G Suite Account Setup

G Suite Account Setup

Getting your new G Suite account setup requires a few steps. Taking the 30 minutes or so to follow this guide will take care of the basics, get you comfortable in the web apps, and give a chance to look around a bit.

The G Suite Learning Center should provide more information or answer specific questions.

Basic terminology

  • Account:
    • Your primary account address in the format first.last@sr4partners.com
  • Password:
    • Your user-set password
    • Default value: sr4-2017
  • Two factor authorization (2FA)
    • Optional (for now) account setting to secure your account
    • Sign in with email/password combo, followed by a time-based challenge code
  • Alias:
    • An alternate email address that delivers to your primary mailbox
    • Nice for transitioning to new first.last@sr4partners.com format
    • Additional setup required to send email from this address
  • Group:
    • An alternate email address that delivers to group members primary mailboxes
    • Allows multiple individuals to be notified of incoming messages
      • Individual delivery (i.e., your receipt/read/replied status does not automatically reflect to other group members)
    • Additional setup required to send email from this address

Sign in to your account

sign-in.png
  1. Sign in at https://mail.google.com/a/sr4partners.com
  2. Accept the terms of the new account
  3. Create a new password
    • A strong password is something that you will remember but is not recognizable. Short phrases, numeral substitutions for vowels, and punctuation marks all help in creating a secure password.
  4. Welcome to your new G Suite account
    • You will be in Mail by default
    • There’s some introductory emails from G Suite for reference.

Customize your account

Click on the initial icon at the top right, and then click the My Account 

  1. Secure your account
  2. Set personal info and privacy
  3. Set account preferences for language, accessibility, etc…

Use the grid icon at the top right to switch applications. Select Mail.

Adjust Mail settings

Select Settings form the drop-down cog menu on the top-right. Most of the settings are personal preference, so click around, read, and adjust as you see fit.

Enable IMAP

IMAP will allow you to use a mail client like macOS Mail, Thunderbird, or others. IMAP keeps your mail activity in sync between devices instead of downloading to whatever device you happen to use via POP.

  1. Select Settings form the drop-down cog menu on the top-right.
  2. Select POP/IMAP Download
  3. Ensure POP is disabled
  4. Enable IMAP and leave default settings
  5. Save

 

Setup Alias and Group addresses

In order to send email from an Alias or Group address, we have to set up your account to use them. Reference Gmail help

  1. Select Settings form the drop-down cog menu on the top-right.
  2. Select Accounts and Import
  3. In the Send mail as section, click Add another email address
  4. In the popup window, complete with Alias or Group info
    • Add the Name and Address that you want to send email as
      • Example (alias): Primary account is first.last@sr4partners.com, and most team members already have an address first@sr4partners.com. So adding the first@sr4partners.com address as an alias allows you to still send email with that address.
      • Example (not alias) As a part of the Development team, I can receive email sent to dev@sr4partners.com. Sometimes I may need to send a message as the Group. Setting up dev@sr4partners.com as an alternate address allows me to select the From: value when authoring a message.
      • Example (alias): My personal assistant needs to send messages on my behalf. Setting up my address in his account allows him to do that.
  5. Follow the verification links delivered to the new address

Now when I compose a message I can select which address to send as…

Switching from Outlook?

If you are migrating from Outlook, use this guide to aid your transition. Two major differences to get acclimated…

  • Folders from Outlook have been mapped to Labels in Mail.
  • Message are grouped in conversations/threads by default

 

Configure mail client

Most folks will want to configure Mail Thunderbird, or Outlook. Use the G Suite documentation to set up your devices


Contacts

Contacts help from Google

Contacts includes a directory of all team members, shared external contacts, and your own personal contacts. Migration has moved contacts from your old Exchange account to the new G Suite account.

If you have other contacts to import, use the G Suite documentation for importing.


Calendar

Calendar help from Google

Use the grid icon at the top right to switch applications. Select Calendar.

Calendar displays your default personal calendar as well as shared team calendars and any other calendars that you subscribe to. These are all listed in the left sidebar. Your personal calendar has the label of your name.

Personal calendars are shared to the remainder of the team by default, but will not display event details—only gives free/busy status.

Adjust Calendar settings

Select Settings form the drop-down cog menu on the top-right. Most of the settings are personal preference, so click around, read, and adjust as you see fit.

By default, calendar sharing settings are as follows:

  • Outside sr4 Partners, only free/busy information is available
  • Inside sr4 Partners, only free/busy information is available

 

Add resource calendars

Each team member should add the resource calendars to see the availability of our shared meeting spaces.

  • In Other Calendars, select Browse Interesting Calendars
  • On the Interesting Calendars page, select the More tab
    • Click on Resources for sr4partners.com
    • Subscribe to sr4 Conference Roomsr4 Meeting Lounge, and sr4 Phone Booth
  • Resource calendars are now visible and can be viewed/hidden as needed
    • Note how the Huddle is showing now on the calendar interface
    • Click the colored box next to the label to hide it

Travel & Vacation

Each team member should add their business and vacation travel to their individual calendar as all-day events for the days they will be on the road/out-of-office. This will allow other team members to see your availability when looking for mutually appropriate event times.

When adding travel/vacation, please change the visibility status to Public.

Creating events

Click in the calendar grid where you want to schedule something (or anywhere).

Note that you can create Event, Reminder, or Appointment Slots.

Quick add

  • Give the event a label
  • Select which calendar to place the event on
  • Click Create

 

Complete details

  • Give the event a label
  • Select which calendar to place the event on
  • Click Edit event
  • Adjust the details of your event
    • Add a location
    • Attach files
    • Set reminders

Add Guests

  • Type an email address to invite someone
    • All sr4 Partners Users and Groups should autocomplete
  • Adjust the permissions for guests as needed

 

Reserve a room

  • Click on Rooms
  • Choose form the available share locations

 

Video Meeting

Click Add video meeting details to create a Meet conferencing location. This will generate a unique link for video conference.


Hangouts & Meet

Use the grid icon at the top right to switch applications. Select Hangouts, it may be under More toggle at the bottom.

Fun fact: You can click and drag the application icons into the order you want

Hangouts is the legacy version of G Suite’s video conference feature, and is slowly being replaced with Hangouts Meet and Hangouts Chat. So things may shift a little in the future, but the basics will function the same.

Start a video call

  • Click Video Call. This will launch a new window and you may need to give access to camera and microphone.
  • + Start a new meeting will spin up a conference for you in the new Meet interface
    • Click Join Meeting
    • Add others by copying and distributing the link give to you
  • Use a meeting code allows you to create a vanity URL and spins up the conference in the legacy Hangouts interface

 

Present your screen

Click the Present button and select to share either your entire screen or just a window (recommended).

Start a phone call

Sure, you could do this.

Start a chat