G Suite For Dummies - Paul McFedries

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on Internet servers, too, and started telling anyone who’d listen that these files and applications resided “in the cloud” (meaning on a server — or, more typically, a large collection of servers that reside in a special building called a data center — accessible via the Internet).

      All the G Suite components (Gmail, Calendar, Docs, and so on) are examples of such apps — in the rarefied world of cloud computing geeks, these apps are described as software as a service, or SaaS — and they all reside inside Google’s cloud service called, boringly, Google Cloud. So that’s why I say that G Suite apps and your data live “in the cloud.” That’s also why, as I mention a bit earlier in this chapter, you need an Internet connection to use G Suite: It requires that connection to access all its cloud stuff.

      When I talk to people about G Suite, the feature that invariably raises eyebrows is online collaboration. Just the notion that two or more people can work on a document at the same time seems, well, magical. Yep, there's some mind-bogglingly sophisticated technology behind G Suite's collaboration features, but you don't require a PhD in computer science to use them.

       In most cases, inviting fellow collaborators is a simple matter of clicking the Share button, pointed out near the top-right corner of Figure 1-4. You choose whom you want to share the document with, add a brief note (optional), and then send the invite. The invitees receive a link that they can click to be taken directly to the file to start their editing duties.

       The G Suite app lets you know who's editing the document alongside you by displaying an icon for each collaborator. You can hover the mouse pointer over an icon to see that person's name and email address, plus options to contact that person via email, set up a meeting, send a message, or start a video call.

       The G Suite app also displays the Show Chat button, which enables everyone to send messages back and forth. The potential for fun here is unlimited!

       The G Suite app even shows you, in real-time, a tiny pop-up with the name of each collaborator so that you can see at a glance where each person is performing their editing chores.

 Snapshot of a Docs file, with several people editing.

      FIGURE 1-4: A Docs file, with several people editing.

      

I wrote this section to give you just a taste of G Suite collaboration prowess using the Docs app. For the full scoop on Docs collaboration, head for Chapter 11.

      Although I don't talk about them in this book (otherwise, the book would be twice as long as it is), most of the G Suite apps come with mobile versions that run on Android and iOS devices. See either Google Play on your Android device or the App Store on your iOS device to install any of the G Suite apps.

      

For those G Suite apps that lack a version specifically for your mobile device, you can still access those services on your phone or tablet by using your mobile web browser to surf to the app's web address.

App Web Access iOS App Android App
Gmail mail.google.com ✓ ✓
Calendar calendar.google.com ✓ ✓
Contacts contacts.google.com ✓
Docs docs.google.com ✓ ✓
Sheets sheets.google.com ✓ ✓
Slides slides.google.com ✓ ✓
Meet meet.google.com ✓ ✓
Chat chat.google.com ✓ ✓
Groups groups.google.com
Forms forms.google.com
Keep keep.google.com ✓ ✓
Drive drive.google.com ✓ ✓

      Taming the Email Beast

      IN THIS CHAPTER

      

Taking a tour of Gmail

      

Shipping and receiving: Sending and getting messages

      

Replying to and forwarding messages

      

Handling file attachments (carefully!)

      

Helpful tips and techniques for managing all that email

      To the world's technology

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