Email Overview

Updated

Schedule Emails

  1. When you are finished writing the email, click on the up arrow next to the Send button.
  2. Click Schedule send.
  3. Select a date + time to send the email.
  4. That's it. Gmail will automatically send the email at the specified time even if your computer is turned off.

Email Filters & Rules

  1. Open Gmail in your web browser
  2. Click on the icon in the top right
  3. Click on Settings
  4. Click on the "Filters and Blocked Addresses" tab
  5. Click on "Create a new filter" link
  6. Enter the parameters for your filter. E.g.
    1. To: deliveries@bigelow.org
    2. Doesn't have: kevin, guay, it
  7. Click on "Create filter"
    1. In the background you will see a search using your filter parameters
  8. Choose an action for the emails that match your filter (e.g. Skip the Inbox and Apply the label: Deliveries)
  9. Click "Create filter"
    1. This will add the filter to your list in settings. You can always edit and delete extant filters.

Email Headers

  1. Open Gmail
  2. Open the email that you want to check the headers for
  3. Next to reply , click the vertical ellipse  
  4. Click on "Show original"
  5. Click Download Original
  6. Send an email to it@bigelow.org OR reply to an existing helpdesk ticket with the downloaded file as an attachment

Staff Minus One Email

Send an email message to all but one (or more) staff members the easy way:

  1. In Google Calendar, click on an all-staff event - All Hands Meetings, for example.
  2. Mouse over the area to the right of the number of guests, the icon for "Copy guest emails" will appear.
  3. Click that icon to copy the email addresses of the all staff email group
  4. Open your email client and create a new email message
  5. Paste the email addresses you just copied into the To: field
  6. Delete any email addresses that you don't want to receive the email
  7. Compose your message and send.

Using Outlook with Gmail

  1. Sign into the Gmail account you wan to use with Outlook.
  2. Click on your account in the upper right hand corner (see screenshot below)
  3. Click "Google Account"
  4. Click "Sign -in & Security"
  5. Click "App Passwords"
  6. Enter the password for the account
  7. Click the drop down under "Select App" and select "Other (Custom name)
  8. Type in "Outlook" and click "Generate" (DO NOT CLOSE THIS WINDOW)

Create an Email Group

  1. Sign into your bigelow.org gmail account
  2. Select the Google Apps menu in the top right and choose Groups
  3. Select create group in the top left
  4. Enter the group name, group email, and group description
  5. Choose privacy settings.
    To allow the public to send emails to this group, set "Who can post" the farthest to the right.
  6. Add members to your group
  7. Select Create group
  8. The group has now been created. Select Go to group to view the newly created group
  9. Additional members can be added later within the My groups section by selecting the Add members icon

Members must join a group by being added by the group owner. You may also submit a ticket to IT requesting to join a group with permission from the group owner.

In Outlook

  1. Click "Tools" > "Accounts" > "Add email account"
  2. Enter the email address and click "Continue"
  3. Select "Gmail" as the provider if prompted
  4. Enter the app password that you generated for the account and click "Add account"
  5. Click "Done"

Still need help? Submit a ticket.

How did we do?

Email Groups

Email Signatures

Powered by HelpDocs (opens in a new tab)