 OTAN, Outreach and Technical Assistance Network. Welcome to Technology and Distance Learning Symposium brought by OTAN. It's March 3rd, and we're doing this for a couple of days, and I hope that you're able to join and look at the other sessions that are going on in the next couple of days. Our session is called Getting to Know Gmail, Beyond Sending and Receiving Emails. We're starting right now, and our session goes till about 4.15. Thank you, Janet. So, Janet and I are your presenters for today. We are both ESL teachers at Roland Adult and Community Education in Roland Heights, California. And we are also a part of the Digital Leadership Academy that is being offered by OTAN. So this is a two-year program, and with that program, we are taking courses and working together to design a distance learning course to be implemented at our school. So we are very excited to be a part of the Digital Leadership Academy, and this opportunity through OTAN, and even more so, we're excited to be your presenters today for this session. So once again, welcome. So some session information as we get started. This will be a 90-minute demonstration session. So we will do a little bit of demonstrating and guiding, and you will have the opportunity to dive in and explore some of what we are presenting today. So we said it at the very beginning. We'll do a quick reminder. It is helpful if you are able to join from a computer or laptop to fully engage in this interactive session today. Also, have your Gmail account open. We will be asking you to go into your Gmail account and trying out some of these features that we will be covering. Throughout the presentation, you will have some time to, like we said, go in, use these features, play with some of the settings to help you meet these objectives for today's session. However, if you are not able to join from a computer or laptop, we understand. Just know that we will provide this presentation for you. So you might want to just maybe take notes along the way and try to access or utilize some of these features at another time when it is more convenient for you. But it is intended to be a really engaging session for everybody. Any questions before we move on? You can just kind of raise your hand or put them in the chat. Okay, or we will continue. Okay, so our objectives today, there's several things that we want to cover. Hopefully by the end of today's session, you'll be able to search for emails, especially specific emails that you're looking for, especially if you have a long list of emails and you don't know where that email is. Melissa is going to show you how to search for emails specifically. We are going to create labels or slash folders in our Gmail. She will show you how to do some appropriate reply options. We'll take a look at those and then we'll see how we can change them as well. We'll show you how to manage your contacts, how to schedule outgoing emails because there's a great little device there on Gmail that you can schedule outgoing emails. And then lastly, we're leaving some time to explore some additional features in the settings menu because if you use Gmail, you'll see that there's a lot of tools. So we're going to explore some of those towards the end and then again give you the opportunity to personalize the closing of your on your Gmail, your signature down at the bottom. So like Melissa said, you know, hopefully you're able to log in to your Gmail account, have it open and accessible maybe side by side to this presentation. Because we are allowing time after each objective for you to go in there and play and practice the skills. We really thought about this presentation where we wanted you to do it during the presentation and not leave it at the end. Okay, so hopefully you utilize that time. Okay, so we're going to begin with using the search bar so if you have Gmail open. I know Cindy showed how to kind of follow along side by side looking at my screen in your screen at the same time. You're welcome to do either or you can just follow along with what I am showing here and like Janet said we will give you time after to then try it for yourself so at the when you open your Gmail at the very top. Just above all of your messages there's a bar. It's the search mail and chat. So you may have seen that in your Gmail. And within that I mean I don't know how many times it's happened you've gotten an email and you're like ooh let me find that email. And you're scrolling through the list of how many hundreds of emails that you have and you can't quite find it you get 50 emails emails a day from the same person. And so on this search bar at the top there's a little drop down. So little drop down carrot you click that and then you just you'll find a lot more options to search and filter your emails. So you can type in from you're searching for an email from a particular person you can enter their name there, something you sent to someone maybe you remember the subject was, you know, meeting, or lesson, whatever the subject had, or has the word so you remember the word in it. So there's just a lot of options here to filter and hopefully filter out some of some of the emails you know it's not in to find a very specific email. So at this point. Let me open my Gmail. And as as Melissa is explaining if you have any questions please utilize the chat. Because I'm monitoring it and we're taking turns so the chats open and if you have questions or even if you have comments or some extra ideas please, we will share them as soon as we get them. Okay, so this is my inbox. So this one's inbox will look a little bit different. And I'm sure you're just very comfortable with how yours looks I'm comfortable with how mine looks I know some people might say oh that's, you know, whatever it might be an organized might be organized. However, I'm going to organize chaos. Click up here and let's see I want to look for. So Gail he's my coordinator so I want to look for an email for him so I could just simply from my inbox, click up here the search bar, look for an email from Gail and suddenly the emails that I show here are all emails that I have received from him. Okay, so that could be the first way I can search for an email. The second way I can search for an email is really the same thing but I'm going to hit this drop down. Okay, and let's see I know I got an email from Gail same person and let's see it had the word causes in it. I was going to say cost. He sent me something about causes so I just want to find that email. So I will filter that out and now I have fewer emails and now they all have causes. So, I'm going to look and say, hmm, which one it was it that I want to yep this one right here with my causes schedule and so now I have the schedule that he sent me for causes testing. Okay, so, again, I get a lot of emails from this person but I know specifically I wanted to find the one with the schedule that he sent me so I was able to filter it that way. So, or let's see from, let's see we've gotten a lot of emails recently from OTAN in preparation for today's session. So I'm going to type from OTAN search, and here we go lots of emails from OTAN. I have information reminder so I can filter out all those other emails from people from work or, you know, students in one of my classes and now I'm only going to see emails that I have received received from OTAN. Or maybe I want to see OTAN has the words TDLS and it filters it out and now I'm only seeing emails from OTAN regarding TDLS because I do get emails from OTAN for DLAC and other other reasons. Okay. So, before we go any further, if you have any questions regarding searching in the chat, go ahead and put them searching in your email go ahead and put them in the chat. Again, as you can see you can search by date. So within the last day within the last three days within the last week. There was an attachment. Okay, so I just want to see one that I received from Gail and it had an attachment I can click has an attachment on there. So there are a few ways to filter out your emails to really narrow down and not have to sift through so many emails. Okay. All right I'm not seeing any questions in the chat which is fine. That's because they're busy searching. Thankfully, and look at now I'm having my blue teeth. We worked really hard on that. Okay. Okay, so now it is your turn. Yeah, so now, like we said after each objective we want to give you the opportunity to practice. Now it might have been that you've already used that search bar, but maybe you've only done it by name. So now I really want you to get in there and have different search in different ways. See if you can use a search bar and maybe search for something more specific, or play with options that you weren't able to play with before because you know, when we're on work time, we need to send out our emails or do our emails, and we don't really have the opportunity to play so utilize this time right now go on to that search bar. Okay, so Laurie put something here in the chat have several email accounts not all Gmail. I'm not sure if that was a question or a comment. This feature is that we demonstrated today specifically for a Gmail account. So, was that a question if you're able to do that in other email accounts, how to incorporate all. All right, let me see I'm not quite sure what we're trying to find but we can look at it together. I should be asking if she has several Gmail accounts. Oh, I see I see. Okay, so I am only searching in the Gmail account that I am logged into. If you have several Gmail accounts. Yeah, I am looking at sorry one mail account so yes I have several Gmail accounts I have several email accounts not all Gmail, but I am specifically logged in currently on my work Gmail so when I'm searching. I'm only going to search for my within my work Gmail account, since that's the one I'm logged into. That's a good question I wonder if, can you go back on to that search bar and see if there's an option there. Size date search. Oh, here we go all male inbox. We don't see it on your screen. Well, let me we just see yours. There you go. All male. No, I don't see if you can search to have it on different because yeah I have two different emails and every time I search it's only been on the one that is currently open. Okay, there's like, there's a question here. It says, don't include chat. Oh yeah there you go right next to has a chat attachment it says don't include chat. That's land and email in the first place. So I'm going to step in here we did not address chats in this search. We just very specifically we're focusing on the Gmail part of the search. Let's see Renee has a comment you can also use the minus sign to eliminate some so from. Yeah, you can say at gmail.com. So find all email from people sending from at Gmail good. But then minus who that's getting really deep that's like advanced search minus and then put a specific email good. So that's good to know. If you're wanting to know what Renee added go ahead and check out the chat because you can search, like for example I guess we can search all at rolling schools.org but then minus someone specifically if we know if we know it's not from them. Good tip Renee like great tip. Okay, but as far as chats yeah we did not address chats. Okay, so Tony saying that her school doesn't use Gmail, but uses outlook. So there's probably some of the same options and filters in the search bar. We only use Gmail. So I don't really use outlook. So I cannot address if it's similar. I'm just assuming it would be only because you know some of these accounts are someone else is saying no they're very different. Well then there's your answer. Okay. But you may have a personal Gmail and you know some people have their work email account whatever system work uses and then a personal Gmail account so. All right, so give us a quick reaction your thumbs up if you were able to just very simply we started out pretty simple were you able to search and find a specific email quick thumbs up thank you Tony for your thumbs up. Renee saw Matt's good I'm saying some thumbs up some checks. Good. That means you guys are utilizing this time to play, which is the goal really. I feel like sometimes I go to sessions and I learn all this information and I take all my notes, and then I have to find the time to play so good you use this time to play as as we're going through our objectives today. Okay, so next, we're going to move on to labels. Okay, so within labels in Gmail. We're going to look at how to create and create labels to organize emails. There are several labels as as folders in your email inbox, even though they are called labels. And there are several options from your inbox to create a label there's a gear that says manage labels and the arrow here is showing it should be on the left side of your inbox. There's a line that says create new label. So those are two ways to create a label in your email setting or in your email inbox, and then there's also a gear that says settings so there's a few. So when Janet and I started talking about this she goes well I do this to create a label and I go well I do this to create a label. It doesn't matter. You'll create a label so just use whichever one is easy comfortable for you, as far as creating labels. And it's always towards the bottom of that menu. So if you already have labels that you've created. You have to scroll all the way down to the bottom to get this, the shortcut, I was always doing it the old school way where I would go to the top and click on the gear that says settings and create my labels that way. And then a Melissa showed me the shortcut and I was like, love it. So, like I said, we're sharing and if you have another way please put that in the chat we can put it out there for everyone else. Okay, so once again here is my Gmail inbox. And if you look at the far left. These are my labels. So I have a few. And these are all that I created myself so you may have none there if you haven't created any yet you may have some you've created yourself. As you can see I've got a scroll scroll scroll. I'm going to click more. And I'm going to keep scrolling. You may have to click more at the bottom but you're going to scroll down here. And these are the two options I showed you on the previous screen you can either click the gear that says manage labels or you can click plus and create a new label. Okay, so these are the two quick ways you can do it. Another way at the top of your email inbox. Right here. It's a gear and you can click that also. So three ways that we know of to be able to create a label so I'm just simply going to click this little plus sign down here at the bottom create new label. And you can label it whatever you want if there is a particular person you work with that you get a lot of emails from and you like to keep track of that correspondence you can put that person's name. If you are a teacher and you have a class or more than one class that you teach you can label it the name of your class. If you work in the office or if an office manager and you have different, maybe staff that you communicate with you can label it, you know, maybe something like office staff. So, really, this is your Gmail you can do with it what you like but that's the easiest one create new label and this will pop up. Manage labels, you can click that. And then it brings you to this screen. Yeah, and then you just can click your scroll down a little and click create new label. It took me to the exact same place it just was two clicks instead of one. So let me go back. And then that third way I showed you which is this gear at the top right. I would click that. Now I'm going to click see all settings. Again, way too many choices here but I would click labels scroll down create new label. So again different ways to do the same thing, but to keep things simple. The simplest way is right here straight from your inbox scroll down until you see it. Like I said you might need to click more and continue to scroll and then just click that create new label. That's the quickest simplest way we have found to get there. So, there's there's a question in in the chat. It says my inbox keeps retracting and I cannot remember how to change that retracting retracting. I'm not sure what that means. That's an example. Okay. Can you hear me. Yes. So my, so like, you know how you can see your, your inbox, you can see the manage labels, you can see everything on the left hand side. Mine, you can't see. It like we can go back. Oh, I know. Okay. So look at my screen. Yeah, at the top. So right here at the top where it says Gmail, there's these three lines to the left of that. And I click that and it goes away. Is that if that's what's happening, give that a try. So it's just this little button up here. Simple. I just couldn't remember. Okay, that's okay. That's what that's exactly why we're here. I did that sometimes. I'm like, what did I just push? You know what, that's so funny. I press that all the time only because like I said, I'm on only one monitor. I have to squeeze everything in here. And, and sometimes I just need more space to, to read like the titles of those emails. So I just retract everything, you know, and then bring it back. So I'm always pressing those, those three lines up there. I love that though, because we have questions like that. Why did this just happen, but it's okay. It shows one more thing we can demonstrate. Yeah. Okay, so let's get back to, to you guys and give you a chance to play Janet's got a task for you. Yeah, so here we go. Now it's your turn. Okay. So we want you to take this time and create some labels. For example, I have, when we started the new session. I, I put my beginning high class as my label, and then as a sub label, I put classwork or homework, and then communication and test. So every time I received emails from that class, I was able to put up in the correct folder to save it folder because that's really what, what they are. So try and think of either a class that you have not created a label for, or in general, if you work in the office, maybe a colleague or office staff. Melissa had said she gets a lot of emails from Gail, our ESL coordinator. I know you already have your, your label for Gail. So do I actually, he actually has three different labels. So try and see if you can think of someone else or another group that you can create a label for or and a sub label to even be a little more organized. Give that a try. We'll keep our eye on the chat if you have any questions that come up while you are trying that. Yeah, you'll just go into your inbox scroll down and click the plus sign. The easiest way, the easiest way. And if you've created labels for things that you want to share that you think are pretty clever, go ahead and put those in the chat. So sharing is caring. We all learn from each other. So if you have something that a label, a special label, we have our OTAN labels, we have our DLAC labels. Gosh, if I brought up my email right now. I know I'm very vulnerable. I'm showing my email to the world. And that's why that, that plus sign to create a label. If you have a lot of labels, you could just kind of scroll all the way down to find it. But it's there and it just makes it a lot easier to create those labels. Okay, so if you've given this a try and you successfully created a label just like before give us a little thumbs up reaction or something so we know you were successful in doing that. All right, good. And we're, we're on time here. Okay, good. I'm seeing some thumbs up so folks are able to at least create a label if you want to dig a little deeper you can try to create a label and a sub label. We didn't show you yet but you can move your emails over to those we're going to get to that in a little bit. All right, so thank you I saw some of your thumbs up. If I didn't see a thumb up I'm guessing you're okay and I don't see any further questions in the chat. Okay, so next, this one is a biggie. Replying to emails. Okay. This is a biggie because we have a few options here. So when you receive an email. You can reply simply to the sender so the person who sent the email to you, which is typically what we want to do. There's a reply all where you reply to every person who received that email. And then there's some smart replies that is a feature in Google my other email my Yahoo email does not have that, or at least not that I've seen. So within Google there are some what is called smart replies. So if you look here at my screen this was just an email Janet sent me and when I receive an email at the far right there's these three dots which I can click, and I can reply, and that's just the one arrow kind of off to the left. And if I click that I will reply to Janet and Janet only. Okay, just below that is a reply to all and it's two arrows going to the left. And if I click that it will reply to everybody that Janet sent the email to. Okay, I say use that button with caution because many times you mean to reply to the person who sent it to you. And you might inadvertently reply to everybody and say something that you intended only for the sender. So, and some people did not don't even know that there is a reply and a reply all. So that there are two options. Also at the bottom, there are some auto generated smart replies that Gmail offers so this one says it works got it thanks got it and I can just simply click that. And it will reply caution from what we're told it will reply all. Okay, as it but that might depend on your default settings which we're going to look at. So again, we have this reply up here, reply to all and then the smart reply options at the bottom. So we're going to go, I'm going to share my screen at the moment and look at some options that we have in our settings. So within your email settings, you can default reply behavior there's a setting there for that. You can set your default reply behavior to reply or to reply to all. There's a choice, and it will automatically default to one of those. I went ahead and went into mine and my preference is just to reply to the person who sent me the email because I said nine out of 10 times. That is who you intend to reply to. Next there is the smart reply, you can turn that on and off. So if you noticed here, I have smart reply on, which is why I received these quick reply choices at the bottom of this email. You can actually turn that feature off, and then they won't even pop up for you. So again, this is a personal preference what you prefer to have in your settings and also Gmail has this lovely feature when you send an email. I don't know if you've ever noticed but when you send an email at the bottom there's an undo button that appears for a short period of time. You can send it off and go oh shoot. I forgot something or oh shoot. You can undo that that email really quickly before it was it is send off to the receiver. And in your settings you can set the timer on that. So how long you want that pause to last before the message will actually send. So, let's take a moment I will share my screen so we can look at some of those together. So once again here's my inbox. For this I'm going to go to the gear at the top of my email inbox and if I hover over that gear it will say settings. So I'm going to click that. And I'm going to click see all settings. So here we are these are all of my settings. And I'm in the general tab of see all settings. So I'm going to kind of zoom in here so you can see it a little better. There's an awful lot here we're not going to look at all of these at the moment. But if you can see here I have my undo send. So when I hit send on my email I currently have it set to 10 seconds and I will have that undo option for 10 seconds so within 10 seconds I am able to hit undo. And that email will not send. You can change that to as little as five seconds or as long as 30 seconds. So you can just set that to whatever you like. I initially had it set for 30 seconds I'm like oh cool. That gives me more time to think about it I'm going to set it for 30 seconds. But then like there were times when I want wanted to send something to someone right now and I'm like did you get it didn't get it. And I'd be like no I don't have it yet. I set it back down to 10 but really that's a personal preference, whatever you like. The next one here default reply behavior. You can have that reply or reply to all. I have my default reply to simply reply which means it will that reply will go only to the person who sent me the message. Okay, so this is a good time to go in there and check what your default reply behavior is because you don't want to be accidentally sending replies to everyone within an email if you really only meant to send it to the person who sent it. I mean a typical example of that is you know the boss sends an email to all staff, you know meeting this Friday. It goes to all staff and if you reply without knowing reply all and say something very personal. You know I'm not going to be able to be there because and it's personal information but if you had that on reply all everybody sees that. So just be really aware of that reply and reply all I have my default there. Like I said on reply it doesn't mean I can't reply all I just have that as my default. And the other one I want to look at are the smart replies. So I had smart replies on just because I wanted to be able to show them to you but I typically keep them off. It doesn't matter again this is a personal preference do you like to have the smart replies on. It's you know a got it a thanks I'll be there. They're just really quick simple replies, or you can have them off doesn't matter that as a personal preference. So when I'm finished setting those to the way I want them I didn't really make any changes but if I did this save changes button would be darkened and I would click save changes. And it would save all of those changes for me. Oh sorry I was just going to say, I wanted to. Yeah, just make sure that if you do any changes that you save them down at the bottom. Because again you have to go way down to the bottom of that page and press save. Okay, so now for a little bit of play time. Yeah, so those are some really good options that you can do. In the general settings so again we're going to give you time. If you if you probably were doing it at the same time Alyssa was, but go in there. And just like she said it really is personal preference with the behaviors that the reply messages that you or the buttons that you choose to to use or not use, but know that they're there for you. You can reply or reply all. Thank you, but when we get a general email from someone. Yes, I know that it's polite to say thank you or received. But again, everyone gets that if, if you click reply all, and some of us may not want to be receiving 20 emails of thank you thank you thank you thank you. So just, you know, recognize that that is a choice and an option that you can, you can change on your settings. And then also go on to that smart reply. And, you know, if it bothers you that it's there then you can simply turn it off. Okay, or if you like it, then you just keep it on. I think my, my favorite one is that undo send. Because I think towards the top of the general settings. So you have some choices there. And it's funny we were playing with it the other day and, and just like Melissa said she had changed it to 30 seconds. And then we were playing with our emails and she's like, did you receive it. Did you receive it. No, I haven't not yet. And it's like, Oh, because you know we changed it to 30 seconds. It was a long time but some of us need that time to maybe, I forgot to say that on the email or I forgot the attachment and how many times does that happen. So give yourself some time when you do send a message, just to make sure that it's exactly what you want to say and the attachments are on there. So go ahead and, and play with those for a little bit. And again, anything that you want to share that you've used go ahead and put in the chat or any questions. And that way we can address it. And again if you got it, you checked your reply default reply behavior that it's the way you want it, you checked your smart reply you turned it on or off depending what you want you set your undo send to whatever time option you want then just give us that click thumbs up. So we know that we can move on. All right good we have a couple responses there. Great. Okay, yeah. Oh wait we have. Let's see. Yeah, so it says is the undo send a waiting period before it sends email. Absolutely. So you click you click send, but Gmail will pause for however long you have that undo send set. So it I guess some the way someone explained it it kind of just sits there, maybe in like a cloud or just in in a waiting room. And once that time passes that you have it set to then it sends and then it'll be received by the person so you click send there's nothing more you need to do except wait out that five to 30 seconds that you have your email sent set to. That's the question conversation. Okay, there you go. All right, so next is contacts organizing your contacts so I know this session was open to everyone if you are a classroom teacher. Give me a quick like raise your hand or a thumbs up or something. If you are a classroom teacher. I have a few classroom teachers in here. Okay. I'll kind of wait for those to go away. And then next I'm looking to see if you're like maybe office staff or, you know, outside of the classroom in a position other than a classroom give us a quick thumbs up. Okay, good. So we have a mix, which I like. The point is regardless whether you're a classroom teacher or maybe work in the office. You hear from a lot of people every day. If you're a classroom teacher you hear from work, you know, colleagues, but you might also be getting a lot of correspondence from students. So organizing your contacts is really important. If you work outside of the classroom maybe in an office setting you might work with different groups of people, you know our office staff, our adult ed staff or ESL staff, district personnel, you know outside of our building so you might have just different groups of people, and you keep your correspondence separate so managing organizing and managing your contacts is really. This is really helpful, especially now if you're in the office setting and you have other things you want to add to or chime in please do because Janet and I are both classroom teachers so we will see this from a classroom teachers perspective however this is just helpful in general so I'm going to show you let me pause here go back into my email. Fortunately for me I pretty much add. When I get an email from somebody I pretty much add them immediately to my email so I don't really have any stranger emails in here. But for example, here's one from Valerie Torres. Not not at my building not one of my students but within Roland unified school district. Okay. So, a one way I can add her is I can kind of hover if you see a hover over her name and this box comes up and it tells me who she is and it's parent square calm. This isn't really a good example because it's a do not reply but click it anyway. I don't have any strangers in my box that I can add let me see. I could try Julie Mitchell she's our. This might also be a do not respond let me see. Oh no, there we go. Okay so Julie Mitchell I'm going to click her name. Her contact information shows up. And then I'm going to go here and click more info. Okay, and this you'll notice this box over here on the right pops up. And then I have this little person with the plus sign. I'm going to click that. And now, oh you don't see it but at the bottom. There we go. It says added Julie Mitchell to contacts. Okay, so now she is one of my contacts. What does that mean. It means when I click here. Sorry, let me go back and show you that again. The top next to settings is that little grid the waffle whatever you want to call it. I can click that, and I go to contacts. And now these are all contacts who I have saved in my work Google contacts, and I can search Julie, and there she is because I added her to my contacts. So step number one is just adding people to your contacts. The second part of this is creating groups within your contacts. And this is where it gets really helpful. So here are, if you look over here to the left, kind of zoom in so that's really all you see. I have again called labels, and I have different groups in my contacts so again I said I'm a classroom teacher so I have one called beginning low. And all of my students who are in my beginning low class, I add them to that group. Okay, I have another class called conversation I created that label, and any student who's in my conversation class, they're in that group. Okay, I have delac race ESL, which is other ESL teachers from my work and they're in that group. So, all you do once you're in contacts is you click create label, and you'll get a pop up make it smaller, smaller or bigger. Well, move it over. No, you got it. So create label and I'm going to click one called office staff because I have one called race ESL so I'm going to create a label called office staff and I'm going to save that label. Okay, so now I have one here called office staff if you see there's no number next to it because I don't have any contacts in that label yet. For my beginning low class I have 22 contacts in that group conversation class I have 21 delac I have eight race I have race ESL I have 13 office staff there's no number because I don't have any contacts in there yet. So what I'm going to do is, these are my contacts. And I'm going to scroll through my contacts. I'm just going to see, I'm going to find someone who's, I'm just going to make one. Okay, Kirsten Garcia I'm just going to say she's office staff. Click, I just click her name. Okay. Marianne Han office staff, I click her name she gets a blue check mark. And let's find another one. Where's Janet, I'm going to find Janet. I'm going to click her. I'm just making one to demonstrate. Okay. And then I'm going to click label. And so up at the top there's this little label symbol I'm going to click that I'm going to click office staff, not race ESL just office staff. And there we go. Well, let me refresh that. That didn't work. Here we go. Edit office staff. Okay, fine. Let's do it a different way. Here's Fatima. On the far right, there's a pencil pencil means edit. And I'm going to add a label to her. I'm going to click office staff and now she's on my office staff label. I click out of that box and that you have to click save. Click save. And now if I look at Fatima, she's has two labels office staff and race ESL. Okay. And this will be a time saver later on when you're sending out emails to all the office staff or all whoever you have in your label. So, and I do this as I add a contact so the moment I add a contact I go ahead and give them a label so that they're where they need to be. Okay. So, did we all follow how to add that contact. Okay, good. So let me pause that share. What's in the chat there, Janet. Well, Tony P. You could add Tony P. Let's do that. Oh, yeah, let's do that. Okay. Let me get back to that screen. Okay, so I can, since I don't have any correspondence with Tony P. I'm going to click here create contact and if you go ahead and I don't know how you want to do that but if you want to type your email in the chat. It is there we go you see okay. I do so I'm going to put Tony, and then her last name. Here we go. And this, did I spell that correctly. I think so. So, okay, and then her email address. Oh, you're going to be a fun one and Tonya. It's just I have bad eyes. Pet me. Okay, at Gmail. Just copy and paste. I know I probably should have. Okay, but she was already dedicated into that. And I'm just going to give her a label because, again, I try to make it my practice when I'm adding a contact. I'm going to give them a label I know you're not part of my office staff but I just want to show you how to give a label so give her a label. I'm going to click out of that I'm going to click save. Okay, and now anytime I see Tony, Tony's email, and I'm in my context I'll see that she's part of my office staff. Okay. All right, so now my office staff has to two people you saw me add those two folks to my email. All right, let's see. The next thing so let's see adding people to your label, creating the contact and then adding a label to that contact. That's what we covered any questions on how to do that. I'm not going to send an email yet that'll come in the next step I just want to make sure everyone knows how to add a contact and then add a label to that contact. Okay. All right, so as always we're going to do a your turn. Now it's your turn. Okay, so again take this time to to add at least two people to your contacts. You probably have a list there of contacts that are probably not in in a label. So go ahead and see if you can create a label, just like Melissa showed you and put at least two people in there. Because later on we're going to be, I believe sending an email using the label that you've created. It could be for one of your classes. So if you're an ESL teacher or an adult ed teacher or any kind of teacher or even a you know in office staff or, or even you know, there's groups at school like we have the CCA eat group, or you have the sunshine fun people or the social committee. You can do those kinds of labels as well so we'll give you a few minutes to do that. If you have any ideas of labels that you've created in the past that you want to share again put those in the chat so that we could all share and see what what you guys have done. While you do that I'm going to go undo my office staff group. Okay, and this is really a great time management skill because when you're when you have to send an email, especially when we do like a group email to a specific group, especially my class. So back in the day before I learned how to use this. I was clicking each person's name to add them to the email so once I learned how to do labels just like just two steps and there we go. Okay, so just like before if you were able to add at least two people you might already have people in your contacts but if you were able to find two new people to add, and then create a label. Just a quick thumbs up. If you still have questions on how to do that. Let us know in the chat. Okay, I see physical thumbs up which is fine. We can do reaction thumbs up either one works just want to make sure everyone's able to try out some of these things we're showing. Yeah, we've got several thumbs up there. We'll give about one more minute while folks are working on this. Sorry, you say labels repeat. Oh what do you mean exactly you want to you want Melissa to share her screen to go through it again. So, I guess we should clarify we have labels in your inbox. Okay, and that's different that is labels for your email which I would say think of those as folders. And then we have labels in your contacts, which is labeling groups of contacts to send messages to. So it, I find that confusing, because we've got, like I said labels in the inbox and labels in your contacts so let me share my screen one more time. And I think it's just we're using the language of Gmail, but I know in my head I think of it as something else so here in your contacts, create label, they call it a label and it has the same symbol as your inbox. Let me know these do not correspond to the labels in your inbox. Okay, those are two different. So if I have a label in my inbox called beginning low, it has nothing to do with this label in here for contacts. Okay, so that is, don't let those two don't think they're one and the same because they're not. It might look the same it'll have the same shape and it'll have the same name if I name them the same thing, but one is not the other. So let me keep in mind. Well, let me see. Get back to my email. So now this is my email inbox and we have again the same icon which looks like labels. And I have what's called spring beginning low because we're in spring session but it could simply be called beginning low. This is not a contact label this is my when I click that. I call my emails with my beginning low class that I have put in over in the folder. Yeah, I prefer to think of these over here as folders, even though they're called labels. Okay, so they're not one in the same. That is a confusing Google thing. So these here I, I are labels we're labeling our contacts. Yeah, that was a good question to clarify. All right, so we had our thumbs up hopefully like I said you were able to create your out of contact create a label. Okay, so next. This is my favorite feature in Google. If you use it then you know how much I love it. If you don't use it yet. I'm betting after today, you will use this all the time. I almost never send an unscheduled email anymore. Because this is just such a. Yeah, this is a great time management tip. So scheduling your emails, use your time wisely so I'm scheduling an email so this is you compose an email. What do we typically do we write an email. We finish writing it and then we hit send. Okay, and then it's eight o'clock at night and oh shoot I forgot to send this email. Let me write it right now hit send. Monday night you have something that you wanted to send out for Monday you didn't send it yet. Oh my goodness let me type up an email. So we're, let's face it we're working on zoom and many of us are still working at home it is so easy to hop on your computer and write an email at all hours of the day. Okay, so schedule send, hopefully can help you with that. Again it can help you with managing your work schedule. Sending emails to colleagues and students at an appropriate time. Hey maybe you are someone who likes to work at 10 11 o'clock at night, or wake up at five in the morning and work at five in the morning. I'm not wrong with that if that's who you are, but trying to avoid actually sending emails during those off hours. And then it maintains consistency for your email recipient so being a classroom teacher I send emails to my students all the time. They get that email every day at the same time every day so they know when to expect it they know when it's coming. And it's not a guessing game on the student end of like oh when's my teacher sending that email she hasn't sent it yet I'm still waiting they get it every day at the same time. I love schedule send if there's one thing you do after today. I hope it's this because this is like the best feature ever. Okay, so let me pause. And get into my email. So once again, here's my email inbox on the left side. You'll see again all of these different tabs labels whatever you want to call them. Here's, here's one called scheduled. Click that and I have seven emails scheduled to go out that I've composed I've drafted and they're ready to go and they will go whenever I have scheduled for them to go. So I have class Monday through Friday my beginning low class meets every day Monday through Friday so every day Monday through Friday I send them a link at eight o'clock in the morning. So here we go beginning low for Thursday, and they are scheduled to receive at March 4 which is tomorrow Thursday at eight o'clock. They're going to get that I don't have to wake up in the morning and remember it I don't have to lay to late tonight say oh shoot did I have that it is already ready to go. Same with their link for Friday. It's ready to go they're going to get it Friday morning at eight o'clock. I don't even have to think about it. They're homework I send them their homework every day via email. So beginning low homework Thursday. Again they get that at the same time every day. And it's already ready to go for Thursday and for Friday, ready to go I don't have to think about it. And then my other class my conversation class we meet on Tuesdays and Thursdays so their email for tomorrow is ready to go and again their homework for tomorrow is ready to go. I did that I typically do again it doesn't matter when you do it it's whenever you are working and have time. I like to end my Friday I have some time and I just sit there get all my emails done. They're ready to go for the next week. Okay, so let me show you. Oh, so sorry, I'm still here. So all I do is I compose an email. Awesome. So I'm going to show you a little trick every email I compose to large groups, especially my students, I send it to myself. So I'm going to show you that one more time. I hit compose. And the two, I always send it to me. You don't have to, but I'm going to tell you why I do that I send it to me. Again, I be CC I don't CC I be CC that means blind copy my students. Okay, and so remember I have labels in my contacts. I'm going to type here be G that brings up every student who has the beginning low label. They automatically popped up I clicked one button and all 20 whatever two emails were automatically inserted. Okay, I'm going to do that one more time in case you missed it. So let's see drafts. Delete both of those one more time. So to I send it to myself. Again, blind carbon copy why is that because these are students personal emails, and they don't necessarily want everyone else in class to have their personal email address. So if I be CC everybody, nobody else sees the addresses except for me will end you because you're on here but you're not hopefully copying them. So I type in be G or I can type in my other class conversation that's the label I click it again all my students in that class pop up subject whatever it may be let me just type homework. I can compose their email whatever I want it to say. Okay. Then when I go to send it down here where it says send I don't click send I click schedule send this little arrow with the with the clock comes up. And I click that. Sorry, getting dry here. I get some options my last scheduled time tomorrow morning tomorrow afternoon Monday morning or pick. I can pick. I can pick let's say Friday at eight o'clock. And you do have to add either AM or PM. I click schedule send. Excuse me, and it ends up over here in my scheduled tab. So here we go homework and gibberish. It's in my outbox it has not gone anywhere and it won't go anywhere until Friday at five o'clock. I don't want it to go anywhere so I from my scheduled. I don't know box, I'm going to click that email, and I'm just simply going to click cancel send I really don't want it to go anywhere and I'm going to delete it. Okay. I hopefully we follow to that because we're going to give you a chance as always to practice. Again, and this is a this is different than the undo send button option where it's a delayed send this is more your scheduling it for a different time or a different day. Which I don't know about you, but sometimes I'm working really early, and I know people don't want to get an email at six o'clock in the morning. So I schedule send when I know they'll are their work hours. Okay, when it's an appropriate time to receive an email. So take this time see if you can just think of a group, one of the group labels that you created in the contacts and use that to create or compose an email. And, like Melissa said, you put your name as on the top line and then BCC your group. Let me explain why BCC that another reason I BCC is because again I have students they are learning English. They're some of them are older, they might not have full fluency on using a computer. So if I send it to myself only and BCC all of them. When they reply, they literally can only reply to me. That response will not go to anybody else except for me so they can't even, they can't even accidentally reply all that reply will only come to me. So again that's the reason I use BCC. Yeah and that's a that's a that's a great reason, especially when I send an email to my students reminding them to email me their tests or their quiz. They will automatically reply to my email with a picture of their quiz or their test or their homework. And again that alleviates everyone else in the group to see their, their personal work. So just take that into consideration as well when you're, when you're composing your emails and you're sending them out. So go ahead take this time. What do you have your schedule email to be sent. Oh yeah go ahead and schedule it. It could even be to a group of friends maybe you have a group of friends from, from work. Go ahead and do that and you know if you remember, it'll go out and if not you can just cancel send which I've done in the past because I'd be like, Oh, maybe I wanted to add this to it so. I hopefully hopefully that answered your question it says why do you add your email. So again I send it to myself. And that's one of the reasons why one I want it's a little reminder that I sent that email out. Oh, look I did send this email out. So I get that and I see it. But like Janet said it alleviates the incidental reply all. So that's always really helpful. So go ahead we're going to give you some time like Janet said compose a group email and schedule it to be sent tomorrow at 5pm. And, and if you need Melissa to go through that again just let us know in the chat. If not, go go ahead and play a little bit, because we've got a few got maybe about 10 more minutes. I'm curious to know how many of you already knew of the schedule send. If you already knew that. Put a thumbs up. Kim has an X. I know. Okay car we have we are Gmail is work account so I can interact with my students through my work Gmail. I'm not sure about your school so you that might be something you want to check with with your school but I know at our school we can do that. Can can you repeat the steps so can you go through it just one more time. Yes. Okay, thank you. Can you create a list to save more time and keystrokes yes that those labels in your contacts are like a list. So I literally yeah so let me go back to it. So you one more time it's really no different than just sending an email. Okay, so you hit compose that's step one. I send it like I said I send it to myself to alleviate all the accidental replies to everyone, and then I send it. So, BCC, I'm going to hit a label. Let's see I have ELL. Do I have staff, is it staff or teachers. I think you have race. Yes. Oh yeah I do have race you're right ESL is what it is there we go race ESL that was my label. So I type ESL race ESL comes up one click and I have 13 emails in my BCC. Okay, subject I don't know meeting, maybe we're going to have a meeting. I'm going to say meeting on Friday. I'm being very informal right now because I'm trying to be quick but meeting on Friday. Okay. At the bottom I'm not going to hit send I'm going to hit the little drop carrot hit schedule send that pop up comes up I hit that. And I want to send it. Let's see our meeting is on Friday in the afternoon so I'm going to send it Friday at 8 o'clock am for their reminder. Okay, and then I click schedule send. There it is in my scheduled send folder, I guess we'll call it. And it's ready to go for Friday, March 5 at 8am. Okay, those were the steps for that. I'm going to go ahead and cancel that because I don't want that to go anywhere. Okay, I found that I can only send around 10 of a group of labeled students at a time using Google Voice text you know anything about that. Oh, I have never used Google Voice text. But I have on the Google contacts and labels and adding it. I don't think I have a limit if I have a limit I haven't reached it. I've had, you know I've sent up to 20 to 30 and emailed up to 20 to 30 people and they've received it. But I don't know about Google Voice text. And then it says, does Microsoft Outlook have the function schedule. I don't know. I don't know if someone knows. Right now, please. It sounds like a lot of people are using Microsoft Outlook. So if you know that it has that scheduled God that would be great to know. We, we are assigned a Gmail accounts when we get hired through the district so that is the account that we use is Gmail. Okay, so we're getting close to the end of our time. We did want to give you a little bit of play time. I'm going to look at some more settings so I'll go with you and you can look at it alongside with me but in your settings. We've got a lot of options grammar suggestions spelling suggestions auto correct smart compose. And these are just on off settings you can go through your settings and click on or click off those are really easy settings. The other thing you can do is personalize your outgoing email you can add your picture which I know some people have their picture instead of the, you know, the letter of their first name. You can create a signature that is automatically pops up at the bottom of your email when you send out going email. You can add a link, maybe the link to your school. Google has a website. I have a personal. Janet and I both have a personal website that we use for our students so we've added a link to that on our signature so there's a lot of personalization. You can do within Google so we've got a few minutes here I'm going to try to be quick because I want to show you just some options. Tony has answered about the outlook. Okay, so she she gave you the run down there in the chat. So if you want to look at the chat says while composing a message select the more options arrow from the tags group in the ribbon select more options to set a delivery delay. So you've got a delivery delay there. So they just call it something different. There you go. Okay, so again, we've been there before here's my email inbox. I'm going to click settings. Okay, I'm going to click see all settings. And really there's so much here to look at so when you have a moment you can just look literally through every single setting if you want we already did the default reply behavior. Everything you can think of send an archive default text style. These were the ones I showed you that are quick on and off so grammar you can have grammar suggestions on or off it's a personal choice spelling suggestions on or off auto correct on and off. Writing suggestions on and off so you can play with those turn them on turn them off see if you like them. Keep the ones you like turn off the ones you don't like conversation view on and off like all of this is literally personal preference whatever you like in your inbox. The other thing is signature this one is fun signature you just click that edit the pencil is always edit, and you can create your signature at the bottom however you want it to look so I have my first and last name. My title adult education teacher, and my website so when I send an outgoing mail anyone who receives it can click those words English with Melissa, and it will take them automatically to my website. I have a YouTube channel with some video playlist for my students same thing they can click that. And it will take them to my video playlist so I can edit that. Signature. So right here I'm going to click into this text box where all of that information is so those are the links if you see the email addresses. So I'm going to add what I don't have here is my school email so maybe I want to add race website. Okay so I'm going to do that helps help if I spell it correctly, and I can click this link button here. And I can copy and paste the web address right here of the race website, and it will automatically add to my footnote or right here where I typed race website. I can highlight I can hold on. Let me there we go highlight that click that little link icon at the bottom. I can display race website right here I can type in our schools website. After I do that I would click okay. And then these words race website would be hyperlinked. And on my outgoing message, I can click that. And that would be another link I could have on my signature. Okay so I didn't really make any changes for now I'm going to leave it. And just know you can go through here and just play again always save changes at the bottom. But you can play with your email settings. Okay. Oh one thing we didn't show you, which I'm going to show you now is I have here's an email from a student. She's sending me her homework. I'm going to click on it. And remember we created these labels over here on the side. Okay, I'm going to click so at the top, there's a folder icon. So these this folder icon is directly linked to these labels over there on the left so I'm going to click this folder icon, my labels pop up and I'm going to put that email in my I'm going to click spring beginning low. And that email now went over here into this spring beginning low label. Okay, so now it is no longer if you look in my inbox it is no longer in my inbox. It is over here in this label. And when I want to look at it later I can click that label and I will find it. Okay, actually I'll click it right now. And there it is. Okay. Oh, that was a whirlwind we covered a lot. What do we got going on there in the chat. Do we have time to speak about archive. Probably you know what let's go now. But if we have time at the very end, then we'll go there. Yeah, about that. Okay, because I know, I know, oh, 10 really wants us to get this. We'll cut us off at 415 whether we're still talking or not. Okay, so this is everything we went through today and Melissa kudos to you boy. Thank you. That was an excellent job right. So hopefully, by the end of this session, you were able to search for emails and now you have a better sense of the different options and filters you have there to get directly the email that you're looking for. So you were able to create labels slash folders on that side menu bar. You, you've thought about like those reply options and really, you know, the, the different reply all, or the smart replies and change them to how you want them to be on your email. So you were able to manage your contacts and maybe learn how to create some contacts and contact labels. Best one that you learned how to schedule emails. Okay, which is different than the undo send that's just like a delay. But this one is more like you can schedule it for a different time and appropriate time or a different day during the week. I know you threw the last part, but the last part was just to explore those additional features in the setting menus and just to make them personalized to you. And, you know, we've been online for a year now, and we've all learned how to maybe create websites or you do YouTube channels. So it's really important that you put that in your closing in your signature. Down below that way whenever you send an email people have access to your website your YouTube channel. So I hope I hope those were some of the objectives that you or at least most of them that you were able to do today. So thank you. Alyssa, did you put the link. Yeah, perfect. The link to the presentation is in the chat. And, hey, 410. I mean, we did a great job here. Wow. Let's go ahead and check the chat we did put the PDF of your of today's presentation in there. So if you want to refer back to it. Cindy thank you she added the evaluation in there. Hopefully we provided some insight gave you time to explore. Hopefully now there are all these new things that you are able to do within Gmail to maximize it. Just a quick reminder we want to thank, thank OTAN again for organizing the symposium giving us this opportunity to participate in this and otan.us they have a lot of social media outlets and resources that they provide and share there so feel free to visit that. And we have four minutes before they shut us down so feel free to ask questions archives now I'm not entirely sure so let's go ahead and me pause this. I will say personally I do not archive. So I don't archive either. But so who had the question about archiving. It was Rhonda. Rhonda go ahead and maybe turn on your microphone or what is it you wanted to mention about archiving. She just wants to know what it is. Oh, I don't use it. So I'm not like, I don't really think I can. Maybe even say what it is I don't archive. It's up on top on the ribbon. Yeah, that says active. Oh, well that's my bad vision. That's because I can't see. I know when I when I open up my my Gmail account on my phone. Sometimes it gives me the option if I slide it it'll say archives. So I'm assuming it just keeps it in some other folder somewhere until I'm ready to open it. Okay, I'm not even seeing archive here so I'm not sure either. I know I see it on my iPhone but I don't see it. Janet and Melissa. Yes, two minute warning right now. Two minute warning. Okay, we are. Yeah, we're, we're through Cindy so we're just kind of leaving it open to question or discussion. I think I would agree with Janet I have seen arch. Oh, I know I have seen archive on my phone. I have two Gmail accounts on my phone. No, I take that back I have three Gmail accounts on my phone I have a go. There we go. Elizabeth has something here. She says if you want to clean up your inbox without deleting your emails you can archive or mute them. Your emails are moved to a label called all mail. When you archive a message the message will come back to your inbox when someone replies to it. When you mute a message and it replies stay out of your inbox. Wow, I'm going to screenshot that. Yeah, so I can say that thank you Elizabeth for sharing that because I did not. I don't, like I said I don't use archive so. Oops, great to know thanks for sharing. Thank you. Okay, any other questions or feedback or comments because again there are things there that you might know that we are not familiar with or aren't aware of. Okay. So we're going to they're going to wrap us up here in about one minute but we appreciate you stopping by our session. Raise your hand or yeah raise your hand if if your favorite thing on this was schedule send because I love scheduling sending my emails. Yeah I see the quick high five yeah that is my favorite thing I just never forget my emails anymore they're already there ready to go. All right, thank you everyone have a wonderful afternoon and enjoy your next session and thank you for joining us on our session we greatly appreciate it. Thank you, thank you. Thank you ladies. Thank you.