google apps phase nr.1

Google Apps Part I. Gmail (aiesec.net)AIESEC IN ALBANIA

Intro

Hello everyone,

In this presentation we will introduce Gmail.

We will start from basics of mailing and in the following weeks we will start to explore more details and opportunities within your Google accounts.

As you might already know, your aiesec.net mail is actually a G-Mail account

Open your browser (Chrome, Mozilla, Safari) and search for “Gmail”

Too basic? Well, we need to start at some point…

Go to: https://mail.google.com/

Sign In and… Welcome to my e-mail account!

https:

…and here it is, my e-mail! Yours

one doesn’t look like this, right? Well

lets work on it… Go to next Slide

My e-mail (1/2)

https:

Labels

Hangouts

Contacts

Folders

Categories

Fancy

Background

My e-mail (2/2)

https:

1. Click on this button,

On the list that appears,

Click “Settings”

Settings

2. During this presentation one of the most common

place we will be working on is SETTINGS.

Each time you will read SETTINGS, repeat Step 1.

Settings Menu

This are the different

settings we will be

working on… In next

slides you will learn

more about them

Customize your background (1/3)

Gmail offers you the possibility to customize your mail

Small notes to everyone:

Customizing your background is up to your choice!

In case you want to keep things simpler than you can skip

the customizing phase and keep up with the rest of the

presentation.

https:

Click on the Gear Button

On the list that appears click on

“THEME”

Customize your background (2/3)

4. Change your

theme between: Light

and Dark3. Add dark corners

to your background

2. Blur your

background image

1.1 Upload a picture

from your owns

1.2 Select the picture you

want for your background

or upload one

5. Click save when

you are done!

(1/3)

Customize your background (3/3)

Google Hangouts (1/7)

Google Hangouts can offer you calls and video conferences directly from your e-mail, you don’t need to open Skype or other alternative applications to get in touch with your e-mail contacts

https:

This is your

Hangouts Profile

Google Hangouts (2/7)

You can close the

chat window here!

Video

Conference

Calls

Google Hangouts (3/7)

In case you don’t like your small chat window on the left there is an option to expand it on your right side of the screen…

Go to SETTINGS

Google Hangouts (4/7)

Click on Labs

Google Hangouts (5/7)

2. Click on enable

1. Search “Chat” here…

Google Hangouts (6/7)

3. Don’t forget to click

“Save Changes”

Google Hangouts (7/7)Here is your chat now…

Phone Call

Video Call

Labels (1/5)

Labels are one of the most useful functions of G-Mail. They allow you to distinguish e-mails from each other by just checking your labels rather than checking the e-mail’s subject.

Let’s see how a label looks like…

Labels (2/5)

AIESEC EST Label

Labels (3/5)

As you could see, in the moment when I was preparing this slides for you, another e-mail came in my inbox from MCVP ER, Nurjona.

Labels (4/5)

1. New e-mail from

Nurjona

2. As you can see,

there is no blue label

as it is on the second

e-mail

Labels (5/5)

Why does not that e-mail have label?

Well, most probably because I forgot to put one.

So, how to put a label on your e-mails:1. Create a Label

2. Apply it

Labels – Create (1/4)

1. We are at Settings… You remember how to get here,

don’t you ?

2. Click on Labels Panel

Labels – Create (2/4)

1. Scroll Down until you reach here, at labels. Most probably you

don’t have one so lets create one

2. Click on

“Create new label”

3. Do you remember the

blue label that I showed

you from the beginning?

Here it is

Labels – Create (3/4)

1. Put the name of your

Label here: I am

creating a Label for

Nurjona

2. Click create and its

done.

Labels – Create (4/4)

2. Here you can edit

your label, change its

name or even delete it

1. Here it is our new

Label.

Labels – Apply (1/5)

2 .As you see, still the e-mail has no label.

Its time to apply it!

3. By the way, I ended

up in this window from

Settings menu by

clicking here

1. Here is our Label Folder. Labels

help you keep your e-mails

organized for later on to be easy to

access them.

Labels – Apply (2/5)

2. Click this label button here.

1. Select your e-mail. You

can do so by clicking on

this little square

Labels – Apply (3/5)

1. After Clicking it, this list will appear. Here is our Label.

2. Click this small square

to check the label

3. Here you also have

again options to create

new layers or manage

them

Labels – Apply (4/5)

1. We are still at our label menu

2. Make sure that the label

is checked

3. When you check the

label this button “Apply”

appears. Click it and the

label will be applied

Labels – Apply (5/5)

1. Yes, we have our label now!!

2. As you can see, our

folder now shows that we

have an e-mail from

Nurjona

Labels – Color (1/3)

Now that we applied the label, a small thing we can do to it is choosing a color for us to recognize it easily. As you saw, my AIESEC mails were with blue label, just for me to distinguish them easily.

Lets do the same with our label…

Labels Color (2/3)

2. Go to Label Color and choose one of the colors by

clicking on it. Let’s try something pink…

1. Go to your folder, and

as soon as your mouse is

there, click this small grey

box

3. For more options you can check “Add custom color”

Labels Color (3/3)

2. The color of the label is pink also. Now each time we are

checking inbox, we will understand that this mail is from

Nurjona and it will be easy to find it.

1. As you can see,

the color of this box

is pink

Labels Overview

Now you have your label for e-mails. Its up to you to create your own structure of labels.

Example: Create this labels for your e-mail:

LC Updates, Functional, International Opportunities.

If you are using your e-mail frequently, you get at least 20 e-mails per day. Will you change all labels one by one?

Nope! There is no need for that because Gmail can do it for us. In the next slides we will demonstrate how to create automatic labeling through FILTERS.

Filters (1/6)

If you followed up till here, am sure now you feel a bit more comfortable with Gmail.

Lets put you in a test!

Next slides we are explaining FILTERS a bit faster.

Filters (2/6)

1. Here we are at

SETTINGS2. We clicked at the Filters and

Blocked Addresses section

3. This is one of the filters I am applying. Each time am

sending an e-mail to all VPs, LCPs and MC team

automatically Gmail puts that blue label to the e-mails

4. Here it says: Apply label AIESEC EST

5. Click here: “Create New Filter”

Filters (3/6)1. Put the e-mail that you want to filter here.

As you saw we put Nurjona’s e-mail address.

2. Lots of other options here to create

filters. Lets skip them for now

3. Click “Create filter with this search”

Filters (4/6)

1. This is what we want to do to our mails: “Apply Label”

2. Click here and chose your label from

the list you will see

3. Here Gmail tell me that I have other 39 e-mails from

Nurjona. If I check this option, the label will be applied

to all this 39 e-mails. Click this option if you want to

label all the e-mails found

4. Click “Create Filter”

Filters (5/6)

Now we have a filter. This means that each time Nurjona is

going to send us an e-mail, it will automatically be labeled.

You can delete or edit your filter every time you want

Filters (6/6)

Now that we created a filter, labels will be automatically applied and your e-mail is more organized.

For more options regarding filters check this link:

http://mashable.com/2012/06/22/gmail-filters/

We will keep up with organizing your e-mail.

Mail Options

Option 1: Selection – Choose between “All”, “None”, “Read”, “Unread” etc.

Option 2: Archive – Put e-mails in the “All mails” folder

Option 3: Spam – In case you don’t want to receive mails from this sender, click this option. (Tip: Don’t spam your EBs, not good! )

Option 4: Delete – Put e-mails in the “Trash” folder

Option 5: Folder – Move e-mail to one of the folders you have (the e-mail will be in that folder, but not in Inbox anymore)

Option 6: Label – Adds label to your e-mail (mail will stay in Inbox)

Option 7: More – Choose between marking your selected e-mails as “Read”, “Unread” etc.

Check(select) your

e-mail

1 2 3 4 5 6 7

Starred e-mail (1/4)

As you might have already noticed. Next to each e-mail you have an empty star.

Lets check how we can get use of that…

Starred e-mail (2/4)

Click the star here

and it will be filled.

Each e-mail

you have

starred can be

easily found

here

Starred e-mail (3/4)

Lets explore a bit more about Starred mails.

Go to SETTINGS!

Scroll till you will get to the section showed in the next slide.

Starred e-mail (4/4)

1. Stay in General

Settings

2. Find this section

3. For the moment we are

using 1 Star. We can also

choose “4 Stars” or “All Stars”

4. You can mark each mail by only one star. For

example, you can choose only yellow: for

important e-mails. Other option, to have red

exclamation mark (!) for urgent mails, violet

question mark (?) for e-mail which you need to

ask your team about. Create the meaning and use

them efficiently.

Overview

This was the first presentation for basics of Gmail.

In the following weeks you will receive other tips and tricks on: Gmail, Google Drive, Google Forms…

Hope you enjoyed!

For every question, suggestion, input feel free to approach me via e-mail: kristjano.monka@aiesec.net