Efficient use of Gmail and email etiquette

Yassen Tcholakov IFMSA-Québec

Overview (1)
• Part 1 – Gmail features • Part 2 – Email etiquette

• Part 3 – My tips and tricks • Part 4 – Hands on training • Part 5 – References
Slide 2 of x

Overview (2)
• Part 1 – Gmail features
– Signatures – Accounts – Labels – Filters – Labs

Slide 3 of x

Overview (3)
• Part 2 – Email etiquette
– Email structure – Fields – Timely reply – Grammar and spelling – Official address vs personnal address

Slide 4 of x

5. 3. Accounts Signatures Labels Filters Labs Slide 5 of x . 2.Part 1 – Gmail features 1. 4.

1.google.google.com/support/bin/answer.com/support/bin/answer.1 – Accounts (1) • Centralize all your emails in your gmail account – By forwarding them from other adresses • http://mail.py?h l=en&answer=56283 – By setting up Mail Fetcher • http://mail.py?a nswer=21288 – Settings | Accounts and Imports | Add POP3 email account Slide 6 of x .

cs&guide=1075350&topic=1075352&ans wer=1075365 – Settings | Accounts and Import | Send mail from another address Slide 7 of x .py?pa ge=guide.com/support/bin/static.google.1.1 – Accounts (2) • Send emails from the appropriate address – Send emails from different addresses from within gmail • http://mail.

Signatures • Sign your emails according to the address that you are sending from – Use multiple signatures in gmail • http://mail.google.py?a nswer=8395 – Settings | General | Signature Slide 8 of x .com/support/bin/answer.2 .1.

3 – Labels • Organize your emails – By creating labels for them • http://mail.py?a nswer=118708 – Settings | Labels | Create Label Slide 9 of x .com/support/bin/answer.google.1.

[LC Montreal] Slide 10 of x .com/support/bin/answer.Filters • Spare yourself some of the organisational work – Use filter to automatically sort through your emails • http://mail. [SCORA].py?answer=657 9 – Settings | Filters | Create a new filter – In order to facilitate the use of emails you could devise a naming scheme and add tags to emails that you send • Ex.1.google.4 .: [IFMSA].

1.5 .Labs • Gmail has all kinds of new and cool features that you can use • My favorites are: – – – – – – – – – – Multiple inboxes Send and archive Undo send Sender time zone Signature tweaks Right side chat Canned responses Google calendar gadget SMS in chat Title tweaks Slide 11 of x .

body.bcc.cc. Email structure 2. Grammar and spelling 5. Timely reply 4.Part 2 – Email etiquette 1.to.attachment) 3. Fields (from.subject. Official address vs personnal address Slide 12 of x .

… [Core of the message] … Thank you for your time. I am writing to you because I would like to discuss the exchanges offered to the students from University Z through IFMSA.717.ifmsa. president of IFMSA-Québec (the Québec branch of the International Federation of Medical Students’ Organisations). I am Yassen Tcholakov.qc.1 . etc.: “Thank you”. “Regards”. X.Email structure (1) • Greeting – Ex. “Dear …”.514. etc. Hi Dr.3170 www.ca • Introduction paragraphe – Who are you – Why are you writing to the person • Core of the message – We will see this in the next slide • Salutation – Ex.: “Hi …”.2. • Signature – We will come back to this later Slide 13 of x . -Yassen Tcholakov IFMSA-Québec – President +1.

please inform me so that I can prepare the necessary documentation. I propose to discuss the following topics at the meeting: •IFMSA-Québec and IFMSA •Exchanges in University Y •The exchange experience of students going abroad If you would like to add any topics to the abovementioned list. month of September in order to discuss the exchanges offered by IFMSA. … [Salutation] [Signature] Slide 14 of x – Be precise – Clearly state what you want from the other person .Email structure (2) • Core of the message – Structure your ideas • Make short paragraphs that are to the point [Greeting] [Introduction] … I would like us to set up a meeting in the course of the .2.1 . Please contact me to tell me what time suits you best. I am free on Wednesdays and Thursdays from 9:00AM to 4:00PM and everyday of the week from 6:00PM to 8:00PM.

ca To: dean@universityY.com Cc: deansecretary@universityY.2 – Fields (1) • From – See 2.5 – Official vs Personnal address From: president@ifmsa.1) Attachments: (none in this case) • To – The person you are directing you message at (the same one that you greet usually) Slide 15 of x .qc.2.com Bcc: (none in this case) Subject: Meeting concerning IFMSA-Québec exchanges Body: (see message in section 2.

com Bcc: (none in this case) Subject: Meeting concerning IFMSA-Québec exchanges Body: (see message in section 2.qc.2.1) Attachments: (none in this case) • Bcc (Blind carbon copy) – This is usefully only when sending to a large group of people without the desire to share their personal addresses between them Slide 16 of x .ca To: dean@universityY.2 – Fields (2) • Cc (Carbon copy) – People that need to be aware of the conversation without necessarily needing to be part of it From: president@ifmsa.com Cc: deansecretary@universityY.

1) Attachments: (none in this case) • Body – Already discussed previously • Attachment – Always describe the attachment in the body – Be aware of attachment size limits Slide 17 of x .2.2 – Fields (3) • Subject – Briefly describe the topic of the email (see section 1.qc.3) From: president@ifmsa.ca To: dean@universityY.com Bcc: (none in this case) Subject: Meeting concerning IFMSA-Québec exchanges Body: (see message in section 2.com Cc: deansecretary@universityY.

3 – Timely reply • It is important to check emails often – In today’s digitalized world. it must become your priority to reply – If that email requires more time and you do not have it at that moment. you check your mail everyday. checking emails once every two days is a minimum – If you think about it. a simple acknowledgement of reception as well as an expected date for reply is usually well perceived – This should be done within at most 72 hours of the moment the message was sent Slide 18 of x . the same should go for your emails • Once you read an email.2.

you should make an effort to write in a proper language without grammar and spelling mistakes – Make use of gmail’s spelling check feature – Use any word processor’s spelling and grammar check to back it up – Use additional software if necessary Slide 19 of x . no matter who you are writing to.4 – Grammar and spelling • This is self explanatory.2.

5 – Official vs Personnal address (1) • From field – If you have an official email address: USE IT • Your official address makes it more professionnal • People will get a clue what you are writing to them about depending on the address from which comes the email • People in contact with you will automatically continue sending emails to the right address at the end of your term – Your personnal email address is the one you give to your friends Slide 20 of x .2.

use the corresponding email address – Receiving emails to the right address helps in efficiently dealing with the matter in the email • See section 1.2.4 Slide 21 of x .5 – Official vs Personnal address (2) • To field – If you are writing to someone on matters pertaining to their occupation/position within an organization.

Use gmail Have your own system and don’t let emails slip through the cracks • • • I leave emails in my inbox until I have dealt with them. 2. then I archive them If I send an email and I expect a reply. you don’t want to miss it You should check it every two weeks at a minimum. I recommend and checking it once per week 3. I star the sent email in order to remember to check on it every once in a while I have a “To read” label where I put stuff that I intend to read later but that are not urgent and that should not overincumber my inbox Important stuff sometimes ends up there. Check your spam folder every once in a while • • Slide 22 of x .Part 3 – My tips and trics (the best part of this training) 1.

Hands on training • First open this google doc • https://spreadsheets.google.Part 4 .com/spread sheet/ccc?hl=en_US&hl=en_US&key=t9yQ kC7Mf0hnr51Hn1teqzw&authkey=CKKB8pg L#gid=0 • After each step write “done” next to your name in that step’s column Slide 23 of x .

com | Create an account Slide 24 of x .Step 1 • Create a new gmail account – gmail.

1 • Log back in your new account Slide 25 of x .Step 2 • Log in your old account – Forward all your emails to your new account – Section 1.

Step 3 • Set up sending emails from your new account – Section 1.1 Slide 26 of x .

First name newemailadress@gmail.com This is a fun training! .2 Slide 27 of x -Last name.Step 4 • Create 2 different signatures depending on the adress that you are sending emails from – For the new signature use this template – For the old signature use whatever you used before in your other account – Section 1.

Step 5 A. Send me an email from your newly created address B. Send me an email from your old address Slide 28 of x .

Description of types of messages • Types of messages – [URGENT] • You must reply to this as fast as possible – [Spam] • You do not need to see these messages. the further from the inbox. but it is not important enough for you to deal with it. create a canned response to be automatically sent Slide 29 of x . the better – [Not Important] • This is a legitimate message.

Step 6 • Create filters – Try to create filters to automatically manage the emails in order to do most of the job for you Slide 30 of x .

• Take the next two minutes to set up anything else that you think might help you deal with an overwhelming quantity of emails.Little break • So are you ready? • Things will get intense soon. – Be it google labs – Or opening word in order to correct your emails faster – Or anything else that you might think of Slide 31 of x .

Step 7 • In the next 15 minutes you must send 8 emails – You have to send: • • • • 2 6 0 0 [Urgent] normal messages [Not Important] [Spam] – You have to adress them to: • 2 personal emails to NMO that share a border with your country (or that are very close if no one shares a border) • 2 personal emails with NMO that are further from your country • 2 group emails to more than 1 person • 1 emails to everyone Slide 32 of x .

Step 7 (continued) • After each message sent indicate how many you have sent out • Do not send messages to me except the message the 1 email addressed to everyone • Respect email writing guidelines • Write message that demand an action or a response • Do not forget to reply to emails Slide 33 of x .

Step 7 (continued) • START Slide 34 of x .

Step 8 • STOP • Verify how everything went A. How many emails did you send? D. How many messages do you have in your inbox right now? C. Did you receive [Spam] and [Not Important] in your inbox? B. Search for [URGENT] • Slide 35 of x How much time did you take on average to respond? .

Debrieffing • Did you like the exercise? • What did you learn from the training? • Do you think your email management skills have improved? • How would you improve the training? – Which parts would you take out? – Which parts do you think need more emphasis? – Which parts were not given enough time? Slide 36 of x .

Part 5 .References • References for Part 1 • References for Part 2 Slide 37 of x .

com/support/ • Gmail Tips: The Complete Collection – http://www.google.ca/search?q=gmail+tips Slide 38 of x .References for Part 1 • Gmail support – http://mail.com/misc/GmailTipsComple te.html • Google search – http://www.google.g04.

01.com/u/ua/emailnetiquet te/What_Email_Etiquette_Hint_Do_You_Wish _Others_Would_Follow.com/emailetiquette/email-etiquette-101/ • Readers Respond: What Email Etiquette Hint Do You Wish Others Would Follow? – http://email.netmanners.htm Slide 39 of x .about.References for Part 2 • Email Etiquette 101 – http://www.

Futher readings and exploration • Google docs • Google calendar • Synchronizing Google with your computer and various electronic devices Slide 40 of x .