Activating a Workspace Account on an iPad

Step by step stages of activating a Google Workspace account on an iPad.

Ten Pin Bowling Group Workspace Account

• These slides show the steps in activating the account for Group Leader ‘Paul Cowin’ who leads a Ten Pin Bowling group. He requested the account by emailing itadmin@tonbridgeu3a.uk

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• Paul uses a iPad with Google Chrome loaded, the process on an Windows based device is similar.

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• An administrator has created the account, created the shared drive ‘Ten Pin Bowling’ and added two folders. An email has then been sent to the personal email address of Paul.

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The initial stage of activating a Workspace Account

The Workspace administrator will send an email like this to your personal email address.

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You should read the details and then press the blue button labelled ‘Sign in’

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Activating a Workspace account step 1

When you press the blue button to sign in you will be presented with a window requesting that you acknowledge and understand the terms, when ready press the blue bar.

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You will then be asked to enter a password. This will need to be a strong password so should contain at least a capital letter, a lowercase letter, a number and a symbol. It must at least 8 characters.

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Activating a Workspace account step 2

You will now be presented with a dashboard window. Workspace has many applications, the most frequently used are displayed here. We will just discuss using Gmail and Drive.

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Activating a Workspace account step 3

We want to set up the email function so click the Gmail box.

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If you don’t already have the Gmail app on your iPad then select GET THE GMAIL APP

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Activating a Workspace account step 4

If you currently use Gmail on your iPad open the app and then select the account icon (pointed to by the red arrow on this slide).

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Activating a Workspace account step 5

Now select add another account

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Activating a Workspace account step 6

Now select set up a Google account and allow the use of google.com to Sign In.

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Activating a Workspace account step 7

Enter the account name for your Workspace account, in this case it is paulcowin@tonbridgeu3a.uk

And press Next

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Activating a Workspace account step 8

Enter the password that you set for this account and press Next

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Activating a Workspace account step 9

Now configure your Workspace Gmail account.

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Activating a Workspace account step 10

You now have access to your Workspace email account.

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You can switch back to your personal account at any time by selecting the account icon (pointed to by the red arrow).

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If you want your picture in place of a letter to identify you, please send a suitable photograph to an administrator.

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Activating a Workspace account step 11

We are now going to look at the file storage system called Drive.

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Open the Apple apps store, search for google drive and ‘GET’ the drive app.

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Activating a Workspace account step 12

Now open the Drive app

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Activating a Workspace account step 13

You will now be presented with a Drive window with My Drive selected.

You can create folders and store files in this area that are personal to you.

Select the coloured plus sign to upload or create files.

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Activating a Workspace account step 14

If you select Shared drives you will see all the drives that have been shared with your workspace account, in this case Paul can only see the Ten Pin Bowling shared drive.

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Activating a Workspace account step 15

Opening the Ten Pin Bowling drive reveals two folders, Admin and Info.

It is suggested that you use Admin for those files associated with the administration of the group. The Folder Info might be used for files shared with members of the group.

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Activating a Workspace account step 16

In this case Paul creates a spreadsheet to record details of each visit to Knights Park

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Keeping such files in the Admin folder means they can be referred to when future trips are arranged, or when a new leader takes over the group.

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Activating a Workspace account step 17

Paul opens the Info folder and then creates a document that lists the schedule of play for the next trip.

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He now wants to share this with the members of the group. He clicks the three dots (pointed to be the red arrow)

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Activating a Workspace account step 18

He selects Manage access

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Activating a Workspace account step 19

He changes the access to Anyone with the link and then clicks the link icon to put the link to this file in the clipboard.

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The link can then be included in an email to the group’s members.

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Activating a Workspace account step 20

But “how to I access all this when I first start up my iPad” you may ask?

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When you open your iPad select the Gmail or Drive app and then select the Workspace account if necessary.

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Activating a Workspace account step 25

The last facility set up for Group Leaders is the group email address. The address tenpinbowling@tonbridgeu3a.uk will have been created by the administrator.

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Any emails sent to this address will be delivered to the workspace inbox and the group leader’s personal email inbox.

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You are now all Set!

• By following these steps, you will have access to all the facilities that Google Workspace can provide Group Leaders.

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• If you have any questions please contact itadmin@tonbridgeu3a.uk and we will do our best to answer any questions.

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Tonbridge U3A IT Team

David Bell

Rosemary Martin

David Rowlands

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Contact us at:

itadmin@tonbridgeu3a.uk

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