email - complete

8/23/2019 Email - Complete

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Efficient use of Gmail

andemail etiquette

YassenTcholakov

IFMSA-


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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


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Overview (2) Part 1 Gmail features

Signatures Accounts

Labels

Filters

Labs

Slide 3 of x


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Overview (3) Part 2 Email etiquette

Email structure Fields

Timely reply

Grammar and spelling

Official address vs personnal address

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Part 1 Gmail features1. Accounts

2. Signatures3. Labels

4. Filters

5. Labs

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1.1 Accounts (1) Centralize all your emails in your gmail

account By forwarding them from other adresses http://mail.google.com/support/bin/answer.py?hl=en&a

By setting up Mail Fetcher

http://mail.google.com/support/bin/answer.py?answer= Settings | Accounts and Imports | Add POP3 email account

Slide 6 of x
http://mail.google.com/support/bin/answer.py?hl=en&answer=56283http://mail.google.com/support/bin/answer.py?answer=21288http://mail.google.com/support/bin/answer.py?answer=21288http://mail.google.com/support/bin/answer.py?hl=en&answer=56283


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1.1 Accounts (2) Send emails from the appropriate address

Send emails from different addresses fromwithin gmail http://mail.google.com/support/bin/static.py?page=guid

Settings | Accounts and Import | Send mail from another address

Slide 7 of x
http://mail.google.com/support/bin/static.py?page=guide.cs&guide=1075350&topic=1075352&answer=1075365http://mail.google.com/support/bin/static.py?page=guide.cs&guide=1075350&topic=1075352&answer=1075365


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1.2 - Signatures Sign your emails according to the address

that you are sending from Use multiple signatures in gmail http://mail.google.com/support/bin/answer.py?answer=

Settings | General | Signature

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http://mail.google.com/support/bin/answer.py?answer=8395http://mail.google.com/support/bin/answer.py?answer=8395


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1.3 Labels Organize your emails

By creating labels for them http://mail.google.com/support/bin/answer.py?answer=1 Settings | Labels | Create Label

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1.4 - Filters Spare yourself some of the organisational work

Use filter to automatically sort through your emails http://mail.google.com/support/bin/answer.py?answer=6579

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.: [IFMSA], [SCORA], [LC Montreal]

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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

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Part 2 Email etiquette1. Email structure

2. Fields

(from,to,cc,bcc,subject,body,attachment)

3. Timely reply

4. Grammar and spelling

5. Official address vs personnal address

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2.1 - Email structure (1) Greeting

Ex.: Hi , Dear , etc.

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.: Thank you, Regards, etc.

Signature

We will come back to this later

Slide 13 of x

Hi Dr. X,

I am Yassen Tcholakov, president of IFMSA-Qubec

(the Qubec branch of the International Federation

of Medical Students Organisations). I am writing to

you because I would like to discuss the exchangesoffered to the students from University Z through

IFMSA.

[Core of the message]

Thank you for your time,

--

Yassen Tcholakov

IFMSA-Qubec President

+1.514.717.3170

www.ifmsa.qc.ca
http://www.ifmsa.qc.ca/http://www.ifmsa.qc.ca/


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2.1 - Email structure (2) Core of the message

Structure your ideas Make short paragraphs that are to the

point

Be precise

Clearly state what you want

from the other person

Slide 14 of x

[Greeting]

[Introduction]

I would like us to set up a meeting in the course of the .

month of Septemberin order to discuss the exchangesoffered by IFMSA. I am free on Wednesdays and

Thursdays from 9:00AM to 4:00PM and everyday of the

week from 6:00PM to 8:00PM.Please contact me to tell

me what time suits you best.

I propose to discuss the following topics at the meeting: IFMSA-Qubec and IFMSA Exchanges in University Y The exchange experience of students going abroad

If you would like to add any topics to the above-

mentioned list, please inform me so that I can prepare

the necessary documentation.

[Salutation]

[Signature]


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2.2 Fields (1) From

See 2.5 Official vs

Personnal address

To The person you are

directing you message at

(the same one that you

greet usually)

Slide 15 of x

From: [email protected]

To:[email protected]

Cc: [email protected]

Bcc: (none in this case)

Subject: Meeting concerning IFMSA-Qubec

exchanges

Body: (see message in section 2.1)

Attachments: (none in this case)
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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2.2 Fields (2) Cc (Carbon copy)

People that need to be aware of

the conversation withoutnecessarily needing to be part

of it

Bcc (Blind carbon copy) This is usefully only when

sending to a large group ofpeople without the desire to

share their personal addresses

between them

Slide 16 of x


To: [email protected]

Cc:[email protected]



exchanges


mailto:[email protected]:[email protected]:[email protected]


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2.2 Fields (3) Subject

Briefly describe the topic of the

email (see section 1.3

) Body

Already discussed previously

Attachment

Always describe the attachmentin the body

Be aware of attachment size

limits

Slide 17 of x


To: [email protected]

Cc: [email protected]



exchanges




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2.3 Timely reply It is important to check emails often

In todays digitalized world, checking emails once every two days

is a minimum If you think about it, you check your mail everyday, the same

should go for your emails

Once you read an email, it must become your priority to

reply

If that email requires more time and you do not have it at thatmoment, 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

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2.4 Grammar and

spelling This is self explanatory; no matter who

you are writing to, you should make an

effort to write in a proper language

without grammar and spelling mistakes

Make use of gmails spelling check feature

Use any word processors spelling and

grammar check to back it up

Use additional software if necessary

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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

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2.5 Official vs

Personnal address (2) To field

If you are writing to someone on matters pertaining

to their occupation/position within an organization,use the corresponding email address

Receiving emails to the right address helps in

efficiently dealing with the matter in the email

See section 1.4

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Part 3 My tips and trics(the best part of this training)

1. Use gmail

2. Have your own system and dont let emails slip through the

cracks I leave emails in my inbox until I have dealt with them; then I archive them

If I send an email and I expect a reply, 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

3. Check your spam folder every once in a while Important stuff sometimes ends up there, you dont want to miss it

You should check it every two weeks at a minimum, I recommend and checking it once

per week

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Part 4 - Hands on

training First open this google doc

https://spreadsheets.google.com/spreadshe After each step write done next to your

name in that steps column

Slide 23 of x
https://spreadsheets.google.com/spreadsheet/ccc?hl=en_US&hl=en_US&key=t9yQkC7Mf0hnr51Hn1teqzw&authkey=CKKB8pgL#gid=0https://spreadsheets.google.com/spreadsheet/ccc?hl=en_US&hl=en_US&key=t9yQkC7Mf0hnr51Hn1teqzw&authkey=CKKB8pgL#gid=0


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Step 1 Create a new gmail account

gmail.com | Create an account

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Step 2 Log in your old account

Forward all your emails to your new account

Section 1.1

Log back in your new account

Slide 25 of x


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Step 3 Set up sending emails from your new

account

Section 1.1

Slide 26 of x


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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 inyour other account

Section 1.2

Slide 27 of x

-- Last name, First name [email protected] This is a fun training!
mailto:[email protected]:[email protected]


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Step 5A. Send me an email from your newly

created address

B. Send me an email from your old address

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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, the better

[Not Important] This is a legitimate message, but it is not important enough for

you to deal with it, create a canned response to be

automatically sent

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Step 6 Create filters

Try to create filters to automatically manage

the emails in order to do most of the job for

you

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Little break So are you ready?

Things will get intense soon.

Take the next two minutes to set up anything

else that you think might help you deal with an

overwhelming quantity of emails.

Be it google labs Or opening word in order to correct your emails

faster

Or anything else that you might think of

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Step 7 In the next 15 minutes you must send 8 emails

You have to send: 2 [Urgent]

6 normal messages

0 [Not Important]

0 [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

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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 aresponse

Do not forget to reply to emails

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Step 7 (continued) START

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Step 8 STOP

Verify how everything went

A. Did you receive [Spam] and [Not Important] in your

inbox?

B. How many messages do you have in your inbox

right now?

C. How many emails did you send?

D. Search for [URGENT]E. How much time did you take on average to respond?

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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?

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Part 5 - References References for Part 1

References for Part 2

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References for Part 1 Gmail support

http://mail.google.com/support/

Gmail Tips: The Complete Collection

http://www.g04.com/misc/GmailTipsComplete.h

Google search

http://www.google.ca/search?q=gmail+tips

Slide 38 of x
http://mail.google.com/support/http://www.g04.com/misc/GmailTipsComplete.htmlhttp://www.google.ca/search?q=gmail+tipshttp://www.google.ca/search?q=gmail+tipshttp://www.g04.com/misc/GmailTipsComplete.htmlhttp://mail.google.com/support/


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References for Part 2 Email Etiquette 101

http://www.netmanners.com/email-etiquette/e

Readers Respond: What Email Etiquette

Hint Do You Wish Others Would Follow?

http://email.about.com/u/ua/emailnetiquette/

Slide 39 of x
http://www.netmanners.com/email-etiquette/email-etiquette-101/http://email.about.com/u/ua/emailnetiquette/What_Email_Etiquette_Hint_Do_You_Wish_Others_Would_Follow.01.htmhttp://email.about.com/u/ua/emailnetiquette/What_Email_Etiquette_Hint_Do_You_Wish_Others_Would_Follow.01.htmhttp://www.netmanners.com/email-etiquette/email-etiquette-101/


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Futher readings and

exploration Google docs

Google calendar Synchronizing Google with your computer

and various electronic devices

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email - complete

Documents