Google Apps at Butler
Google Apps are a suite of online tools, powered by Google, that can be used for sharing files and working together on documents in real time. All faculty, staff, and enrolled students have Google Apps accounts. Visit http://drive.google.com and use your Butler email address and password to log into your account.
Google Drive lets you store and access your files anywhere -- on the web, on your hard drive, or on the go. All Butler Google Apps accounts come with unlimited Drive storage. Here is an overview of Google Drive. You can also watch this introductory video.
Google Docs, Sheets, and Slides
Google Docs, Sheets, and Slides are tools that allow you to create different kinds of documents, work on them simultaneously with other people, and access them from anywhere you have a computer and an Internet connection. Here is an overview of Google Docs, Sheets, and Slides. These apps do not replace Microsoft Office (Word, Excel, etc.) on campus (though you can use them to edit Office files - see the FAQ below), but serve as a complementary toolset for document collaboration.
Google Hangouts (formerly Google Talk) offers the ability to conduct one-on-one conversations and group conversations with photos and video calls, allowing you to connect with people across computers, Android, and Apple devices. Learn more about how to get started with Google Hangouts in the FAQ below.
Google Docs Help & Assistance
- Sign in to Your Butler Google Apps Account
- Google Docs Basics: Access, Create, Edit, Cut, Copy, Paste and Print
- Google Spreadsheet Basics
- Google Presentation Basic
- Google Forms
- Google Docs: Sharing and Collaboration
- Google Docs: Search and Navigate the Documents List
- Google Docs: Download a File to Your Computer
- Google Docs: Document Deletion and Recovery Rules
- Download or Transfer Data from your Butler Google Apps Account
Learn More About Google Apps
- Visit the Google Apps Learning Center
- Visit the Google Apps LibGuide
- Learn at your own pace. Taking free online courses from Atomic Learning
- Review this blog post: 40 Quick Tips for Google Docs
- Learn from others in the Official Google Docs Community Forum
- See videos about Google Docs on YouTube
- Get help on the web from the Google Drive Help Center
Frequently Asked Questions
All Butler students, faculty and staff automatically have Google Apps accounts. To sign into your account, visithttp://docs.google.com and use your Butler email address and password. If you have problems signing in, contact the IT Help Desk.
To access the Dashboard for your Butler Google Apps account visit http://apps.butler.edu/google.
Possibly. If you signed into Google using your @butler.edu email address before March 22, 2011, you will have what Google calls a "conflicting account". A conflicting account occurs when two Google accounts have the same email address. The first time you try to log into your account you will see a page titled 'An update to your account is required'. You will see this page each time you sign in until you have updated your account. This page will direct you through a process to update your account. To better understand this process, IT highly recommends taking a tour.
If you DID NOT use your @butler.edu email address to log into Google before March 22, 2011, you will see no change. You will just gain the option of logging into your new Butler Google Apps account with your @butler.edu email address and password.
Your Butler Google Apps account is completely separate from any other Google accounts you may have.
A Butler Google Apps account helps you connect with people at Butler because you use Butler email addresses to share documents within the Butler community. Having a Butler Google Apps account can also help you keep your Butler and personal information separate. Also, a searchable user directory and autocomplete features makes sharing easier. Autocomplete allows you to begin typing into an address field within any App and have a list of matching contact names automatically appear. The list narrows as you type more letters. You can then select any address from this list, and the full address automatically fills the field.
Another huge benefit of using your Butler Google Apps account is the unlimited Drive storage available to you!
Google Drive, Docs, Sheets, Forms, Slides, and Hangouts are fully supported by Butler IT. Mail is not available, but most other apps (e.g. Calendar, Sites, Blogger, YouTube, Google+, etc.) are available for use at your discretion. IT does not provide support for any of those apps at this time. While Google Calendar is available, it is separate from and does not sync with your BUmail calendar.
Just like BUmail, My.Butler, etc., Butler has access to the data in Butler Google Apps accounts. However, Butler would only access this data in limited circumstances as defined in Butler's policy on the Privacy of Personally Created Content. Google Apps accounts are powered by Google but administered by Butler University. Therefore, Butler (not Google) owns all data stored within Butler Google Apps accounts. Visit this page for Google's Security and Privacy Frequently Asked Questions.
By default, data stored in Google Apps is private to you. You may choose to share this data with others or publish it on the web. Once you choose to publish something to the web, Google and other search engines may index it and present it in their results.
Should information that is considered Identity Theft Information according to Butler policy be stored in Google Apps?
No. While IT feels very good about Google's security measures, until Butler has more experience with these tools, social security numbers, credit card numbers and bank account information of our constituents should not be stored in Google Apps. See Butler's policy on Identity Theft Information for more details.
Your Butler Google Apps account is treated the same as all other Butler computing accounts. Please see the Network Account Frequently Asked Questions for details. See Download or Transfer Data from your Butler Google Apps Account for directions on downloading data from your Google Apps account.
Not at this time. Today, Butler email is not being delivered to Google, but continues to be delivered to BUmail. Not making Google email available should help eliminate confusion around which systems to use for this function. IT and the IMC believe that having the community on one email and shared calendar system is of great value because it reduces complexity when working with others.
Google Hangouts (formerly Google Talk) is available to all Butler students, faculty, and staff for use with their Butler Google Apps account. Google Hangouts offers one-on-one and group conversations with photos and video calls, as well as the ability to connect with people across computers, Android, and Apple devices.
There are multiple ways to access Google Hangouts using your Butler Google Apps account:
- Web option:
- Mobile option:
- On iOS or Android, go to the respective App Store and search for Google Hangouts. Download the app and log in with your full Butler email address and password.
You will need to invite people to chat individually using their Butler email address in order to connect with them.
Additional information on Google Hangouts is available here.
You can download most of the information stored in your Google Apps account at anytime by using the Data Liberation tab in your Account Settings. For more details visit http://www.dataliberation.org/.
While most Google Apps are supported in all major web browsers, IT has found that Google Chrome provides the most consistent experience and can provide increased usability. If you plan to use Google Apps heavily, IT recommends using Google Chrome.
There are a number of ways to learn more about Google Docs.
- Get help on the web from the Google Docs Help Center
- Learn at your own pace by taking a free online course on Google Docs from Atomic Learning
- Boise State Univ. has created a helpful blog post called 40 Quick Tips for Google Docs
- Learn from others in the Official Google Docs Community Forum
- See videos about Google Docs on YouTube
- Attend a training session at Butler (coming soon)
- If you run into a problem, visit the Known Issues Page
A: Google Docs is by no means a replacement for Office (at least for heavy users) and Office is by no means a replacement for Google Docs. Their "sweet spots" are very different. Many people can (and do) benefit from using both tools. Office provides fine grain control over formatting and has many features, but does not allow for easy collaboration with others. Google Docs makes it easy to collaborate, but has far fewer features and provides less formatting control than Office. Both Office and Google Docs will be available at Butler. The grid below provides guidance on which tool to use for what. Collaboration in this grid refers to document collaboration e.g., documents, spreadsheets and presentations.
|Tool||Good For||Not Good For|
If you are collaborating on a complicated document, consider using Google Docs to collaborate on the content and then take that content out of Google Docs and bring it into Office or some other software to finalize the formatting.
Yes! Google recently updated Docs, Sheets, and Slides to support editing Office documents so you can easily store and share even more files from Google Drive. The mobile apps already support editing Office documents; by using the Google Chrome web browser and adding an extension you can also edit Office files on the web.
Learn more about this update on Google's blog.
- Use Google Forms to quickly collect data for student peer evaluations, beginning of the year "get to know you" surveys, event sign-ups, and more. Consider using forms to collect real-time feedback in class.
- Use Google Docs to collaborate with one other person or group of people on presentations, papers, business plans, course plans, etc. We can't even begin to list all of the uses!
- Use the commenting system inside Google Docs to help make the feedback cycle shorter and keep track of the discussion that takes place while creating the document.
- Use a Google Spreadsheet to help make a search committee's work easier. During a search, if you use a scoring rubric, each member can score each candidate on a number of variables in the spreadsheet. Everyone can then see how the candidates are stacking up.
Yes. Google+ is available as part of Butler Google Apps. Keep in mind that if you already have a Google+ profile under a personal Google account, your Butler Google+ profile will be IN ADDITION to your personal profile - meaning you will have two Google+ profiles. The Google+ team is aware of this and is looking into ways to merge accounts when students graduate. Just be aware that the two accounts are separate.
It is not possible to combine two Google accounts or merge data. To learn more visit Google's Account Merge and Data Move Options page.