Objectives:
At the end of this topic, the employees should be able to:
message someone in the Chat;
know how to use the other features of Chat; and
adjust the section allotted for Chat in the Google Mail.
Embedded Files
Messaging someone from your contacts can be done via Google Mail. It is an easier method when talking to someone or to a group of people and is less formal compared through an email. Also, you can upload and send files via Google Drive or from your own device, a calendar invite, and a Google Meet invite.
Steps in Messaging Someone in the Chat via Google Mail
1. If the name isn't already under "Chat," click Start a chat using the + icon. You will see several features such as:
Start a group conversation
Create space
Browse spaces
Find apps
Message requests
The difference between a group conversation and a space is that once the former is just for messages while the latter can be used to send files, and assign tasks. A group conversation will be automatically be transformed into a space once a file has been sent to the members of that group. Both are usually used by departments for quicker responses among members.
2. Enter a name or email address. Suggestions appear according to your contacts as you enter text.
Observe that contacts, spaces, and group conversations will be suggested automatically. Also, contacts outside of the reedleyschool and risfamily domains will be labelled as External.
3. Click the person you want to message. It will open a tab on the bottom of your Google Mail.
You will see if the person who you are talking to is currently online, away, or busy. Automatically, history of a chat will be stored. That means, any text or file sent in the Chat can be reread again by both users.
4. Enter a message, then click Send .
Steps in Messaging a Group of People in the Chat via Google Mail
Let's say you have to message all advisers of grade 10. Instead of messaging them individually, you can simply create a group conversation.
1. Click the 'Start a group conversation'.
2. You can start styping the names or email addresses of the
contacts that you want to add on the group conversation.
Notice that as you type, suggestions will be shown not just the contacts but also group conversations that either named similar to the word that you have typed or a member has a name similar to it.
3. If you are done putting the names or email addresses of the people that you want to add in the group conversation, click the arrow icon to start.
4. You can now send messages and files to all members of the group
converation.
Adjusting the size of the section allotted for Chat in the Google Mail
At the bottom of the section allotted for the Chat, click and drag the thin line in order to give more or less space for Chat in your Google Mail.
You can also click the arrow on the left of 'Chat' in order to hide it in your Google Mail.
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