using gmail effectively in your business

Using Gmail Effectively In Your Business

• A look at Gmail and what it does

• Why Gmail - and not Hotmail, Outlook or any other popular email

services?

• How Gmail fits in with other Google services

• Importing and integrating all of your email addresses [Important!

No passwords = no import :-)]

• Gmail general settings (includes email signatures, out of office

replies, notifications, and shortcuts)

• Effective use of labels in Gmail - and Google+ circles integration

• Managing your inbox basics (includes category management)

• Web clips

• Using GMail Labs to activate some really useful extras

• Using Gmail offline

• Changing themes

• Multiple inboxes

Using Gmail Effectively In

Your Business

• Using Boomerang for Gmail to control your email like a Time

Management Ninja!

• Using Sidekick to track your emails

• Using Gmail with Google Calendar

• Adding multiple email accounts to Gmail (includes ‘send as’,

imports, auto forwarding and ‘mark as read’)

• Using filters to manage your emails

• Google Drive and Gmail integration

• Using Gmail on your mobile device

Using Gmail Effectively In

Your Business

A look at Gmail and what it does

(In Google’s words!)

• Anywhere Gmail is always available wherever you are,

from any device - desktop, laptop, phone or tablet.

• Lots of free storage With 15GB of free storage across Gmail,

Google Drive and Google+ Photos, you won't need to delete emails to

save space.

• Search With the power of Google Search right in your inbox, it's easy to

find what you're looking for.

• It's free All this for free? You betcha. And it only takes a few minutes.

• Custom themes The number of themes has increased from 35

to...infinity.

• View attachments instantly View files without leaving Gmail. You can

even save attachments directly to your Drive to organize and share them

in a single, safe place

• A better compose Compose new messages while keeping an eye on

your inbox. Gmail's compose is fast, easy to use and packed with

features.

Best Email Service: Gmail

vs.Outlook.com

http://www.maximumpc.com/best_email_service_2013

Gmail wins on

customisation

and the ability

to run multiple

inboxes

I think that the real power of Gmail is in the add-ons that you can use

with it – these are amazing!

http://www.maximumpc.com/best_email_service_2013

A Word About Google Profiles

• Free user profiles available from Google that lets users present

themselves on Google products to other Google users.

• It allows you to control how you appear on Google and tell others

more about who you are.

• With a Google profile, you can easily share your web content on one

central location.

• You can include links to your blog, online photos, and other profiles

such as Facebook, LinkedIn, and more.

• You also have control over what others see and you Google profile

will not display any private information unless you explicitly add it.

• To edit or create your Google Profile, simply log into your Google

account and select "edit profile".

• Google is forcing you into profiles these days with Gmail, Google+,

YouTube and Drive particularly

Source: http://www.webopedia.com/

http://www.webopedia.com/

How Gmail fits in with other Google services

Business and office:

Drive, G+, Contacts,

Calendar, Maps,

Google My Business,

Hangouts etc

Advertising:Adwords,

Adsense, Remarketing

More and more, everything that you do in

Google is becoming linked

Signing Up For Gmail

Gmail basic operations


• Format text

• Attachment

• Insert from Google Drive

• Insert image

• Insert web link

• Insert Smiley

• Trash (RH side)


• Font

• Text size

• Bold

• Italic

• Underlined

• Background/text colour

• Paragraph align

• Bullet points/numbered list

• + or – indent

• Quote

• Remove formatting

A look at Gmail and what it does

Gmail general settings (includes email signatures,

out of office replies, notifications, and shortcuts)

1: Google+

2: Add-ons

3: Apps access

4: G+ notifications

5: Create a G+ post

6: Profile access

7: Settings access

8: Keyboard settings

9: Scroll through pages

of emails

Gmail general settings

This shows all of the

Google apps that you’re

connected to already …

you can also scroll on

further and connect to

new apps.

Use this to launch other

Google services.

Managing your inbox basics


The bell turns red when

you have a new G+

notification.

Easily see important G+

updates without having to

leave your email area.


You can even post

to G+ from your

Gmail area


Settings is the key menu selection

here, but the others will help you to

customise and get things looking the

way you like them too.

Comfortable/Cosy/Compact

‘squashes up’ the page content … I

prefer to use ‘Comfortable’.


This allows you to sort

your incoming emails

via tabs … and is set

up when you create a

new account.

I don’t like it or use it,

but this is how you

switch it on or off or

customise it.


To move a message from one category to another:

1: Click on the message

2: Drag and drop it into the new category

Gmail general settings (themes)

Changing themes


Options for each email

received


1: Archive, 2: Report Spam, 3: Delete, 4: Move To

5: Labels, 6: Options, 7: Custom Apps [you have

to install these to get access!]


Emails may

be added

to your

‘Tasks’ …

this is a ‘to-

do’ list with

date

reminders

Create event moved the email

content to your Google calendar

Gmail general settingsSource:

https://support.google.com/mail/answer/5904?hl=en


Source: https://support.google.com/mail/answer/5904?hl=en


Having marked

messages you can then

sort them more easily.

We’ll also look at Labels

and Filters later.

Gmail settings

There’s a lot here! We’ll focus on a few key

tasks first, then take a closer look …

Email signatures

Gmail lets you set a different auto signature for every email address!

Out of office replies

Notifications

Notifications

I tend to leave my notifications off to avoid

constant distraction

Shortcuts

Open shortcuts by

pressing ?

There are many

more shortcuts

available if you

want to switch

them on!

Source: https://support.google.com/mail/answer/6594?hl=en-GB

Shortcuts

Importing and integrating all of your email

addresses

[Important! No passwords = no import]

This is a tiny bit techie, but it’s well worth it

in terms of managing all of your emails effectively

Adding multiple email accounts to Gmail (includes

‘send as’, imports, auto forwarding)


addresses

1: Change Gmail info, 2: Import from Hotmail etc, 3: ‘Send Mail As’


addresses

You use this option when you have set up

automatic forwarding to your Gmail account


addresses

Click ‘Add

Account’ to

send via this

email

address.

You may

have to dig a

bit to find

your port

number!

If TLS doesn’t work, try SSL, but don’t go unsecured!


addresses

This one is a bit

more technical, but

if you contact your

web host, or check

their FAQ, this info

is usually easy to

find.

Don’t worry that you

don’t understand it,

just follow the steps


addresses

Port info and POP

server is readily

available info via

your web host.

Ask them via their

helpdesk if you’re

not sure.


addresses

This is where you

adjust which email

address you want to

‘send as’.

Effective use of labels in Gmail


Note: You can also nest labels … it’s a bit

like a sub-index!


You can choose whether or not to show labels in your

LH menu and you can colour code them for easy

reference


Manage

labels from

within

emails once

you have

some set up

Google+ circles integration

Google+ circles integration

This is the crucial

one for privacy! Go

into your General

settings and adjust

who can email you

via Google+ … I

suggest that you

don’t leave it on

‘Everybody’!

Using Gmail Labs to activate some

really useful extras

Using Gmail Labs to activate some

really useful extras

(Includes ‘Mark as read’)

I recommend:

• Canned Responses

• Mark as Read Button

• Undo Send

• Google Calendar gadget

If you use multiple Gmail accounts, I also

recommend:

• Multiple Inboxes

Using Gmail offline

Google says: Gmail Offline is a Google

Chrome app that lets you read and manage

messages when you don’t have an Internet

connection. You can even compose messages

that will be sent when you’re back online.

Using Gmail offline

Using Gmail offline

Useful for working in trains or hotels

Canned responses

This is great if you find yourself writing the

same thing time and time again!

Canned responses

1: Click on reply

2: Write your response

3: Use the menu at the bottom RHS of the email

4: Save your response and give it a name

5: Next time you reply to an email, just ‘drop’ your

response into the text area by using the same menu

Canned responses

Just work through the prompts step-by-step …

Multiple inboxes

Using Boomerang for Gmail to control your

email like a Time Management Ninja!

See: http://www.boomeranggmail.com



I use the £4.99 per month

option because I use

Boomerang constantly,

several times a day

I much prefer this to Gmail’s

‘Add To Tasks’ option.

http://paulteague.com/boomerang



Boomerang lets you run a

zero email inbox:

• Delete it

• Diary it

• Deal with it

• Delegate it

• Don’t dither!



Use Boomerang directly within your

emails too …

Using Sidekick to track your emails

Sidekick notifies you when people open your

emails, and lets you know when leads are visiting

your website.

I use it to track who’s clicked emails and to see

what they click.

It’s very useful if you’re chasing somebody and

they’re not getting back to you … you know exactly

when they looked at your email

See: http://www.getsidekick.com/

http://paulteague.com/sidekick

Using Sidekick to track your emails

Using Gmail with Google Calendar

It sits on the left hand

side of my Gmail work

area so I can always

see my appointments

and easily add new

appointments.

Using Google Calendar

Using Google Calendar with

ScheduleOnce for automated

appointment setting

Source: http://www.scheduleonce.com/

Using filters to manage your emails

Using filters to manage your emails

Tip: I colour

code my labels

Google Drive and Gmail integration

Using Gmail on your mobile device

Google Calendar

Using Gmail on your mobile device

Gmail

My Settings Tips!

All of these adjustments are

found in the Settings area.

My Settings Tips!

My Settings Tips!

I suggest that you disable chat for time

management purposes!

Besides, Skype and Facebook chat are

better

My Settings Tips!

This is another distraction!

I suggest leaving it disabled

My Settings Tips!

No need to delete emails, archive useful emails and

get used to searching for them to find the one you

want … you have plenty of storage space.

My Settings Tips!

Use the great support that is

available and free

Access all of the slides from today, as well as

lots of useful URLs and resources, via this link:

http://paulteague.com/gmail1

Next steps …

http://paulteague.com/gmail1