Will my merge tags change?

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Will my merge tags change?

“What about my mail merge tags? Will those change?"

SHORT ANSWER: No :)

MAIL MERGES IN G SUITE

These should not be affected by the migration. In fact, in addition to the Microsoft Office merges you may already use, G Suite also has plenty of cool features available in various G Suite products and 3rd party add-ons.

(NOT SO) SIMPLE MAIL MERGE TUTORIAL (for the pros)

Check out this video below to learn or see the full tutorial here (https://developers.google.com/apps-script/articles/mail_merge#section-1-preparing-a-spreadsheet-and-running-the-example).

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Will Jones IT setup the same email address?

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Will Jones IT setup the same email address?

"Will Jones IT be setting up our Google Mail accounts and will they continue to be the same as before (yourname@yourcompany.org)?"

SHORT ANSWER: Yes :)

SAME EMAIL ADDRESSES

Yourname@yourcompany.org will remain the same. We will handle moving the email accounts and your email will not change. The one difference is that you will need to access it on a web browser (chrome, firefox, etc) at mail.google.com. I just love to say yes!!! 

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Will Jones IT setup our folders/labels? How do I manage/create labels?

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Will Jones IT setup our folders/labels? How do I manage/create labels?

"Will Jones IT set up our Google Mail folders/labels? Can I keep my old folders/labels?"

SHORT ANSWER: Yes :) Wooohooo!

LABELS EQUAL FOLDERS

Your folders will be migrated and they will be known as labels. We will take care of this.

DEFAULT LABELS (Pro tip if you’re curious)

In mail.google.com, you will see your labels on the left side directly under the “COMPOSE” button. Some default labels of note are:

  • Inbox (where emails first arrive)
  • Starred (messages you have starred)
  • Important (messages automatically flagged as important by Google mail)
  • Sent Mail (see everything you sent)
  • Drafts (see what you worked on but didn’t send)
  • All Mail (when you click the “Archive” button in Google mail, they are moved from your Inbox to here and are easily found by using the blue magnifying glass search button at the top)
  • Spam (junk mail automatically flagged by Google mail)
  • Trash (messages you have trashed, messages that have been in Trash more than 30 days will be automatically deleted)

Hover over the list of labels on the left side, then scroll to the bottom and click “More.” You will then see the rest of the labels you created along with some other default ones like Chats (saves chat correspondence), Categories (messages classified into categories such as Promotions, Social and Updates), and Circles (don’t use this). Got all that? Sorry that was serious TMI (too much info).

MANAGE LABELS/CREATE NEW (Pro tip if you’re curious)

In mail.google.com, there are several ways to manage and create labels. My favorite way is to first select an email by clicking the checkbox next to the message(s) and then near the top of the page, click on either the icon that looks like a folder (“Move to:” button) or icon that looks like a shopping tag (“Label as:” button). At this point you can either “Move to:” the message(s) directly to the desired label (removing message from Inbox) OR “Label as:” the message(s) to as many labels as you like (also keeps the message in the Inbox). To manage and create labels, you will need to select “Create new” or “Manage labels.” If you “Manage labels,” you will be brought to the Setting section & Labels tab; scroll down to the bottom (skip over System labels, Categories, or Circles) to get to Labels where you can “Create new label” or “edit” current labels. See both screenshots below to see what I am talking about.

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Will I be able to open shared Google docs? How do I share docs & links?

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Will I be able to open shared Google docs? How do I share docs & links?

Open & edit documents

“(Before the migration), if someone shared a google document to my personal gmail account to open/edit the document, I could not open the document using my company Microsoft company account. Will this change when we rollover to Google Mail for our company?”

SHORT ANSWER: Yes :)

COMPANY GOOGLE ACCOUNT LOGIN

As soon as cutover happens on a predetermined cutover date, you can have your company google account open to edit the google sheet/document. Please see screenshot below for an example which shows me editing a document from my Jones IT work google account (just like you will be able to do with your company work google account). Click on the account on the upper right to login to your company google account. Keep in mind that you also have the power to be logged into your personal gmail if you want to switch between easily by clicking “add account” (as you can see my personal google account is also logged in).

SHARING PERMISSIONS

Keep in mind that the google document must be shared with your work google account (yourname@yourcompany.org) and whomever shared it with you must give you permissions. One thing you can try is sharing documents with yourself from your personal google account to your company google account. Please see below screenshot. Click on the blue “Share” button on the upper right while the document is open. You will get the “Share with others” popup where you can enter the email addresses of the people you want to share and their permissions (can edit, can comment, or can view).

SHAREABLE LINKS (Bonus material if you’re curious)

It’s also important to know about sharing documents with links. Once you click the blue “Share” button on the upper right while the document is open and the “Share with others” popup opens, you can click the button “Get shareable link,” which will copy the link to your clipboard and let you paste that link wherever you want to share it (e.g. in email). But please beware that the default security is that “anyone at company with the link can view” and if you want to change those settings for that specific document you must click on where it says “Anyone with the link can…”. This will will bring up a menu as seen in first below screenshot "Share with others." If you need more options (like sharing outside company & public), click on “More…” and you will then see more options as seen in second below screenshot "Link sharing."

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Will all my old emails be moved over? What if I have a large inbox?

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Will all my old emails be moved over? What if I have a large inbox?

“I have been at my company for a long time and my mail box is huge. Will all my old messages be moved over?”

SHORT ANSWER: Yes :)

CUTOVER DAY: Once the cutover goes through, remember to go to mail.google.com from now on to check email. All your old emails will be moved here. Note that the cutover can take up to 24 hours so you'll want to continue checking your Outlook as well as your gmail for an extra day. Usually the cutover takes about an hour but may take longer for larger inboxes.

LARGE INBOXES: Everything will get moved. If a user has over 30gb of data (rare) then we'll increase their storage to 100gb for an extra $2/mo.

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Why did my email change to this weird address (yourname%company.com@gtempaccount.com)? Will this temporary address be a problem?

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Why did my email change to this weird address (yourname%company.com@gtempaccount.com)? Will this temporary address be a problem?

weird temporary address

“I was notified that my Google account has been duplicated and now my old address is being changed to this weird temporary address (yourname%company.com@gtempaccount.com). Should I worry about this? What happened to my normal address (yourname@company.com)? Will this affect my shared Google Drive docs?”

SHORT ANSWER: Don’t worry. This is normal behavior during the migration to G Suite.

TEMPORARY ALIAS: During the migration process to G Suite, you may still sign in to Google Apps using the temporary username that Google provides (jane%mydomain@gtempaccount.com). Once the G Suite migration is complete, these conflicting accounts will no longer be an issue.

GOOGLE DRIVE DOCS ACCESS: You should still have access to the Google Drive docs you had in the past. These temp addresses are just an alias Google creates during the migration process and will be back to normal once the migration cutover is complete.

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Where are my email alias messages? Aren't they supposed to be in my inbox?

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Where are my email alias messages? Aren't they supposed to be in my inbox?

"Messages I send to my email alias don't appear in my inbox. Are they missing?"

SHORT ANSWER: Check Sent Mail or All mail. Nothing is missing. Everything is fine! :)

CHECK SENT MAIL OR ALL MAIL: For example, John's primary email address is sequoia@prettygoodtrees.com. He also has the email alias redwood@prettygoodtrees.com. If John includes redwood@prettygoodtrees.com as a recipient of a message, the message does not appear in his inbox. However, if John sends a message to his primary account (sequoia@prettygoodtrees.com), then the message appears in his inbox.

To prevent clutter, Gmail doesn't route messages that you send to your own alias to your inbox. You can find the message in Sent Mail or All Mail. If you need to see messages sent to your alias in the Inbox, you can configure the alias as an alternate "Send mail as" address for your account.

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What will happen to my subscriptions, newsletters, and Google Alerts?

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What will happen to my subscriptions, newsletters, and Google Alerts?

Will these be affected by the migration from a Microsoft based email system to mail on G Suite?

“I use my company email (yourname@yourcompany.org) for subscription accounts (e.g. Quickbooks, Linkedin, etc.), newsletters (e.g. trade journals, industry blogs, etc.), and Google Alerts (www.google.com/alerts to monitor the web for interesting new content related to your work). Will these be affected by the migration from a Microsoft based email system to mail on G Suite?"

SHORT ANSWER: No :)

SAME EMAIL ADDRESS: Your company email address (yourname@yourcompany.org) is staying the same and not changing. Therefore, if your subscriptions are tied to your company address, nothing will change and you will continue to get emails in your inbox.

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What is the difference between Inbox & Gmail? Which should I use?

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What is the difference between Inbox & Gmail? Which should I use?

What is Gmail?

  • Email service provided by Google
  • Part of the G Suite (that also includes Contacts and Calendar along with others like Google Drive, Docs, Sheets, etc.)

What is Inbox by Gmail?

  • Also Email service part of G Suite
  • Treats email like To Do List & allows you to group similar emails in Bundles
  • Has features like Pins, Snooze, Done check mark, Bundles, and More...

Which one is right for you?

Check out this great video below from the Googlers themselves for a comparison of Gmail & Inbox.

 

What's so great about Inbox?

Update emails are nicely grouped thematically to see the entire picture.

 

What's so great about Gmail? 

It's easy to see every email that comes in.

Help me make my final decision!

INBOX = Automation (machine learning bundles & smart responses) 

GMAIL = Customizable the way you want it (themes & filters) 

  • If you are anxious about trying inbox, just stick to gmail, no worries…

USE BOTH = Not either or…you can choose what works best for the right situation

  • Use inbox on the phone & gmail on the desktop
  • Bounce between gmail when you need to access better search, labs, plug-ins then get back to inbox 
  • Try one method on your personal account and the other method for work to see which you like better

TOP SOURCES

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What is Gmail Labs? Which ones do are you love?

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What is Gmail Labs? Which ones do are you love?

Gmail Labs are experimental, pre-release features that users can enable to add key business functionality to their Inboxes.

When Gmail Labs are enabled, you can go to a Labs tab in your Gmail settings to turn on the Labs they want to use.

One of the most useful ones that we love is called "Preview Pane." This is great if you really miss the preview pane feature of traditional email clients like Outlook. Check out this article to learn how to use it: https://gmail.googleblog.com/2011/08/new-in-labs-preview-pane.html 

Also, this LifeHacker article has some great suggestions of other Labs that could be useful: http://lifehacker.com/5721986/top-10-gmail-labs-you-should-enable

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What happened to my signature when I hit reply?

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What happened to my signature when I hit reply?

"When I reply to a message, I don't see my signature. Where did it go?"

SHORT ANSWER: Click on the "..." button at the end of the message to see it.

TRIMMED CONTENT: Signature is always there. Gmail just trims it off on replies and forwards because they like to remove clutter. Clicking the "..." button displays it.

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    In my Gmail conversation thread, how I can see newest message on top? If I want, can I turn off conversation threads altogether?

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    In my Gmail conversation thread, how I can see newest message on top? If I want, can I turn off conversation threads altogether?

    "When I open a Gmail conversation, the most recent message shows up on the bottom. Can I change this?"

    SHORT ANSWER: No :( Sadly, Google won't let you move the newest messages to the top of a thread. But if you hate conversations, these can be turned off completely if you like. 

    CONVERSATION VIEW: Google does not allow you to change the order of the conversations within conversation view. Once you open a conversation, the most recent email in the thread will appear and you will have to click on the emails above to view older messages in the conversation. 

    TURN CONVERSATION VIEW OFF: If conversation threads are not your thing, go to the main Settings page, look for the “Conversation View” section, select the option to turn it off, and save changes. If you change your mind, you can always go back.

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    How will Capsule CRM integration work in Gmail?

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    How will Capsule CRM integration work in Gmail?

    Integrating your Capsule account with your G Suite domain couldn’t be easier

    Once enabled you can enjoy single sign-on and streamline your workflow by adding emails to Capsule directly from Gmail. To learn more about the features and how to use it, please check the following resources:

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    How do you create a survey using Google Forms?

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    How do you create a survey using Google Forms?

    Create a survey using Google Forms

    You can plan events, make a survey or poll, give students a quiz, or collect other information in an easy, streamlined way with Google Forms. You can create a form from Google Drive or from an existing spreadsheet that can record the responses to your form.

    1. Go to docs.google.com/forms.
    2. In the top left, click Blank .
    3. A new form will automatically open.

    You can add any questions you want in the form template. You can also organize your form by adding headers and dividing your form into several pages. Learn more about editing your form.

    Note: Create a form in Google Drive by going to drive.google.com and clicking New  More  Google Forms.

    Create a form from a spreadsheet in Google Sheets

    To poll, survey, quiz, or otherwise collect information using a form from a spreadsheet in Google Sheets:

    1. While working with a spreadsheet, click Insert  Form.
    2. A message will display at the top of the page notifying you that a new form has been created.
    3. To begin editing your form, click Add questions here in the message.
    4. To get rid of this message and continue editing your spreadsheet, click Dismiss
      • If you dismiss this message, you can edit your form at any time. Click Form  Edit form.
    5. A new form will automatically be created. A new tab will appear at the bottom of your spreadsheet labeled “Form responses,”  where all responses to your form will be added.

    After you’ve created your form, you can add and edit questions, headers, and page breaks. You can also choose how to collect responses to your form.

    For further information, check on this link from Google here.

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    How do install G Suite on my mobile phone? Are their mail, calendar, & contacts better than the built-in apps already on Android & iPhone?

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    How do install G Suite on my mobile phone? Are their mail, calendar, & contacts better than the built-in apps already on Android & iPhone?

    How do install G Suite on my mobile phone?

    On cutover day, you will need to follow instructions from Jones IT. They will be provided just prior to cutover via email. Our technicians are also happy to assist with any troubles. 

    You can find our FAQ article about mobile instructions & signatures here: https://www.itjones.com/g-suite/2017/6/15/cutover-day-is-here-how-do-i-check-my-gmail-setup-mail-on-my-phone-update-signatures

    Are their mail, calendar, & contacts better than the built-in apps already on Android & iPhone? 

    The instructions we provide utilize the default apps for mail, calendars, and contacts already on your phone from Android and Apple iOS. However, if you feel comfortable in trying something new, we recommend installing & using G Suite apps directly from the Google Play store or the Apple App Store. 

    Mobile overview

    The following G Suite services are available on mobile devices.

    Download and install G Suite

    Download and install the products below (or just a select few) from Google Play (Android devices) or App Store (iOS devices). Then, to open them, just tap the G Suite service on your mobile device.

    Access G Suite from your browser

    If an app isn’t available on your Android or iOS device, or if you're using a different type of device, type the following locations in your mobile browser for an experience that’s similar to your desktop computer.

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    How do I undo send in Gmail & Inbox?

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    How do I undo send in Gmail & Inbox?

    Did you accidentally send an email with a typo, or CC'd the wrong person, or embarrassingly hit reply all to the entire company?

    We've all been there! Luckily, there's an undo send feature available in both Gmail and Inbox that allows you a few seconds to undo send and save your behind!

    However, it must be enabled in Gmail. If you use Inbox, rest easy and disregard this article since undo send is already built in. Here's how to enable undo send in Gmail. 

    Click the gear icon on the top right & select settings. 

    Scroll down to “Undo Send:” then click “Enable Undo Send.” You can update the cancellation period to a maximum 30 seconds. Don’t forget to click “Save Changes” at the bottom of the page.

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    How do I setup mailto links to use my Gmail?

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    How do I setup mailto links to use my Gmail?

    "How do I set Gmail as my browser's default email client for mailto links?"

    SHORT ANSWER: Sadly, there is no short answer. Let's review how to update the settings.

    INSTRUCTIONS FOR CHROME: We highly recommend the Chrome browser to enable all the superpowers of G Suite. If you use another browser, please check here for the full instructions. 

    Step 1: Open Gmail in Chrome and click the Protocol Handler icon   in your browser's address bar. If you don't see this icon, skip ahead to step 3. 

    1gmailmailto.png

    Step 2: When prompted to "Allow Gmail to open all email links?", select "Use Gmail," and click "Done." Then you're done! Skip steps 3-5.

    Step 3: If you were unable to see the Protocol Handler icon , click the Chrome menu icon  in the top right corner of your browser, and choose "Settings."

    Step 4: Click the "Show Advanced Settings" link at the bottom of the screen. Then click the "Content Settings" button under the "Privacy" header.

    Step 5: In the pop-up window, scroll down to the "Handlers" section and click the "Manage Handlers" button. Then select Gmail from the mailto dropdown, click "Done," and, well, you're done!

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