Calming the Chaos Using Gmail


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Using Gmail to organize your business and personal mail, save time and have access from any computer with an Internet connection. All for free!

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  • Todays Business communication channels are fast and diverse but can create management issues if one is not prepared. Not tied to desk makes being organized more important than ever
  • Multiple devices Syncing issues Lost files Frustration
  • Cloud storing data in one online place Access from any connection Examples: CTMsoftware, MetroList, Dropbox, WordPress, Google Docs, Pixlr
  • Your computer could crash, phone could fall in swimming pool, your files would be safe
  • Powerful reliable Configure your files your way Search Is anyone using gmail?
  • Professional name huggy bear two / embarrassment
  • Do not use Gmail out of the box! Customize it!
  • EXAMPLE: Think filing cabinet. Label a section=listings sub-label=property address Filter-mailman putting mail in right slot Organize it to your routine
  • NOTE barely visible box hover mouse to see; Edit labels, create sub labels, remove label, colorized Use 1,2,3 to keep more important labels at top of page.?
  • Filters are like the Mailman, place email in proper mailbox or label
  • Created two different ways. Email>settings>filters>create filter Or on the fly - I will show you chow in a minute QUESTION Can you see how filters can save time? NOTE: transaction filters should be deleted when transaction closes. Or...
  • Misc. Email use speedy resources on Navigation bar to distribute, move to, More Actions Use STARS to tag important emails
  • Inbox, compose, starred, sent, archive Move To, More Actions (Add Task, Create Filter, Add Star, Create Event, Filter messages like these)
  • Consolodate all email accounts Organize with labels and filters Use ARCHIVE instead of delete Create unique sign offs for each email
  • Take time to organize your business and personal emails. Doing so will relents you of stress Organize your all so important communications Enhance your professionalism
  • Calming the Chaos Using Gmail

    2. 2. TIME CONSUMPTION <ul><li>Keeping up-to-date on multiple devices </li></ul><ul><li>Lost files, important emails, contacts </li></ul><ul><li>Needed info is on another device </li></ul><ul><li>Chaos results in: lost time, unnecessary frustration, unprofessionalism </li></ul>
    3. 3. THE SOLUTION
    4. 4. CLOUD BENEFITS <ul><li>Time saving benefits </li></ul><ul><li>Paper trail </li></ul><ul><li>Accessibility </li></ul><ul><li>Professional </li></ul><ul><li>There where ever you are! </li></ul>
    5. 5. <ul><li>Powerful email client Cloud based </li></ul><ul><li>Accessible from any Internet connection </li></ul><ul><li>Powerful search features </li></ul><ul><li>Superb spam filters </li></ul><ul><li>Mobile access </li></ul><ul><li>Never lose an email again </li></ul><ul><li>Passport to many more applications </li></ul><ul><li>FREE! </li></ul>
    6. 6. TO BEGIN <ul><li>Go to and sign up </li></ul><ul><li>Pick a user name (hint: choose your own name or at the least a professionally sounding one!) </li></ul><ul><li>OR, if you own a domain you can use it i.e. </li></ul>
    7. 7. WHAT COMES NEXT? <ul><li>Create ONE Command center for all your email accounts (up to 5) </li></ul><ul><li>Organize incoming mail with LABELS </li></ul><ul><li>Create filters so mail is automatically placed in correct filter </li></ul>
    8. 8. LABEL VS FILTER <ul><li>Label indicates a category </li></ul><ul><li>Filter designates where it is filed </li></ul>
    9. 9. EDIT & ADD SUB LABELS <ul><li>Hover mouse over box on right of label </li></ul><ul><li>A drop down box appears </li></ul><ul><li>Create a hierarchy of parent/child labels </li></ul>
    10. 10.
    11. 11. CREATING A FILTER <ul><li>Click on rotary icon upper right </li></ul><ul><li>Go to email settings>filter>create a filter </li></ul>
    12. 12. INBOX MISCELLANEOUS <ul><li>Not all mail needs to be filed </li></ul><ul><li>Read and ARCHIVE random emails </li></ul><ul><li>STAR important ones the need your attention </li></ul>
    13. 13. GMAIL INBOX
    14. 14. SUMMARY <ul><li>Use Gmail to create a command center organize ALL your email accounts </li></ul><ul><li>Create LABELS for the files to hold your most common email communications </li></ul><ul><li>Create FILTERS to automatically file your communications </li></ul><ul><li>Don't delete old mail, ARCHIVE it, for future reference, (use the power of Google search to find it) </li></ul>