Hello and welcome, my name is Dragos Madarasan and I will be your trainer today for this seminar where we will be talking about the most important product in the Google Apps suite of products, Gmail
A couple of important things to remember Please use the chat functionality from the upward menu for any sort of questions. This recording will be posted online, so you can check our seminar again in the future, the presentation used here will be uploaded to the intranet website Also, after the event you will receive an email inviting you to provide feedback for our next events.
What will we be tlaking about today? Well our agenda includes a small part where we will discus the role Gmail plays in the Google Apps suite. We will then move on to understanding how conversations work in Gmai lbecause this is a feature that isn't present in Outlook. We will then see how archiving works, how to apply labels and filters and set up signatures, email delegation etc.
Gmail is part of the Google Apps suite that has been adopted by Techniweld. Besides Gmail, Google Apps includes Google Calendar, Docs, Groups, Talk, Sites and others. Gmail is really the most important product of the suite and integrates very well with the other products. We've decided to start with a Gmail training because it is the most used products and a base for all other products. Future seminars will include Google Calendar and Google Docs.
What Gmail does a bit different from Outlook is that it groups conversations with the same subject together. By default, replies to messages are grouped into conversations. A conversation keeps all messages in a thread together, which makes it easier to keep track of them and reduces inbox clutter. Here's how a conversation appears in your Inbox. You can control whether messages are grouped into conversations: [DEMO] Click Options > Mail settings in the upper-right corner of your Gmail window and, on the General tab, scroll down to Conversation View and turning it either off or on. It is not adivsed to disable conversations because it is one of the most apreciated features that Gmail introduced. [BACK]
Archiving moves emails out of your inbox in to All Mail section. This clears your Inbox but makes sure that you can still find old emails. There should be no reason to delete a message unless you are 100% sure you don’t need it or it is spam. Deleted messages and conversations are permanently removed from Gmail 30 days after you send them to Trash. Google Apps has a very large Gmai linbox and you shouldn't need to worry about deleting emails in the near future.
Labels are used to categorize emails. In a way they are like folders in Outlook but with improvements. For example, you can apply multiple labels to the same message. You can also use colors to identify labels. [DEMO] To manage labels, from the Labels drop-down menu choose Manage labels. We can even created nested labels so that we can have a “folder” like view of emails [BACK]
Filters are used to manage incoming emails. They act as the rules used in Outlook. Filters can do lots of things like apply labels, archive, delete emails based on sender, subject, keywords etc. [DEMO] To configure a filter goto Options > Mail settings > Filters then select Create a new filter After selecting the search criteria for the filter we have the option to test what emails would fall in that filter using the button Test Search. After we create the search criteria we are asked to choose an action. Usually we would choose to apply different labels or mark it as important. One option we have is to apply this filter to existing conversations. [BACK]
[DEMO] Signatures are very easy to set up. Go to Options > Mail settings > General tab, then scroll down to Signature. You can write the text yourself and use rich formatting or you can paste the signature text. [BACK]
//no demo All of you have probably used CC or BCC in the past, but I would like to make sure that you know that you can use them in Gmail as well When composing a new message you have 2 options of add a CC or a BCC
With Gmail it is possible to retrieve mail from your other POP3 enabled accounts. [DEMO] In order to set this up, go to Options > Mail Settings > Acounts, then select Add a mail account you own. You will need to provide the username and password for the account and the POP3 server and port to download the mail from. Additionally, you can label messages retrieved using this account making it much easier to differentiate between emails. [BACK]
What you can and can't do If your manager delegates email to you, you can do the following on your manager's behalf: Send new messages Respond to messages Manage messages, including creating and applying labels, setting up filters, archiving messages, and deleting messages. However, you can't do the following in your manager's Gmail account: Change account settings (which includes delegating your manager's email to another user) Send and receive chat messages Use Task lists Use Gmail Labs (either your own or ones your manager has enabled) Change Gmail Themes Use Offline Gmail
[DEMO] To setup mail delegation go to Options > Mail settings > Accounts , then select Add another account on the section Grant access to your account. You will have to complete the email address of the person you are delegating access to. That person will have to login to Gmail and open the confirmation email in order to activate the delegation [BACK]
This is how the messages will appear to the sender They will appear to be sent by the assistant on behalf of the manager.
GTalk is integrated with Gmail, offering you quick access to your contacts. You can start a conversation right from Gmail [DEMO] [BACK]
Ok, we've reached the end of our presentation. I hope this short seminar has been productive for you and I am not ready to take your questions. Please use the upward menu and select Chat. A menu will open to your right from where you will be able to ask your questions. I can also be reached on my email for any follow-up questions that you may have.
On behalf of Exorio I'd like to thank you for your presence today for our first seminar. I would like to remind you once again that you will receive a follow-up feedback email from myself. The feedback form will allow me to tailor my presentation based on your priorities and interest in a particular product. Thank you all, have a good afternoon. [CLOSE Presentation] [Close Camtasia]
Google Apps Training
Google Apps Training - Gmail Dragoș Mădărășan Exorio Technology [email_address]
Important things to remember <ul><ul><li>Please use the chat functionality to your right for any questions </li></ul></ul><ul><ul><li>This recording will be posted online </li></ul></ul><ul><ul><li>The materials used here will be uploaded to the intranet site </li></ul></ul><ul><ul><li>Important links </li></ul></ul><ul><ul><li>Feedback after the event (e-mail) </li></ul></ul>
Agenda <ul><ul><li>What is Gmail? </li></ul></ul><ul><ul><li>Understanding conversations </li></ul></ul><ul><ul><li>Archiving, labels & filters </li></ul></ul><ul><ul><li>Signatures, CC, BCC </li></ul></ul><ul><ul><li>Email from other accounts and mailbox delegation </li></ul></ul><ul><ul><li>Gtalk </li></ul></ul>