Wednesday, January 23, 2019

Gmail-Calendar Migration Tip of the Day #15

Yesterday, you learned how to apply labels on your emails. Today, I'll show you how to create filters to automatically apply labels (and more!) to your emails for even greater organization and customization to meet your needs. Filters function like Rules in Outlook. If you had Rules established in Outlook, those will need to be recreated as filters in Gmail.

I like to think of filters as a 2-step process. First, you tell Gmail what to look for and then, you tell Gmail what to do once it's found what it's looking for.

Here's how to create a filter in Gmail. Practice filters using this email.
  1. Open the desired email that you wish to filter. (I recommend this one for practice) 
  2. Click the meatballs > Filter messages like these
  3. Step 1: Tell Gmail What to Look For: Emails from me (moliver@wusd.k12.ca.us) AND Subject Tip of the Day > Create Filter. Note: If you don't add the subject, it will automatically filter ALL emails from me regardless of topic.
  4. Step 2: Tell Gmail What to Do with Emails it Found: Mark Apply the label and Choose Tech Tips (if you created this label yesterday) and Mark Also apply to X matching Conversations (at the bottom). Failure to check this box at the bottom will only apply a filter to current and future emails and NOT historical emails.
  5. Create Filter.
  6. Now all my future Gmail/Calendar Tip of the Day emails can automatically be found using the TechTips Label.
There are lots of options when creating filters both in what to look for and what to do once Gmail finds it that will allow you to automatically manage incoming emails. Try them out and see how they function for your workflow. You can view/edit any existing filters by visiting the Gear > Settings > Filters Tab > Locate the Desired Filter > Edit.

Want more about filters? Take the guided tutorial on filters offered by GSuite Training.

Tuesday, January 22, 2019

Gmail-Calendar Migration Tip of the Day #14

Organize your Inbox with the help of labels!

Labels help with organization by grouping emails together, similar to folders. If you used Folders in Outlook to organize your email, those folders transferred over to Gmail as Labels.  Labels in Gmail function like folders with one big added benefit...you can attach multiple labels to a single Email!  If you didn't use Folders in Outlook, Labels in Gmail are an easy way to begin organizing your inbox by topic, sender, and/or project.

Here's how to attach a label to an email.  Feel Free to practice using one of the daily tip emails. 
  1. Click on the label icon (looks like a tab flag)  at the top of the email
  2. Choose Create New
    Label icon circles with create new
     
  3. Type desired Label Name.  For this email, I used Tech Tips.  Advanced Label Users: Note the option to Nest label.

    Tech tips Label in data entry box
     
  4. Click Create
  5. Note the new labels on your email. 
    Email Subject Line with Tech Tips Label
     
  6. You can now locate any emails labeled Tech Tips by clicking on the TechTip label on your left menu.
    gmail Labels shown
     

BONUS TIP:  You can color-code your labels by highlighting the label on the left menu, clicking the meatballs, and choosing your desired label color.

Tomorrow, I'll show you how to use automate the application of labels to your emails.

Friday, January 18, 2019

Gmail-Calendar Migration Tip of the Day #13

Did you know you can set Out of Office reminders in BOTH Gmail and Calendar?  

Here's how in Gmail
  1. Go to mail.google.com
  2. Click on Gear > Settings
  3. Under the General Tab, scroll to the very bottom and locate Vacation Responder.
  4. Type your desired Out of Office Message
  5. Set Parameters: Date to turn on/off. Choose whether to send to people in Contacts and/or people in WUSD
  6. Turn Vacation Responder On
  7. Save Changes

Here's how in Calendar.
When you create an Out of Office Event in Calendar, it will automatically decline any invites you may receive for that time period. 
  1. Go to calendar.google.com
  2. Single Click on the day/time that you desire
  3. Choose Out of Office 
    Out of office Event
  4. Make any adjustments on the date/time as needed
  5. Customize your decline message (if desired).  
  6. Save
You can find a video tutorial of this tip on the WUSD Tech YouTube Channel Gmail Migration Playlist and archived under our Migration Tips on the WUSD Tech Blog.    

Thursday, January 17, 2019

Gmail-Calendar Migration Tip of the Day #12

Now that you are accessing your email via the Chrome browser, you may have a number of tabs open throughout the day and it's easy for Gmail to get lost in a sea of tabs.  What's the solution?

Pin your Gmail Tab!


Here's how.
  1. Using Chrome, visit mail.google.com
  2. Hover over your Gmail Tab and Right Click (or 2 finger click on Chromebook)
  3. Select Pin Tab
Dropdown menu with pin tab highlighted

This action moves your Gmail tab all the way over to the left and makes it much smaller and very difficult to accidentally close.  If you want to unpin your tab, right-click on the tab and choose unpin.

BONUS TIP:
Make your pinned tab even better with an Unread Message Icon.      Gmail icon with subscript 0
The Unread Message Icon will give you a subscript number that will indicate how many unread messages you have.  It's an easy way to see if you have any unread messages without ever leaving your current tab.

You can enable the Unread Message Icon by visiting the Gear > Settings.  Click on the Advanced Tab, scroll down for  Unread Message Icon, Choose Enable and Save Changes at the bottom of the page.

Tuesday, January 15, 2019

Gmail-Calendar Migration Tip of the Day #11

When you compose a new email, a pop-up window appears in the corner of your screen.  Depending on the screen size of your device and your workflow, this pop-up may be too small for your liking.  You can expand the compose email window by clicking on the arrows in the corner.
Double Arrow with Red Circle
This will both enlarge and center your compose screen.  If you prefer this size and view, you can make it your default size by completing the following steps.

  1. Within mail.google.com, click +Compose (or C if you've enabled keyboard shortcuts)
  2. Click the meatballs at the bottom of the screen 
  3. Choose Default to full-screen 
  4. Note: You'll need to close the compose window and start a new one to see this in action.
menu with default to full screen highlighted

Now every new email you start will be full-screen instead of small and in the corner.


BONUS TIP: 

If you have keyboard shortcuts enabled, type D and this will start a new email in a new tab!!  Give it a try.  If this doesn't work, that means you don't have keyboard shortcuts enabled.  Check out the previous tip to learn more about keyboard shortcuts.