Well it’s official, everyone is getting moved onto the Gmail train by next fall. For some of you, this may be welcome news. However, for those of you who had grown rather comfortable with the Outlook Exchange system, we’ve put together a few tips and settings that will help ease your transition.
First, login to Gmail through Wavenet. You can also go to Gmail.com, enter your Pepperdine Gmail address, and it will re-direct you to the Pepperdine authentication system.
- Start Using Chrome as Your Primary Browser – Gmail is a Google product and Chrome is a Google product, so it should come as no surprise they work much better together than non-Google browsers such as Firefox or Safari. If you aren’t on Chrome already, we recommend switching to Chrome before you switch to Gmail.
- Turn off “Conversation View”
Some people love this setting that groups all emails with the same topic title into one conversation view, so it looks like one email instead of the 20 it actually contains. This is a great way to keep track of all emails from one conversation especially when there are multiple people on an email and some “reply all” while others only reply. However, considering the conversation is also kept in a thread if you scroll down inside your email, it’s not entirely necessary. Plus it can get very confusing for people who are used to the Outlook format where each email is separate. To turn it off, click on the “Settings” button in the upper-right corner of your webpage inbox, (it looks like a tiny gear icon) and then choose “Conversation View Off”
1.a) While you’re there, you might want to also select the check-box for “Enable Undo Send”, it’s 2 rows down from Conversation View. The Undo Send feature allows you to recall a message up to 30 seconds after you’ve sent it, just in case you realize right after hitting the send button that oops, you forgot to include that spreadsheet that was the entire point of the email. Whatever the reason, you can pull it right back and fix the error.
3. Turn on Desktop Notifications
While you’re in the Settings, go ahead and turn on Desktop Notifications by selecting the radial button next to “New mail notifications on”. It’s only 3 rows down from Undo Send and this will give you that nice little popup email alert you are used to from Outlook.
4. Enable some Labs
While still in settings, scroll up to the top of the page where all the blue lettered tabs are and select the “Labs” tab. From here you can browse and enable a variety of Labs. Google has put together a list of particularly helpful labs you can choose from. These are essentially add-on features designed to make your experience more customizable and hopefully more enjoyable. You can browse and select which ones are right for you. We highly recommend enabling the 3 labs listed below.
- Google Calendar Gadget: allows you to view all the upcoming appointments on your calendar, right from within your Inbox. You can click on any calendar item to open up your Google Calendar and see further details for the appointment.
- Preview Pane: This gives you that nice Vertical Split and preview pane you are so used to from Outlook. You can now scroll through and preview emails without actually having to open them, just like you did in Outlook (or maybe you didn’t use that in Outlook, in which case you won’t need this feature).
- Right Side Chat: This allows all your chat contacts to show up on the right side so they don’t compete for space with your Calendar gadget you just enabled. If you don’t like chat, you can turn off chat completely by selecting the “Chat” tab next to the “Labs” tab and then choose, “Chat Off”.
Personally, I love chat. This feature allows you to open up quick, live chat, voice, or video conversation with anyone at your organization.
Additionally, Gmail’s impressive search capabilities make it much easier to find emails than it was in Outlook.
Although not everything will work the same way in Gmail as it did in Outlook, you can customize a variety of things to be similar to features you are familiar with from Outlook. The above settings should make your move to Gmail a little easier.
As for frequently asked questions, the answer is usually, YES, Gmail can do almost everything you did in Outlook, it just might look a little different.
There are ways to enable delegates to access your account or calendar under the Accounts tab. Plus, now you can share documents via Drive which has LIMITLESS storage capacity! You can create a Signature for your emails under the General Settings tab, as well as turn on an automatic Vacation Responder, just like in Outlook.
Labels are the equivalent of Outlook Folders and Stars are Gmail’s version of Outlook’s Flagging system. If you have any questions, you can either Google the answer on Google Search, or contact us at firstname.lastname@example.org.
Finally, all of the Google Suite (and sweet) tools are available by clicking the small tile icon in the upper right corner of your inbox.
Welcome to your new Google experience and enjoy using Gmail’s unlimited storage!