default.

 

Since there are so many different devices to consider, we defer to Google for the answer to this question.

Please browse to the page at https://support.google.com/calendar/answer/151674?hl=en then find your device and follow the instructions. 

 

No. If you work in a school district and forward personal information about students in your email messages - who is at risk? You and potentially the student.

You can, however, forward your email to a co-worker within your domain while you are on vacation.

  1. To do so, open the Gmail account that you want to forward from and click on the gear icon then click on the 'Settings' link.
  2. Find the 'Forwarding and Pop/IMAP' tab at the top.
  3. Click on ADD A FORWARDING ADDRESS which will bring up a pop-up box that allows you to put in the address you want to forward your mail TO. This should NOT be a personal email account address.
  4. Go back to your 'Settings', 'FORWARDING AND POP/IMAP' page and make sure that 'FORWARD A COPY OF INCOMING MAIL' is selected and that the email account is selected from the drop-down menu.
  5. Now you will have to determine what to do with the messages AFTER they're forwarded, such as keep as copy in the 'Inbox' (recommended) or archive it.
  6. As always, at the bottom of the page, 'Save Changes'.

https://support.google.com/mail/answer/10957?hl=en&vid=1-635790422088216406-2108149012

 

To be able to forward a message, the message must be open. Once open, there are two ways to forward a message.

  1. In the upper right-hand side of the message are several icons - the first one you generally see is the reply arrow. Once clicked, the menu opens as a drop-down to several other options including the option to  'Forward' your message.
  2. The other way to forward is to scroll to the bottom of the message and click 'Forward' in the text box. You may also enter a message or add an attachment. If there are attachments, make sure you want to keep them. If you do NOT wish to forward the attachments, look at the place where the attachments are listed and click the 'x' at the corner to remove them.

Then simply click 'Send' when you're finished - unless you'd also like to add more recipients.

For additional information, such as forwarding an entire conversation, visit https://support.google.com/mail/answer/6586?hl=en.

 

Google Drive with JAWS - Compiled and Edited by John Rose

The following step-by-step guide offers a basic introduction to a few key components of Google Drive for JAWS users.

Getting Started:

  • Open Mozilla Firefox web browser
  • Go to the address bar: Alt + D or Ctrl + L
  • If a message box appears, type Alt + M to close message box.
  • Type "drive.google.com" then press Enter
  • Toggle JAWS virtual cursor off: Press Caps Lock + Z until you hear "Use virtual PC cursor off"

Navigation Panel:

  • Move computer focus to the navigation panel: Press the "g" key, then the "n" key
  • Navigate the panel: Use the up and down arrows to select from My Drive, Shared With Me, Recent, Starred, or Trash
  • Press enter on the selection (My Drive, Incoming, etc.)

File List:

  • Go to the list of files: Press the "g" key, then the "L" key
  • The "v" key toggles between grid and list views.
  • Use up or down arrows to navigate files

Actions Menu:

  • Press the "a" key to opens the actions menu. The actions menu is an easy way to access almost all the tasks that need to be done with a file or folder. The menu includes: preview, open with (submenu), share (dialog box), get link (dialog box), move to (dialog box), add star, rename (dialog box), manage versions (dialog box), make a copy, download, and remove.

The next step that I would recommend is to perform some of the actions and navigate some of the dialog boxes.

 Adding a star:

  • Select a file. Press "a" to open the Actions menu.
  • Navigate using down arrow to "Add star." Press Enter.
  • Press "g", then "n" to go to the navigation pane.
  • Navigate using down arrow to "Starred". Press Enter.
  • Press "g", then "L" to go to the list of files.
  • Press down arrow to ensure that the file you starred is in the list.

Moving a file to a new folder:

  • Select a file. Press "a" to open the Actions menu.
  • Navigate using down arrow to "Move to..." Press Enter.
  • A dialog box opens. Navigate the dialog box using Tab (forward) and Shift+Tab (backward). Navigate forward using Tab to "Create Folder"
  • Press Spacebar to activate the button
  • Type the name of the folder (e.g. "Homework"). Press Enter.
  • The focus should be on the "Move" button, but you can use Tab then Shift+Tab to make sure. When the focus is on the "Move" button, press Spacebar.
  • Note: If the file is in a shared folder, it will be removed from the shared folder and put in the newly created folder. The people with whom the document is shared will no longer be able to see the document.

Searching for a file or folder:

  • Press the forward slash key (/) to go to the Search edit box.
  • Type the search term and press Enter.
  • The computer focus will be on the list of files and folders that match your search terms. Use the arrow keys to browse through the list.
  • You can use the Actions key (a) or press Enter to open the file or folder.

Sorting files and folder:

  • This task gives you the ability to change how files are sorted, giving you different ways to navigate them.
  • Press the Sort key (r).
  • Use the down or up arrow keys to move through the menu. To determine how files are sorted, listen for “checked” or “not checked” as you navigate through the following options:
    • Last modified
    • Last edited by me
    • Last opened by me
    • Name
  • Press “Enter” to select an option from the list. Your focus returns to the files and folders list for navigation.

Sharing a file or folder:

  • Locate and ensure computer focus is on the selected file or folder.
  • Press “a” to open the Actions menu.
  • Press the down arrow until you hear “Share…”.
  • Press Enter to open the “Share with others” dialog box.
  • The computer focus should be in the text edit box where you type the email address of the person to whom you want to send the file. It may benefit new users to press Tab to navigate the dialog box until JAWS reads “Enter names or email addresses… edit type in text”.
  • Type in the email address of the person with whom you wish to share the file. Press Tab.
  • Type the next email address, if you wish to share the file or folder with more than one person. Press Tab.
  • Indicate the access level for the people with whom you are sharing the file or folder.  Press Spacebar, then use the Up or Down Arrow keys to select either “Can edit,” “Can comment,” or “Can view.” Press Enter when you have selected one of the three choices. Then, press Tab.   
  • You are given the option of adding a note to the person or people with whom you are sharing the file. Type a note, if you want, and then press Tab.
  • You are given the option of notifying people via email. To clear or mark the checkbox, press Spacebar. Then, press Tab.
  • Your computer focus should be on the “Send” button. To send the share invitation, press Spacebar.
  • If you would like to cancel the share invitation, press Tab again to the “Cancel” button and press Spacebar.
  • There is an option at the end of the dialog box for Advanced Sharing, which will be covered below.

Creating new folders:

  • Access My Drive using the Navigation Pane: press “g”, then “n”
  • Create a new folder: Press Shift + f
  • The New Folder dialog box opens. Focus should be on the text edit box, and the text “Untitled folder” is highlighted.
  • Type the name of your new folder.
  • Tab to the “Create” button. Press Spacebar.
  • I have found that pressing “c” to access the “New” button is not always accessible with JAWS (or JAWS). For some users it does work, though:
    • Press “c” to access the “New” button
    • Down Arrow to “Folder,” press Enter
    • “Name Folder” dialog box opens. Type name of new folder.   
    • Tab to “Create” button. Press Spacebar.
    • New folder is created.

Deleting files and folders:

  • Locate the file or folder you wish to delete
  • Press "a" to open the Actions menu.
  • Navigate using down arrow to "Remove.” Press Enter.

Restoring deleted files and folders:

  • Go to the Navigation Pane: Press “g”, then “n”
  • Navigate to Trash using down arrow. Press enter.
  • Focus should move to the file list in the Trash folder. If not, press “g”, then “L”
  • Navigate to the file or folder you would like to restore.
  • Press "a" to open the Actions menu.
  • Navigate to “Restore” using down arrow, then press enter.

Advanced Sharing:

  • There are a variety of options that you can select for sharing documents. Prior to reviewing this section, locate a file or folder with which you want to practice.
  • Press “a” to open the Actions menu
  • Down arrow to Share menu item. Press enter.
  • Tab to the “Advanced” link. Press enter. The “Sharing settings” dialog box should open.
    • The focus will be in a text edit box with the link to the file highlighted, so the screenreader will begin reading the entire link. If you don’t want to listen to this, press Control to stop the screenreader from reading.
    • The link that is highlighted can be copied for sharing in a document or an email. However, the file will only be accessible based on the level of security you give it.
  • Set level of access (who has access to your file or folder)
    • Tab once to “Who has access”
    • Press enter to access the Link sharing dialog box
    • Press tab to access the selected radio button. Most files begin with link sharing off, so VoiceOver will say “Shared with specific people, selected, radio”
    • Press up or down arrows to select a different level of sharing. The levels are as follows:
      • On - Public on the web (anyone on the Internet can find and access the file or folder with no sign-in required)
      • On - Anyone with the link (anyone who has the link can access the file with no sign-in required)
      • On - Institution (if you are a member of an institution, like a school, this selection will read the name of the institution; with this selection, anyone at your institution can find and access the file)
      • On - Institution with link (if you are a member of an institution, with this selection, anyone at your institution who has the link can access the file)
      • Off - Specific people (you select people with whom to share the file; this is the default selection)
    • Tab to the “Save” or “Cancel” button. Press spacebar to select.
  • Share with specific people (similar to the Sharing a File or Folder section above)
    • Tab to “Enter names or email addresses”
    • Type the email address of the person with whom you would like to share the file or folder. Press enter.
    • Type the next email address, if you wish to share the file or folder with more than one person. Press Tab.
    • Indicate the access level for the people with whom you are sharing the file or folder.  Press Spacebar, then use the Up or Down Arrow keys to select either “Can edit,” “Can comment,” or “Can view.” Press Enter when you have selected one of the three choices.    
    • Tab to the “Notify people via email” checkbox. Leave the box checked if you want the people with whom you are sharing a file to get an email about it.
    • Tab to the “Add message” link. Press enter to include an optional message in the email.
    • Tab to the “Send a copy to myself” checkbox. Select this checkbox if you would like to have a copy of the message sent to your email.
    • Tab to the “Send” button. Press spacebar to send.
    • Other options:
      • Tab to “Cancel” button. Press cancel to get out of the dialog box and return to My Drive without sharing. You can also press Escape.
      • Tab to the “Prevent editors from changing access and adding new people” checkbox. Checking this box prevents people to whom you have given edit access from changing other people’s access or sharing the document for new people to edit.

Compiled by John Rose, M.A., M.Ed.

Short-Term Programs, TSBVI

@TSBVI_JohnRose

512.779.5140

 

When you open the settings for your Calendar, the option to Share this Calendar becomes available.

Again, because Google is all about an email-based system - from Gmail to Sheets, to Apps, the 'sharing' part of it requires someone to have an email account. That's how it is shared. When you share it, the other person will receive an email message that your calendar has been shared.

Remember to set up WHAT is shared with them - Permissions will need to be set - whether they can change or edit will be important to you and if they need ownership of it, then this is where you can give it to them. Just let them know you are doing so at the time you share it.

They will be able to click on the email and add the calendar to their calendars, which means it will be in their list of calendars that show up on the left-hand side of the screen under their Calendar menu.

https://support.google.com/calendar/answer/37082?hl=en&vid=1-635797381684986335-2108149012

 

In a word, 'no'. Anything that you send through email, a chat or even instant message can be read by others without your knowledge. 

At TSBVI, your privacy is respected and your messages are not read by your administrators unless they are required to do so by law. As a state agency, TSBVI is subject to the Texas Public Information (Open Records) Act

As your IR Manager says during NEO (New Employee Orientation) each year, "never send anything in a message that you wouldn't want your grandmother to read".

This is especially important to remember when communicating with parents, educators and others outside of the TSBVI domain. Never include personally identifiable information for a student, medical details, student identification numbers or login credentials in an email or publicly shared document. If you need to transfer sensitive information, contact your IR Manager for secure options.

 

On your Calendar, Select the Event you want to Invite people to. Or create an event. On your mobile device, scroll down and touch Invite people. On a computer, find the Add guests section on the right. Start typing the name of the person and choose a result from your contacts. You can also type an email address to invite people who aren't in your contacts list. When you're done editing your event, select Save. When you save your event, an email invitation will be sent to your guests.

https://support.google.com/calendar/answer/37161?hl=en

 

Most people have work and email accounts and often with the same email provider. Google allows you to have multiple Gmail accounts open so that you can switch between accounts easily within the same browser using multiple sign-ins.

  1. All you have to do is sign in to Google.
  2. Click on your profile photo or email address at the top right-hand corner of the page.
  3. Click Add Account from the drop-down menu.
  4. Enter the user name and password for the second account you want to use and then sign in.

If you find you can't log into another account using this method, you may have to use another browser window or even another location to log in. For example, a Yahoo mail account will require you to log in at the Yahoo site in a new tab.

https://support.google.com/mail/answer/1721977?hl=en&vid=1-635790549564646842-2108149012

 

To create a Task in Gmail, simply open your email to one of your mailboxes. You will see either 'Gmail' or 'Mail' in the upper left-hand corner, typically beneath the logo. Click on 'Gmail' or 'Mail' to find the 'Task' menu item in the drop-down.

A box will open on the bottom, right-hand side of your screen. To add a new task, click on the big, bold PLUS ('+') sign. This will immediately allow you to type in a task name. 

Now, you can either press SHIFT+ENTER or click on the 'ACTIONS' option at the bottom of the task box. Here, you may Enter Details - meaning giving your task a due date and a note that defines what the task is that you are trying to complete and its due date.

You may also indent a sub-task (another 'Action' from the menu options at the bottom or you can go to the start of the name of the task and hit the TAB key. That will begin an outline for you.

To attach a task to an email, you can open an email message and in the 'MORE' menu of the email, there is an 'ADD TO TASK' option.

https://support.google.com/mail/answer/106237?hl=en

 

To protect possibly sensitive information, it is best not to sync your business email to a personal device. If your device is lost or stolen, all information on that device could be in the hands of an unethical person.

The safest way to access data on your mobile device is to log in to your email account by browsing to mail.google.com through a web browser (Safari, Chrome, etc...). Once that web browser is closed, or you have been inactive for a period of time, you will be logged out of the account and the email in your account (as well as access to your Google Drive documents) will be inaccessible until you log in again.

Even though mobile devices typically come with Mail apps (the Mail icon on the screen) or even a Google Mail app, these apps should be used for your personal email rather than business email.

Check with your IR department to learn about the specific policies in place for your job site.

 

Contacts are listed separately from your inbox email in Gmail. In the upper left-hand corner of your screen, typically right below a logo, there will either be the word 'Gmail' or 'Mail' (depending on whether you are using Google Apps or not - TSBVI uses Apps).

Click on that link to open a drop-down. You will find 'Contacts' listed there.

Click on 'Contacts' to find the various options available to you.

If you wish to create a new contact, simply click on 'NEW CONTACT'. These are saved automatically once added.

Every time you use the 'REPLY' or 'REPLY to all' buttons, those addresses are automatically added to your contacts in the 'OTHER contacts' list. You can stop this by going to the gear icon, selecting 'Settings', choosing the 'General' tab, scrolling down to 'Create Contacts for Auto-Complete' and selecting the option "I'll add contacts myself".

https://support.google.com/mail/answer/8933?hl=en

 

'Chat' is Google's add-on communication tool that works with Gmail.

  1. If you are logged in to Gmail, click on the gear icon.
  2. Click on 'Settings' and there's a 'Chat' tab.
  3. Click on the 'Chat' tab to open it.
  4. Select 'Chat On' if you are available to send and receive chat notifications.

If you want to chat with someone, click on their name on the left-hand side of the Gmail window. A chat window will open on the right hand side. Enter your message and click enter. The message will pop up on their screen in the same place where you are typing. NOTE: Chat conversations are logged and are subject to the Texas Freedom of Information Act.

http://gmailblog.blogspot.com/2011/01/desktop-notifications-for-emails-and.html

 

When you are in one of your Calendars, go to the gear on the upper right-hand corner of the screen, select SETTINGS and then the screen should show you 'Calendar Settings'. About halfway down should be Default Event Duration. Select the time you wish for your own default time duration for all of YOUR events.

 

'Shared With Me' folders may be shared with a simple right-click, SHARE selection.

From there, you may select ADVANCED settings to discover the Owner of the item.

If you are the owner and you are sharing with others, deleting the file will delete it permanently for everyone.

If you do not own the item, you cannot delete it permanently. Only your copy will be deleted.

For more about Drive documents visit https://support.google.com/drive/answer/2375057?hl=en

 

In Outlook and Eudora you can drag all the relevant mail pieces to folder icons.

In Gmail, however, the concepts are the same but 'labels' are used to group items rather than 'folders' that you create.

First, you can filter the mail by using the built-in filter feature. Check the checkbox in front of one of the emails you want to filter (which means you want all the same type emails filtered from that person or that organization).

For example, if you want all of FACEBOOK messages filtered, first make sure no other message checkboxes are checked. Next, find a message from FACEBOOK in your Inbox and check the box in front of the message. Next, click on the 'MORE' link above your messages and select 'filter messages like these'. 

A box will pop up and in the top, the first box will be filled in like this:

from:(notification+) - then you will have what looks like a blue magnifier at the bottom. Click on it and all the messages ON THAT PAGE will show up. You will then have to put a check in the check box to select all the messages. If you want ALL the messages in ALL your email to show up,  a line of text with the message that includes: Select all messages that match this search will show up at the top of your messages.

Make sure you want to select them ALL. If so, click on that message and then you can delete all the messages from here, label all the messages and then use the archive button (all in one fell swoop) and they will disappear from your inbox. You can then click on the Inbox when you've done this and see that all the messages from FACEBOOK are now out of your inbox altogether.

Check the link below for Google's method of handling labels.

https://support.google.com/mail/answer/35088?hl=en

 

I don't know about you, but email seems to pile up very quickly. How might we find a specific message, say from Mark Smith, about a meeting on "Accessibility" from two weeks ago?

There are several ways to go about this.

  1. I could use the search box at the top of my Gmail page. If I search for 'Mark Smith', though, it will call up everything with the words 'Mark Smith' in it.
  2. To narrow it down a bit, I happen to know that Mark's address is . I can search in that search box or type into the main search box: from: - and voila! All the mail from Mark pops up and I can see from the right side of the screen all the dates I've received mail from him.
  3. If I have a LOT of mail from Mark, I can narrow down the results even more by typing 'from: AND accessibility'  --this would give me only the email with his address and the word 'accessibility' in the message.

Google uses simple language. It doesn't use very many characters like [ and ] or % or any of the programming characters. It's friendly. Just use 'AND' to search for multiple phrases.

For a few more keywords that are used to find email messages, visit https://support.google.com/mail/answer/7190.

https://support.google.com/mail/answer/6593?hl=en&vid=1-635790356974088113-2108149012

 

Double-clicking inside of a cell will permit you to select specific text within that cell. Once selected, click the 'bold' ('B') icon in the toolbar or, using your keyboard, type CTRL+B. Press 'ENTER' or click in another cell to see the change.