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Setting up your Google Apps Account

You can click on any image to see a larger version.

Jump to: Adding users to your chat list


Logging In

First you must login to your Google Apps account. This can be done one of two ways.

The first method involves going to a special link: https://www.google.com/a/ooa.sas.rutgers.edu

When you visit this link you'll see a screen like the one below. You can login with user Novell username and the initial password you were given.

Google Apps screenshot: Log in with your Novell username

Alternatively you can go to the regular gmail link: https://www.gmail.com

This will be eaiser to remember but when you login you'll need to use your full Office of Administration username on Google Apps. Your full username is your Novell name with @ooa.sas.rutgers.edu appended to the end of it.

So, for example, if your username is jsmith on Novell then your Google Apps username will be This email address is being protected from spambots. You need JavaScript enabled to view it.. You can see the difference if you compare the image in the last example with the one at below.

Gmail screenshot: Log in through Gmail using your Novell name with "@ooa.sas.rutgers.edu"

The first time you login you'll receive a screen "Welcome to your account."

Click "I accept. Continue to my account."

Google Account page screenshot: Click "I accept. Continue to my account" on the bottom-left

The first time you login you'll need to change your password. Enter the password you were given in the first box and then enter a new password in the second and third boxes. Yes, you can make this password the same as the one you use for Novell.

Once you've changed your password you'll receive a welcome screen. Just click on "Let's get started."

Google Apps Starter Pop-up screenshot: Click "Let's get started" at the bottom of the window

You'll then receive a notification about the services that are available to you. Remember that we're not using all of the services available on Google Apps. We're primarily interested in the Instant Messaging (chat) features. You won't be using the Calendar or other features. We'll continue to use Zimbra for those.

Google Apps Services page screenshot: Gmail is highlighted because that is what is of interested

You're now logged into Google Mail for apps. We have our own mail so you'll never use the email part of the screen. You're only interested in the chat features that are visible on the left side under the green video camera icon.

Gmail homepage screenshot: Gchat is on the bottom left of the screen. Make sure there is a green camera

 


 

Adding users to your chat list

Jump to: Logging In

The first thing you'll want to do is invite the other members of the office to be able to chat with them. To add them click on the icon to the left of the green camera and a box will pop up with choices.

In that box choose Add Contact.

 Gchat screenshot: Add a contact by clicking on the icon next to the green camera above the search bar on the bottom left of the screen

In order to include everyone from the Finance and HR areas you can copy the list of addresses below into the white box in the Chat Invitations window.

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Chat invitation screenshot: Type in all the email address of the people you want to invite into the large text box and click "Send invites" below the text box

Once you paste the information into the box you can edit the addresses to remove anyone you don't want to invite into chat. Once you're done editing click Send Invites.

You have now invited all of those people to be on your chat list. It's now up to them to accept your invitation. You will not be able to chat with them until they have accepted your invitation.

If you look in the chat area you'll see the names of the people you have invited but they won't have a status icon next to them because the person hasn't accepted your invitation yet.

Gchat Contact List screenshot: Any added contacts will show with their name or email under the search bar on the bottom left of the screen

This is what it will look like on the screen of the person who has been invited. As you can see they have the option of allowing you to chat with them. Once you click yes the person will be able to chat with you until you revoke their chat privileges.

Gchat Contact Invite screenshot: Press "yes" to add the person to your Contacts list or "no" to deny them

Once your invitation has been accepted, the name of the person you invited will show up with a status icon and you will be able to chat with them.

If you don't like the way the person's name is displayed in the chat window you can change the way their name is displayed. You can see in the example below that the user's name shows as hrutgers. Let's say we wanted a full name to display instead of just their username.

Contact Names screenshot: The way a contact's name is displayed can be changed

Click on the word Mail and choose Contacts from the drop down menu.

Gmail screenshot: Selext "Mail" at the top left of the screen

Then click on Other Contacts and select the user whose name you'd like to change.

Click where it says Add Name and you'll be enter the name as you'd like it to be displayed.

Contacts Screenshot: Select the specific contact you wish to change and click the words "Add name" at the top of the screen then type in the new name

Now notice that the name has changed in the chat area.

Contact screenshot: Once the name has been change, there will be a notification at the top of the screen in a yellow bar confirming the save

You're now ready to start using Instant Messaging.

 

Contact Us

scotthall Scott Hall (Main Office)
43 College Avenue
New Brunswick, NJ 08901
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