NWLSD Gmail Preparation and Setup
(57 mins)
***This video overviews the same info as the training on 5/26 ***
This video will walk you through how to navigate and use Gmail. It will also provide an overview of the main differences between Outlook and Gmail. As you watch, please access and set up your gmail!
Watch on YouTube for a clickable breakdown of topics in the video description.
0:00
00:46 Many new Google Workspace integrations with Gmail + Google Calendar
1:17 Google Chrome with Gmail + Google Calendar
2:12 Accessing Gmail + Google Calendar on your phone
3:40 Biggest differences between Outlook and Gmail
7:32 How will my mail migrate over from Outlook?
10:19 What settings migrated from Outlook to Gmail?
11:15 Set Up Gmail + Calendar before migration
12:57 Go Live Date - June 9
13:12 Accessing Gmail using ClassLink
13:56 Missing message notification pop-up
14:53 Left most sidebar (Mail, Chat, Spaces, Meet)
16:48 Compose section
16:56 Compose a new message
17:09 Compose functions different from Outlook (schedule send, google drive attachments, confidential mode, insert signature, more - label outgoing mail, save templates)
21:17 Labels (default system labels)
21:37 More/Less menu
22:00 Inbox (default system label)
22:03 Schedule (default system label)
22:33 Drafts (default system label)
22:42 Starred (default system label)
23:11 Snoozed (default system label)
24:20 Important (default system label)
25:04 Sent (default system label)
25:07 All Mail (default system label)
26:03 Spam (default system label)
27:30 Trash (default system label)
27:39 Categories (default system label)
31:04 Manage labels (default system label)
32:10 Labels (custom)
35:04 Message Area
35:12 Customize the Look & Feel of your inbox
35:40 Conversation View
37:25 Reading Pane
37:52 Inbox Type
38:32 Theme
38:40 Density
39:06 Google Chat & Google Meet preferences
39:42 Message Actions (single emails and multiple emails)
40:16 Archive
40:25 Report as spam
40:26 Trash
40:28 Mark as unread
40:31 Snoozing
40:34 Add to tasks
42:12 Move to
43:07 Labels button
45:00 Create Event
46:39 Filter messages like these
48:41 Scrolling through older messages
49:08 Right most sidebar (Calendar, Keep, Tasks, Contacts)
49:24 Calendar shortcut
49:36 Google Keep Notes shortcut
49:56 Tasks shortcut
50:03 Contacts (editing personal hunt groups)
51:18 Search for an email
52:05 Question mark (updates, training, help)
52:26 Settings
52:37 See All Settings (General, Labels, Inbox, Advanced)
NWLSD Google Calendar Preparation and Setup
(30 mins)
***This video overviews the same info as the training on 5/26 ***
This video will walk you through how to setup, navigate, and use Google Calendar. It will also provide an overview of how your calendar will transfer from Outlook to Gmail. As you watch, please set up your Google Calendar!
Watch on YouTube for a clickable breakdown of topics in the video description.
This video is intended to provide an overview of how to set up, navigate and use Google Calendar.
0:00
0:10 How did my calendars migrate over from Outlook?
4:43 Layout and Navigation of Google Calendar (divided into 4 main areas)
4:56 Left most section of Google Calendar (hamburger menu)
5:35 +Create button (Event, Focus time, Out of Office, Working location, Task, Appointment Schedule)
8:30 Mini calendar
8:48 Time Insights
9:32 My calendars
10:03 Reminders
11:18 Tasks
12:29 Turn calendars on/off to view/not view
13:04 Hide or unsubscribe from calendars
13:38 Calendar color
14:23 Settings and Sharing (Access permissions, share with people, notifications by calendar, etc)
19:45 Other calendars
19:48 + sign
19:55 Subscribe to calendar
21:08 Create new calendar
21:26 Browse calendars of interest
21:38 From URL or Import
22:24 Calendar area
22:35 Create an event
23:17 Invite guests (+ guest permissions)
24:05 Add Google Meet conferencing
24:19 Video call options (set up Google Meet permissions prior to the meeting)
24:39 Quick access
24:49 Co-hosts
25:30 Sending the meeting invite
25:47 Add events to the proper calendar
26:19 Find a time
27:42 Single tap on an event (edit, delete, 3 dots)
28:29 Double tap on en event (for full event details)
28:42 Drag and drop events to change the date and time
29:00 Right most section of Google Calendar
29:22 Google Keep Notes
29:36 Tasks
29:43 Contacts (editing personal hunt groups)
30:12 Google Maps
30:26 Today's date
30:40 Search for an event
31:10 Question mark (Help, Training, Updates)
31:33 Settings (General settings)
33:14 Density and color
33:22 Trash
33:36 Get add-ons
33:51 View (Day, Week, Month, Year)
34:26 Google Calendar on your phone
Gmail
How do I access Gmail?
Login to Classlink, click on Gmail and Google Calendar in the Google Workspace folder.
On an iPhone, you can use Apple Mail or Gmail app to check your Gmail.
If you already use the Mail app on iPhone to get your emails, you’ll have to delete the Outlook configured account and add a new account as Google.
On an Android phone, you can use the Gmail app (already built in).
On your iPhone or Android phone, download the Google Calendar app.
What are the biggest differences with Gmail?
Email will be more reliable, with better spam filtering.
Folders are called Labels, but work similarly.
Flagged messages are now called Starred, but work similarly.
Smart Compose option in Gmail provides writing suggestions as you compose an email and starts to adapt to your writing style over time.
The trash empties deleted messages automatically after 30 days. Use archive to clear a message out of your inbox if you want to search for it in the future. Only trash messages you know you’ll never need.
More integration across Google Workspace (Gmail, Drive, Google Classroom, Calendar, Google Meet)
How did my mail migrate over?
All messages from the 5 most recent years (to date) of your email were migrated.
All folders that had email were migrated to Gmail. If you had a folder in outlook that was empty, that folder was not migrated.
Full folder structure (nested folders) was migrated.
Folder structure mirrors what you had in Outlook, though if you had a folder name with a "/" in it (a date for example) those folders were split into a subfolder.
High Priority/Importance emails are found under "Starred" in Gmail
Outlook categories were converted to labels
Flagged emails become "Starred" emails in Gmail, and are also migrated into tasks with the content of the email inside the task
The Sent Items & Drafts folders were migrated to the respective labels in Gmail
Emails that were in Outlook Deleted Items folder were migrated to a label called "Outlook Deleted Items" and will not automatically delete after 30 days.
If users had Outlook folders that match Gmail's reserved label names they were migrated with an underscore.
The junk folder is not supported and was not migrated.'
What settings migrated from Outlook to Gmail?
Signatures up to 10,000 characters in length were migrated
User's primary Out of Office reply was migrated
Delegated mailbox users were migrated
Rules / Filters were not migrated
Read receipt settings were not migrated
The send as settings were not supported
Pinned emails did not retain pinned status when migrated
NOTE: you need to search for this in gmail and star them
My Rules from Outlook were not migrated. How do I Set Them Back Up?
If you had rules moving messages for you in Outlook they did not migrate to Gmail.
Here’s our go-to Gmail filter to steer messages out of your inbox and into a label automatically.
When an email comes in that you’d like to filter, click the 3 dots on that message, and select “Filter messages like these”
Click “Create filter”
Check off “Skip the Inbox (Archive it), Apply the label (choose label), and “Also apply filter to X matching conversations.
Contacts
How did my contacts migrate over?
Up to 25,000 contacts were migrated.
Access your contacts by clicking the gray app launcher in the top, right corner of Gmail or Calendar. Select Contacts.
Personally created distribution lists in Outlook were migrated under the “Labels” section in Google Contacts. You can edit or delete them here.
To send an email to everyone in your building list for an upcoming surprise event such as a birthday or a baby shower:
Go to Google Calendar.
Add a new event, and add your building mailing list to the guests.
Click the expand arrow.
Remove remove the special person from the guest list, and click save to invite the rest of the building to the event.
To correspond with guests, click on the calendar event, then the email envelope. It will pop up a new compose window with everyone in your building except the special person.
Google Calendar
Individual Events were migrated.
Recurring Events with an end date were migrated. Google Calendar does not support events that recur more than 730 times, so any recurrences after 730 will appear as though they did not migrate.
Up to 200 attendees per event were preserved, and all responses (Yes/No/Maybe) were preserved.
Primary Calendars, Secondary Calendars, and Resource Calendars were migrated.
When the owner of the calendar is migrated, the destination calendar will be shared with the same users. **Users may have to re-subscribe to the calendar if they do not see it. Permissions will automatically follow**
Calendar reminders and timezone settings were migrated.
Event attachments did not migrate. The event itself was migrated, but the migrated event will not have any attachments that the original event had.
