Become a GMail Ninja


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In this webinar, we will cover some of the steps to becoming the master of your inbox. I named the webinar in the same style as Google has their GMail tips fashioned at - where you can learn white, green, black belt and master skills. Our webinar will follow the same format …

Prepare to be BLOWN AWAY by all of the things you can do with GMail!

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Become a GMail Ninja

  1. 1. Become a Ninja Master Your Inbox © Stefanie Hahn | | January 2012
  2. 2. Become a NinjaIn this webinar, we will cover some of the stepsto becoming the master of your inbox. I namedthe webinar in the same style as Google hastheir GMail tips fashioned - where you can learnwhite, green, black belt and master skills. Ourwebinar will follow the same format …Prepare to be BLOWN AWAY by all of the thingsyou can do with GMail! © Stefanie Hahn | | January 2012
  3. 3. Let’s get warmed up!WHITE BELT © Stefanie Hahn | | January 2012
  4. 4. White BeltBegin here: Set-up and signatures- Themes- Spam- Organization- Archive- Search © Stefanie Hahn | | January 2012
  5. 5. White Belt – Find the GearLook for the Google Gear (usually top right)and click the drop-down arrow to seesettings options.Display Density – how much stuff do youwant crammed in?Forget about reverting to the old look.Click on Settings © Stefanie Hahn | | January 2012
  6. 6. White Belt – General Settings The General tab will give you the basics. Use: Default text style – to choose your message font. Conversation View – to select this important viewing option (try it!) © Stefanie Hahn | | January 2012
  7. 7. White Belt – General SettingsPreview Panes, Stars, Desktop Notifications and Date Formats … oh my! © Stefanie Hahn | | January 2012
  8. 8. White Belt – General Settings Upload a photo, Show the People Widget, Add your signature!!! © Stefanie Hahn | | January 2012
  9. 9. White Belt – General SettingsIf you need the vacation responder … select Advancedattachment features. SAVE CHANGES!!! © Stefanie Hahn | | January 2012
  10. 10. White Belt – Fun w/ThemesClick on Themes to change your GMail background style. © Stefanie Hahn | | January 2012
  11. 11. White Belt – Spam MgmtClick on Labs and enable SmartLabels to kick your spamfilter up a notch. Now GMail will catch the obvious spamAND put all of your Talbots sale notifications in bulk.SmartLabels use filters to keep your inbox manageable.Just remember to check the Bulk folder! © Stefanie Hahn | | January 2012
  12. 12. White Belt – Get OrganizedThere are several ways to organize your GMail … Labels (color-coded of course) Filters – automatic labeling Stars Priority Inbox Bulk Folder Archive – off your plate, but still in the room © Stefanie Hahn | | January 2012
  13. 13. White Belt – ArchiveI liken the GMail Archive to email purgatory. Archivingdoes not delete the email, but it does remove theemail from your inbox.Basically, the email is out of your way, but not reallygone. Click All Mail or Search to locate these emails. © Stefanie Hahn | | January 2012
  14. 14. White Belt – SearchNeed to find an email FAST? Use the search. It rocks! © Stefanie Hahn | | January 2012
  15. 15. White Belt – Search Need more? Hover to the right of the search box and click on the drop- down to see this menu. If you can’t find the email with this tool. It doesn’t exist. © Stefanie Hahn | | January 2012
  16. 16. Ready for action!GREEN BELT © Stefanie Hahn | | January 2012
  17. 17. Green Belt- Create filters- Explore labs- Store contacts- Make a list- Instant Messaging- Video Chat © Stefanie Hahn | | January 2012
  18. 18. Green Belt - Create Filters Creating email filters is a great way to manage your inbox. Click on the gear > Settings > Filters and Create a new filter! Notice the smart filters that are automatically set up with my SmartLabels. © Stefanie Hahn | | January 2012
  19. 19. Green Belt - Create Filters You can filter by:  From (any emails from this person or alias)  To (great for people with multiple accounts – s.hahn gets a CBH label, yahoo another  Subject  Has the words (YPN, addresses)  Doesn’t have (yep) Click Search (to see what you get) Click Create filter with this search >> © Stefanie Hahn | | January 2012
  20. 20. Green Belt - Create Filters Once you decide WHAT to filter, you have to tell GMail what to do with it – that happens here. Select the options you want – I use “Apply the label” often. You can create the label on the fly too (here) in case you didn’t think of that in advance. Click Create filter AND decide if you want to apply the filter to any other messages that fit the criteria (old messages). © Stefanie Hahn | | January 2012
  21. 21. Green Belt – Explore LabsI heart GMail labs. Tons of fun and helpfultweaks to help you achieve Inbox Zen. Go to thegear > click Settings > Labs* © Stefanie Hahn | | January 2012
  22. 22. Green Belt – Explore LabsGMail Labs I Use: Authentication Icon  Refresh POP Accounts Canned Responses  Send and Archive Text Styling  Signature Tweaks Filter Import/Export  Smart Labels Previews (Maps, Docs,  Undo Send Voice, Flickr, Yelp)  Unread Message Icon Insert Images Mark As Read Just to name a few … explore Nested Labels labs!!! Preview Pane © Stefanie Hahn | | January 2012
  23. 23. Green Belt – Store ContactsClick thedrop-downarrow atMail.Click onContacts >>>View groupsor individualcontactrecords. © Stefanie Hahn | | January 2012
  24. 24. Green Belt – Create Groups Take the time to set up groups. Trust me on this one. Clicking on Contacts will show you all of your Google contacts, all of your Google+ Circles, Most Contacted, Other – (read – not grouped) and then, just below that you can add a New Group. © Stefanie Hahn | | January 2012
  25. 25. Green Belt – Task Lists I love a list … do you LOVE a list?!!! You will! Add tasks to your list and click the box to cross them out when completed! Bonus – put a date on the task and it will appear on your calendar. © Stefanie Hahn | | January 2012
  26. 26. Green Belt – Task Menu Let’s look at the Task Menu <<< Actions (left) let you move your tasks within a list, indent, edit details, print, view by due date, sort and clear. Also access help and tips! Click the + to add a task Click the to delete © Stefanie Hahn | | January 2012
  27. 27. Green Belt – Task Menu The last option on the Task Menu (right) will show you all of your lists. Additionally, you will be able to: Refresh Rename Delete (the whole list) Create a new list © Stefanie Hahn | | January 2012
  28. 28. Green Belt – Task Lists © Stefanie Hahn | | January 2012
  29. 29. Green Belt – IMIf you like to getinformation FAST … tryInstant Messagingthrough your GMail.G Chat is an instantmessaging client that isbuilt right into yourGMail! © Stefanie Hahn | | January 2012
  30. 30. Green Belt – IMJust click on the person’sname and this box will open(make sure they are online)>>>>>>>>>>>>>>>>>>>>>>>>It’s really THAT simple! © Stefanie Hahn | | January 2012
  31. 31. Green Belt – IM You have a few options here: Click the Actions drop-down - Go off the record (private) - Block people Add people to the chat Make a VOIP call Make a video call © Stefanie Hahn | | January 2012
  32. 32. Green Belt – Video Chat Click the camera icon on the Chat Menu to start a video call. Click Yes to Video Call ________ Or click Accept to answer a call. Click End when you are finished! © Stefanie Hahn | | January 2012
  33. 33. Now we are getting serious …BLACK BELT © Stefanie Hahn | | January 2012
  34. 34. Black Belt- Canned responses- Previews- Offline options- Multiple Accounts © Stefanie Hahn | | January 2012
  35. 35. Black Belt – Canned ResponsesFeel like you have to write the same email over and overand over again? Add the email as a “canned response”and just click to apply it next time! © Stefanie Hahn | | January 2012
  36. 36. Black Belt – Canned Responses Type in your email Click Canned Reponses Click New Canned Response The subject of your email will default as the title … Change the name or Click OK to save. © Stefanie Hahn | | January 2012
  37. 37. Black Belt – PreviewsIn GMail Labs, you can add preview for: flickr Google Docs Google Maps Picasa Yelp © Stefanie Hahn | | January 2012
  38. 38. Black Belt – Previews © Stefanie Hahn | | January 2012
  39. 39. Black Belt – Offline“Gmail Offline beta is a Gmail app built to support offline access,allowing mail to be read, responded to, searched and archivedwithout network access. After first start-up, Gmail Offline willautomatically synchronize messages and queued actions anytimeChrome is running and an Internet connection is available.”Don’t let the beta scare you off, Google loves to keep tools in betafor ages. © Stefanie Hahn | | January 2012
  40. 40. Black Belt – Offline © Stefanie Hahn | | January 2012
  41. 41. Black Belt – OfflineOnce you’ve installed, click to Allow Offline MailClick to ContinueThe application should open immediately. © Stefanie Hahn | | January 2012
  42. 42. Black Belt – Multiple AcctsNo one has ONE email address. Many of us juggle 3, 4or more email accounts each day. GMail is your newonline version of Outlook.o Pull 5 accounts into GMailo Response from those accountso Use 5 different signatureso Filter each one with account labelPresto! Inbox Zen! Almost … © Stefanie Hahn | | January 2012
  43. 43. Black Belt – Multiple AcctsClick on the gearClick on SettingsClick on Accounts & ImportHere you can …- Import Mail & Contacts- Send Mail As Set-Up- Check Mail Set-Up © Stefanie Hahn | | January 2012
  44. 44. Black Belt – Multiple AcctsBe prepared with your email address and accountpassword.Note: We typically forward email from RackSpacebecause it ends up running a tad faster. No need to setup your GMail to pull these emails in IF you are alreadyforwarding. You should set up GMail so you can sendas your work email.Yahoo Users: Yahoo now charges you to import andforward your email. You must be a Yahoo Mail+Subscriber at $19.99/year. © Stefanie Hahn | | January 2012
  45. 45. Black Belt – Multiple Accts Click on Add another email address you own and the first box pops up. Enter your name and email and keep the box checked off. Click Next Step. Leave “Send Through GMail” Click Next Step Click Send Verification to authorize this © Stefanie Hahn | | January 2012 connection.
  46. 46. Black Belt – Multiple Accts You have to pick a default account, but you can respond OUT from ANY of the email addresses you set-up. Use the drop-down menu to the right of the From box and select which email to use. © Stefanie Hahn | | January 2012
  47. 47. Pouring on the awesome sauce!!!GMAIL MASTER © Stefanie Hahn | | January 2012
  48. 48. GMail Master- Google Calendar- Google Docs- Secure email- Remote sign-out © Stefanie Hahn | | January 2012
  49. 49. MASTER– Calendar Click to change calendar view! Click on a calendar name to turn visibility on/off. Even add calendars you don’t personally administer (public calendars or friends calendars)Google Calendar R-O-C-K-S. Truly. Load your own calendar up withevents and tasks, add a another calendar for your significantother, kids, office, groups, whatever! Layer the calendars for thewhole picture or just view certain ones. © Stefanie Hahn | | January 2012
  50. 50. MASTER– CalendarThe GENERAL tab has basic layout and feel settings.The CALENDARS tab will allow you to add calendars (to youraccount) and hook up with public and friend calendars.Use the MOBILE tab to set-up text alert # and mobile settings.Check out the LABS tab for fun and helpful calendar extras. © Stefanie Hahn | | January 2012
  51. 51. MASTER– CalendarClick on CALENDARS to manage your calendars, click Create NewCalendar to create another calendar on your account. Share yourcalendars with others using the SHARING options on each of yourcalendars. © Stefanie Hahn | | January 2012
  52. 52. MASTER– CalendarSharing calendars is easy peasy! Click Sharing on a specific calendar (Iused CBH) and then add the person you want to share with by emailaddress. Decide on Permission Settings and click Add Person (you canalways remove someone). Click Save! © Stefanie Hahn | | January 2012
  53. 53. MASTER– Docs You can stop paying for Microsoft Office now. Yes I said it. Use Google Docs for free!!! Create Word, Excel, PowerPoint, Forms, Drawings and more! Upload existing MS Office documents too! © Stefanie Hahn | | January 2012
  54. 54. MASTER– DocsCreate Menu<<<<<<<<<<<Upload Menu>>>>>>>>>>>>Let’s create anew document © Stefanie Hahn | | January 2012
  55. 55. MASTER– DocsClick on Create, click on DocumentClick on Share to collaborate LIVE! Just add theperson by email address and click Done. © Stefanie Hahn | | January 2012
  56. 56. MASTER– Docs © Stefanie Hahn | | January 2012
  57. 57. MASTER– DocsGoogle Docs will tell you when the otherperson is viewing the document. You cancollaborate LIVE within the document itself ORyou can chat off to the side. © Stefanie Hahn | | January 2012
  58. 58. MASTER– Secure EmailThere are two settings on the GENERAL tab in your GMail settingsthat will assist in a more secure email environment.External Content – Ask before displaying photosBrowser Connection – Always use https © Stefanie Hahn | | January 2012
  59. 59. MASTER– Remote Sign-Out In the lower right corner of your INBOX, you can view Last Account Activity. Click Details to see all recent activity on your GMail account and click Sign out of all other sessions to remotely sign-out of email. © Stefanie Hahn | | January 2012
  60. 60. Thank You!Thank you so much forjoining me today! I hopethat this webinar will getyou on your way tobecoming a GMail Ninja! Forthe official Google that this webinar waspatterned after, go here … Stefanie A. Hahn © Stefanie Hahn | | January 2012