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G Suite

G Suite is a suite of applications provided by Google. The most commonly used applications, and the ones your company is mostly going to use are Gmail, Contacts, and Calendar. We hope our series of articles help to answer your questions.

Office 365

Office 365 is a suite of applications provided by Microsoft. The most commonly used applications, and the ones your company is mostly going to use are Outlook (email, contacts, and calendar), Word, Excel, and PowerPoint. We hope our series of articles help to answer your questions.

 

Office 365


Office 365


Our company is moving to Office 365: Where do I start?

What is Office 365?

Office 365 is a suite of applications provided by Microsoft. The most commonly used applications, and the ones your company is mostly going to use are Outlook (email, contacts, and calendar), Word, Excel, and PowerPoint. Since many of you are already experts in all of these applications, we think you’ll get the hang of things really quickly. The biggest difference is going to be moving from your version of Office to the latest and greatest from Office 365 (which is essentially Office 2016).

 

Why are we moving to Office 365?

The primary reason is because Outlook email on Office 365 is hosted in the cloud, which means a much lower risk of downtime (Microsoft guarantees 99.9% uptime).

Switching over to cloud based email is going to be the best thing you ever do! It's always online, accessible from everywhere, and integrates with everything.

Some of you are probably thinking to yourself, "finally..." but for the rest of you, we understand that it can be a little scary the first time you log on. Some things may look different and buttons aren't where you're used to seeing them. Don't worry though; you can do everything you ever wanted to do before and once you get the hang of it, there's no turning back.  

 

What about my stuff?

You will be keeping the same email address and you will remain on any internal distribution groups. If you have any email aliases, we'll transfer those as well. Jones IT will take care of moving all of your email, contacts, and calendars to Office 365 so you'll also have all of your data in the new system. Don't worry, your stuff is coming along for the journey.

 

What's Next?

Over the next few weeks leading up to the move, Jones IT will be sending you regular emails with our various tips and tricks that'll help you prepare for the transition to Office 365. We'll go over the timeline of the migration, reference online articles and videos that we've curated from all the best of the web. We've taught people from 8 years old to 80 years old, so we know you can do it!!!

So what are we waiting for? Today we'll give you the most important step in the process:

 

Step 1: Get excited

Yep, that's it. Get excited. Change is scary, but if you go into this process knowing that you're going to be more efficient than you've ever been then you'll have more success with the transition.

Step 2: Coming soon...

We don't want to overwhelm you right off the bat. In our next article in this series, we'll go over some of the keys to using Office 365 and Outlook efficiently.

 

We're here for you Every Step of the Way

Don't forget, if your company is going through the Office 365 Apps migration process with Jones IT, we'll be sending your staff regular updates and keep you in the loop during the whole process.  If you have any questions along the way, don't hesitate to ask. If you're already an Office 365 pro and want to skip our email tutorial, feel free to unsubscribe and you won't get any more alerts. Just make sure you mark your calendar for the move date so you're not caught off guard when we cutover.

By the way, for those of you who want to get a head start on learning about Outlook, as well of the rest of the Office 365 suite, we put together this resource guide here. This has links to EVERYTHING users need for post-migration help. We have separate tabs for each App and each tab has links to how-to guides, videos, and more!

If you have any questions or concerns, please feel free to contact Jones IT (support@itjones.com, 415.578.7111, support.itjones.com) and we will be more than happy to help you.

 

Chromebox


Chromebox


 

G Suite


G Suite


Introduction to G Suite

What is G Suite?

G Suite is a suite of applications provided by Google. The most commonly used applications, and the ones your company is mostly going to use are Gmail, Contacts, and Calendar. A little bit later we'll introduce Google Drive, Docs, Sheets, etc.., but let's keep it simple for now. We find that once you get the hand of the core applications of Gmail, Contacts, and Calendar, then the rest will come easy to you.

Why are we moving to G Suite?

The primary reason is because of Gmail. Switching over to Gmail is going to be the best thing you ever do! It's always online, accessible from everywhere, integrates with everything, and you'll finally have a reliable email search...you Outlook people know difficult search can be ;)

We also have the benefit of seeing stats across thousands of email users and we consistently see more time draining issues related to searching, crashing, setup issues, and spam when compared to Gmail. We see that our customers on Gmail consistently have a 30% higher customer satisfaction rating when compared to Outlook users.

Some of you are probably thinking to yourself, "finally..." but for the rest of you, we understand that it can be a little scary the first time you log on. Everything looks different and buttons aren't where you're used to seeing them. Don't worry though; you can do everything you ever wanted to do in a traditional email client like Outlook or Apple Mail and once you get the hang of it, there's no turning back.  

What about my stuff?

You will be keeping the same email address and you will remain on any internal distribution groups. If you have any email aliases, we'll transfer those as well. Jones IT will take care of moving all of your email, contacts, and calendars to G Suite so you'll also have all of your data in the new system. Don't worry, your stuff is coming along for the journey.

What's Next?

Over the first few weeks leading up to the move, Jones IT will be sending you regular emails with our various tips and tricks that'll help you prepare for the transition to G Suite. We'll go over the timeline of the migration, reference online articles and videos that we've curated from all the best of the web. We've taught people from 8 years old to 80 years old, so we know you can do it!!!

So what are we waiting for? Today we'll give you the most important step in the process:

Step 1: Get excited

Yep, that's it. Get excited. Change is scary, but if you go into this process knowing that you're going to be more efficient than you've ever been then you'll have more success with the transition. For some of you, going cold turkey off Outlook will be a shock to the system, but once you get past the first 48 hours, you'll find that Gmail is way easier to search, never crashes, works well everywhere, never bogs down due to too many emails, and is way more customizable.

Step 2: Coming soon...

We don't want to overwhelm you right off the bat. In our next article in this series, we'll go over some of the key differences between Gmail and Outlook.

Switching from Outlook to Gmail


Switching from Outlook to Gmail


I am switching from Outlook to Gmail: What are the biggest changes?

In our last article, we listed Step 1 of the move is to Get Excited. Now that that's over with, you're ready to start digging in a little deeper.

Step 2: Start familiarizing with Gmail

For those of you Outlook lovers, the biggest change in moving to Gmail is the lingo. For example, in Outlook you Flag messages, but in Gmail, you Star them.  Instead of organizing using Folders, Gmail uses Labels. Sorting in Outlook becomes Search in Gmail, which sometimes startles folks at first until they learn that searching is much speedier than sorting. Gone are the days of searching in Outlook across several folders and waiting 20 minutes only to get very few results. The same search in Gmail will be instantaneous!

For those of you who haven't used Gmail in the past, we really like this YouTube video intro to Gmail:

Step 3: Moving from Outlook to Gmail

If you are concerned about losing functionality, don’t worry! Gmail has the same functionality as Outlook and much more. See the PDF linked here for an in depth comparison on composing new emails, formatting and signatures, attaching files, conversations, labels vs. folders, canned responses and much more.

We strongly urge you to take a look since it will probably answer most of your questions about Outlook vs. Gmail. We also encourage you to go to learn.googleapps.com for even more useful info on switching to G Suite.

If you have any questions or concerns, please feel free to contact Jones IT (support@itjones.com, 415.578.7111, support.itjones.com) and we will be more than happy to help you.

Gmail Setup For Your Device


Gmail Setup For Your Device


Cutover day is here: How do I check my gmail, setup mail on my phone, & update signatures?

If you’ve read all the previous articles, attended all the onsite training sessions, and reviewed all the resource guides (here), you get a Gold Star! We’re super proud of you for being ready for your company's migration day, when we cutover to G Suite & Gmail...you’re really on your way to being a true G Suite geek…

For the rest of you, don’t worry, be happy...we still love you and got your back. As we mentioned in our previous articles, we’re taking care of all your stuff (email, contacts, and calendars) and the Jones IT team will be there for you onsite 100% on the first business day following the cutover in case you need anything.

Once the change goes through, we recommend the following:

  1. Once the cutover goes through, remember to go to gmail.com from now on to check email. Note that the cutover can take up to 24 hours so you'll want to continue checking your Outlook as well as your gmail until the day after the cutover date. Usually the cutover takes about an hour.
  2. We recommend adding your new accounts to your mobile device & update signatures. To do so, check out the following instructions.

How to setup Google Sync on your iPhone, iPad, or iPod touch

Enter the following settings in your Apple device.

  1. Open the Settings app.
  2. Tap Mail, Contacts, Calendars.
  3. Tap Add Account.
  4. Tap Microsoft Exchange.
  5. Under Email, enter your full Gmail or Google Account email address (i.e. name@gmail.com or name@mygoogleaccountdomain.com).
  6. Enter m.google.com as the Server.
  7. Leave the Domain field blank. (Really.)
  8. Enter your full Gmail or Google Account email address as the Username.
  9. Enter your account password next to Password.
  10. Change the Description to reflect what you want the account to be called. (You can do this later, too.)
  11. Tap next.
  12. Select what you want to sync (Mail, Calendar, Contacts, Reminders).
  13. Tap Save.
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How to setup G Suite on Android

1. Touch the Settings > Accounts > Add account > Google to add your G Suite account.

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2. Select Existing and enter your full G Suite email address as your username and your password.

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3. Touch OK to agree to the Terms of Service. The device will sign in to your domain. This process may take a few minutes.

4. You may be presented with additional steps giving you the option to join Google+, opt in to Google Play communications, or set up a credit card to purchase Google Play media. You can choose to set these up or touch Not now.

5. After completing these steps, you should see Account sign-in successful. You can choose which services you want to sync to the device.

How to setup Gmail Signatures

On your computer, Signatures are separated from the rest of your message by two dashes. To see a signature in Gmail, click the Show trimmed content button  at the bottom of the message.

Add a signature...

On a computer, open Gmail

  1. At the top right, click the settings icon .
  2. Select Settings. (GO TO GMAIL SETTINGS)
  3. Scroll down to the "Signature" section and enter your new signature text in the box.
  4. Optional: Format your text using the buttons above the text box.
  5. At the bottom of the page, click Save Changes.

On Android devices

  1. On your Android phone or tablet, open the Gmail app.
  2. Touch the menu .
  3. Scroll down and touch Settings.
  4. Touch the account you'd like to add the signature to.
  5. Touch Signature.
  6. Type in your signature.
  7. Touch OK

On Apple iPhone, iPad, or iPod Touch

  1. Tap Settings on the iPhone Home screen.
  2. Go to Mail, Contacts, Calendars.
  3. Tap Signature under Mail.
  4. To set up one signature for all your email accounts:
    • Make sure All Accounts is selected.
    • Enter your desired signature.
  5. To have iOS Mail use signatures specific to accounts:
    • Make sure Per Account is selected.
    • Edit the signature for each desired account as you please.