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Google Sites User Guide - New Google Sites Tips and Hints

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Google Sites User Guide - New Google Sites Tips and Hints - Just launched - was jotspot.com until google bought them out. Use Google Sites with Google Apps for online collaboration. Google sites is now open to all and adding features daily.

More Info
									GOOGLE SITES (Formerally Jotspot.com)
Google Sites is an online application that makes creating a team web site as easy as editing a document. With Google Sites, people can quickly gather a variety of information in one place -- including videos, calendars, presentations, attachments, and text -- and easily share it for viewing or editing with a small group, their entire organization, or the world. Get started with Google Sites at http://sites.google.com/site. Key product features:
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Customize your site's interface to resemble your group or project's look and feel Create a new sub-page with the click of a button Choose from a growing list of page types: webpage, announcements, file cabinet Centralize shared information: Embed rich content (video, Google Docs documents, spreadsheets, presentations, Picasa photo slide shows, iGoogle gadgets) into any page, and upload file attachments Manage permissions settings to keep your site as private or widely editable and viewable as you'd like Search across your Google Sites content with Google search technology

There are several videos available that can help get you started:
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Short video tour with examples of how you can use Google Sites Short video tutorial to help you get started Interactive online tutorial which explains concepts within Google Sites

Privacy and Security
What are the differences between Owners, Collaborators and Viewers? Owners can:
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Invite other owners, collaborators, or viewers Change site themes, and layout Change the site name Delete the site Export backups and import to restore from backup Do everything a collaborator can do

Collaborators can:
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Create, edit, delete pages Move pages Add attachments Add comments Add/remove pages to the sidebar navigation Subscribe to site and page changes

Viewers can:
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Only view pages

Who Can Edit Pages?
You can specify who you share your workspace with by clicking the Sharing tab. Under Settings, invite others to be owners, collaborators or viewers. Google Apps users whose domain is managed by an administrator may have sharing settings restricted by the admin to prevent sharing or collaboration outside the domain.

Who can see the pages?
The owner of the site controls sharing (Site Settings -> Sharing). Your site can be either public, private, or for a specified list of users you've designated. Google Apps users whose domain is managed by an administrator may have sharing settings restricted by the admin to prevent sharing outside the domain.

How can I tell what users are able to access the site?
On the right side of the Sharing page, you'll see a current list of your owners, collaborators and viewers. On this page, you’ll also have the option to remove email addresses from the list.

Working with pages
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How do I create a page? How do I include named anchors for linking within a page? How do I get rid of the gradient at the top of the page? How do I link to a page that doesn't exist yet? How many pages can I create in a site? How do I insert links on a page? Can I upload existing Web pages? How can I use the "More Actions" drop-down menu? What does the Edit Page Settings option do? How do I print a page? How do I delete a page? How do I include a page in navigation? How do I change the order of pages displayed in navigation? How do I specify the location of a page? How do I move it? How do I add a table of contents to a page? What happens when you "break the lock" while someone is editing a page? Why is my custom code being stripped? How do I preformat text? If I don’t like a change I made to my page, how can I go back to the original version? How do I add entries so they appear on every page? Is it possible to add metadata, such as keywords and a description, to a page? Can I adjust the size of individual columns and not the entire table?

Working with files
Can I use animated .GIFs on Sites?
Google Sites doesn't support animated GIFs currently. In order to use an animated GIF, you'll need to host it outside of Sites and link to it using its hosted URL.

What are attachment size limits?
Attached files and uploaded images are currently limited to 10 MB. Each domain is limited to 10 GB in total size with Premier and Education Edition domains receiving 500 MB per user beyond the initial quota.

How do I view attachments?
In order to correctly access, view or download attachments, you'll need to make sure that the end user is directly visiting the page that the attachment is hosted on. Copying and pasting the attachment URL directly will not work. Once the user has visited the page where the attachment is hosted, they will then need to click on the attachment link in order to download it.

How do I attach a document? You can attach files within the Attachments section at the bottom of any page or within a File Cabinet-type page. To attach a document to a standard page, click Browse next to Attach a file, browse for the file, select it, and click Open. To attach documents to a File Cabinet, create a new page using the File Cabinet type and upload your files there using folders as desired to organize the contents. Tip: Once you've attached documents, you may grab their links and drag them into the body of the page you're editing with your mouse. How do I upload an image?
In edit mode, click Insert and select Image. Then either browse for the image on your machine or upload it from a specific web address. All images are scrubbed for vulnerabilities and converted to either JPG or PNG. The image is automatically linked to itself, allowing users to render it full screen by clicking it. You may manually resize the image on the page within the HTML source view by including attributes for width, height or both within the img src tag, such as: width="800px" .

What options are available for displaying images on pages?
Once an image is included on a page, you may access controls for changing its size, alignment and whether text wraps around it by clicking on the image in edit mode. The controls then appear as links directly below the image. You may choose one of four sizes: small, medium, large, or original size. You can also align the image to the left, center or right. Finally, you may turn text wrapping on or off.

Can I upload existing Web pages?
No, you cannot upload Web pages as individual HTML files. However, If your site will be the central home for this content, meaning you want to maintain that material directly within Sites, consider instead copying the HTML source from the desired files and creating new pages with it by pasting it into the HTML view of those pages. You may copy and paste this content directly into Sites, either from the browser view or using HTML source. The browser method is faster but less reliable since you may miss entries in your selection. You can avoid this by selecting all but may then capture other elements you don't want. The HTML source method is more predictable but requires additional steps and poses the opposite risk of capturing navigation and other elements you don't need. Note: Please note web content created in some applications containing non-standard HTML tags and entities may not transfer with its format intact. To copy from the browser: 1. Select the desired content by dragging your mouse and highlighting the text. (Images will not be copied.) 2. Copy the selection to your clipboard. 3. In Sites, open an existing page for editing or create a new one. 4. Click within the page and paste your selection (via right-click or Ctrl-V). To copy from the source: 1. View the desired content in a browser and then view its source. 2. Select the desired content from the source view by dragging your mouse and highlighting the text. Typically, you will want everything within the <body></body> tags. 3. Copy the selection to your clipboard. 4. In Sites, open an existing page for editing or create a new one. 5. Click the HTML icon to open Sites' source view. 6. Click within the source view and paste your selection (via right-click or Ctrl-V), then click Update. You may need to repair broken links and include missing images. Finally, delete the now-redundant original from which this content was copied.

How do I link to a file I've attached to another page?
Navigate to the page containing the desired file, right-click on its link and select Copy Shortcut/Copy Link Location. Then, on the new page, highlight the text to be linked, click Link, select Web address and paste the URL to the file. Finally, click OK.

Can I see all of the attachments uploaded to my site?
No, Sites does not yet provide a consolidated view of all attachments.

Site settings
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How do I change the logo? How do I access Sites? How do i change the landing page for my Site? Who can delete comments and attachments? How do I hide or show Site title? How much storage do I have in Google Sites? What size logo can i use What does it mean to Change Site Settings? How can I customize my site's appearance? How do I change the sidebar? How do I remove or hide my site title? Who can edit pages? How do I change the order of pages displayed in navigation? What are the different sharing options for my site?

Using Google Sites with Google Apps
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Why can't I use my email address with Google Apps Team Edition? How do I enable or disable Google Sites in Google Apps accounts? Can Google Sites be used for non-US English Google Apps accounts?

Using Analytics with Google Sites
Using Google Analytics with Sites is simple and easily integrated. All you'll need to use the two together is an Analytics account and a Sites account. To sign up for Google Analytics please click on the following link: http://www.google.com/analytics/indexu.html

How do I access my Analytics tracking ID?
1. To access your tracking ID: Sign in to Google Analytics 2. From the Analytics Settings page, find the profile for which you would like to retrieve the tracking Id. Please note that tracking Id is web-property specific. 3. From that profile's Settings column, click Edit 4. At the top right of the Main Website Profile Information box, click Check Status 5. The part of the tracking code that you will need to type into your Sites Statistical Settings box is the "UA-xxxxxx-x" part of it.

Note: currently analytics does not allow you to create a profile with a full path. So it will report an error if you paste in the full URL to your site when creating that profile. As a workaround, when creating the profile, enter sites.google.com as your website URL. Then, once it is created, edit the "Main Website Profile Information" and change the Profile Name to the name of the site.

How do I find my statistical settings in Sites?
To find your Statistical Settings within Sites: * Click on the "Site Settings" link in the upper right corner. * Click on the "Other Stuff" tab and you should see a section labeled "Statistics". * In this section, click on the check box that says "Enable Google Analytics for this site" and enter your "UA" Analytics Account ID in the box below it. * Once you've done that, click on "Save Changes" and you're done.

How do I track my search results within Sites?
To track search results within Sites:
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Sign in to Google Analytics. Click on the "Edit" in the Settings column of the Website Profile you want to modify Click on "Edit" in the upper right corner of the "Main Website Profile Information" section Choose "Do Track Site Search" Enter 'q' (without the quotes) as the query parameter There may be a slight delay in receiving your stats. For new accounts, it can take up to 24 hours before you start seeing them. For more information, go here: http://www.google.com/support/analytics/bin/answer.py?answer=55541

How can I embed a Google Doc, Spreadsheet, Calendar, Presentation, and more?
Just click "Edit" to edit a text page and select "insert" > and the object you wish to insert to include a read-only version of the object. When the embedded object is updated at its source and published, it is updated automatically within Sites. To ensure your site always contains the latest version, set the object to automatically republish changes. Please be sure that you're using the "Insert" function in order to embed objects. Cutting and pasting the embedding won't work as it will be stripped out.

How do I set permissions for embedded objects?
Right now embedding an object in a site doesn't change the access rights to the object. If a user has access to a site, but not the embedded object, the embedding will tell them they don't have access to that object.

Are embedded objects included in search results?
No, embedded objects from other applications are not currently indexed along with the contents of your site. To help these objects be found, consider including descriptive headings and captions to the pages that contain them.

How do I ensure an embedded calendar is visible without Calendar being logged in?
To make sure your Google Calendar is available to all intended viewers without requiring they log into that application separately, use its private address. Obtain this address using the steps outlined in the Google Calendar FAQ. Google Apps users whose domain is managed by and administrator, please note that your ability to display a calendar publicly may be restricted by your domain admin.

How do I delete a site?
Only owners have the ability to delete sites. This is done within Site Settings > Settings.

How do I use the levels of permissions for my site?
Go to the More actions tab and choose Share this site. You'll find three levels of access (owners, collaborators and viewers), with sharing as "collaborators" the default. To invite people to access the site, just enter their email addresses. In the Advanced options section, you can decide whether you'd like users to be able to create and edit content, and whether you’d like to allow anyone on the internet to view the site. Google Apps users whose domain is managed by an administrator may have sharing settings restricted by the admin to prevent sharing outside the domain.

Where can I find my account overview?
Under My sites, you can view your current list of sites and corresponding directories.

Is a site tied to the user who created it as with Google Docs?
No. When a site is created, the creator is made the owner of the site but beyond that there is no distinction. For example, If you create a site and for some reason choose to delete your account, the other owners of the site can continue to admin the site. If you are the only owner, then the Google Apps Domain admin can add another owner.

Who can delete comments and attachments?
Only the creator of the comment or attachment or an owner of the site may remove them. These users are presented with a "Remove" link next to each comment and attachment for which they have rights.

RSS subscriptions with Sites
Currently, we don't support RSS with Sites. It is something that we would like to add and as soon as we can we will. Please hang in there.

When are change notifications sent to subscribers?
Notifications are sent when pages are updated, comments are made, or files are attached.

What are categories for? What makes a category popular?
Categories allow you to group related sites and make them accessible together within the popular categories list. Categories are deemed popular when they contain more than five sites. This setting does not affect search results.

Can I use Adsense with Google Sites?
No, at the present time Google AdSense code cannot be used with Google Sites.

How do I add entries so they appear on every page?
You may do this by adding a sidebar item with the entries. Please see the FAQ "How do I change the sidebar?"

How can I use the "More Actions" drop-down menu?
This menu gives you quick access to several common functions: move page, print or delete a page; subscribe to changes; edit page and site settings; share the site, and change site appearance.

How do I integrate Google Sites with the Google Search Appliance?
Now you can use your Google Search Appliance to search your domain's public and domain-shared Sites. To do this, you don't need to install any new software. You simply need to configure your Google Search Appliance to crawl your domain's Google Sites. The Google Mini does not currently support Google Sites search integration. Note: Replace <DOMAIN> with the name of your Google Apps domain, e.g. "acme.com". Configure your Google Search Appliance to accept the Google Sites server certificates. 1. Download the VeriSign and Thawte Primary PCA Root Certificates at https://www.verisign.com/support/roots.html. 2. Use a text editor to edit the certificate named Pca3ss_v4.b64: Add a new line at the beginning of the file: -----BEGIN CERTIFICATE----Add a new line at the end of the file: -----END CERTIFICATE----3. On your Google Search Appliance's Admin Console, go to Google Search Appliance > Administration > Certificate Authorities. 4. Under Add more Certificate Authorities, enter the location of the certificate named Pca3ss_v4.b64. Click Save Settings. 5. Under Add more Certificate Authorities, enter the location of the certificate named ThawtePremiumServerCA_b64.txt. Click Save Settings. Configure your Google Search Appliance to authenticate itself to Google Sites. Note: If your Google Apps domain uses SAML SSO, you currently cannot use Google Sites search integration. 1. On your Google Search Appliance's Admin Console, go to Google Search Appliance > Crawl and Index > Cookie Sites. 2. Under Create New Cookie Rule:, enter: URL of the login page: https://www.google.com/a/<DOMAIN>/ServiceLogin?service=jotspot&continue=https%3A%2F%2Fsite s.google.com%2Fa%2F<DOMAIN>%2F URL pattern for this rule: sites.google.com/a/<DOMAIN>/ 3. Click Create a New Cookie Rule. 4. You should now see the Google.com sign-in page. You must enter the username and password of a Google Apps user in your domain.

Note: DO NOT enter the username and password of a Google Apps domain administrator! Use a user account instead. The GSA will crawl every Site the user can access. An administrator can access every Site in the domain (including private Sites). 5. Click Sign In. 6. You should now see Google Sites. Click Save Cookie Rule and Close Window. Configure your Google Search Appliance to crawl your domain's Google Sites. 1. On your Google Search Appliance's Admin Console, go to Google Search Appliance > Crawl and Index > Crawl URLs. 2. Under Start Crawling from the Following URLs, add: https://sites.google.com/a/<DOMAIN>/sites/system/app/pages/meta/domainIndex 3. Under Follow and Crawl Only URLs with the Following Patterns, add: https://sites.google.com/a/<DOMAIN>/ 4. Under Do Not Crawl URLs with the Following Patterns, add: regexp:https://sites.google.com/.*/<DOMAIN>$ 5. Click Save URLs to Crawl. Remove the Google Sites index from your search results. 1. On the GSA admin console, go to Google Search Appliance > Serving > Front Ends. For each front end: 2. Click Remove URLs. 3. Under Remove URLs matching the following patterns from all search results, add: regexp:https://sites.google.com/a/<DOMAIN>/[^/]*/system/.* 4. Click Update List of Removed URLs. Add the Google Sites icon to your search results. 1. On your Google Search Appliance's Admin Console, go to Google Search Appliance > Serving > Front Ends. For each front end: 2. Click Edit to edit the Front End. 3. Under XSLT Stylesheet Editor, click Edit underlying XSLT code. 4. Under Raw XSLT Code, search for "Result Header". 5. Replace: <!-- *** Result Header *** --> <p class="g"> <!-- *** Result Title (including PDF tag and hyperlink) *** --> with: <!-- *** Result Header *** --> <p class="g"> <!-- *** Google Sites icon *** --> <xsl:if test="starts-with($stripped_url, 'sites.google.com/')"> <img src="http://www.google.com/sites/images/sites_favicon.ico"/>&#xA0; </xsl:if> <!-- *** Result Title (including PDF tag and hyperlink) *** -->

6. Click Save XSLT Code.

Can I use categories in Sites?
Categories exist for Sites in Google Apps only.


								
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