After the Migration to Gmail

You’ve been migrated to Google Mail. Now what?

If you are reading this, welcome to Henderson State University email brought to you by Google!  This is an exciting time as our university moves into the modern era of cloud-based email.  As you get acquainted to the new system, there are a few things you’ll want to do to optimize your experience.

Signatures

First and foremost, you’ll want to create a signature.  Log in to your Google Mail account (mail.google.com) using your @hsu.edu email address and your network password —that is, the password you use to check email and log on to an on-campus computer.  Click the Gear/Cog button in the upper right,

then click “Settings”.   Scroll down about three-fourths of the way down the page, and you’ll see a “Signature” setting.

The Office of Marketing and Communications has designed a standard signature that should be used across campus. The signature is simple and readable on all devices and across platforms:

Name
Job role or title
Department
Henderson State University (linked to the homepage for Henderson State University at hsu.edu) (optional: link to your department's homepage)
Henderson Box number  • Arkadelphia, AR 71999-0001
Phone number  • alternate phone number (optional)
Alternate form of contact (optional)

Here is an example of that Signature:

John Smith
Director
Office of Academic Achievement
Henderson State University
Box 5432 • Arkadelphia, AR 71999-0001
870-230-0000 501-555-5555 (c)
@JohnCSmith

You will most likely want to check the box that says “Insert this signature before quoted text in replies…”, which will put your signature directly below your message instead of at the bottom of a long email chain.

Labels

In Exchange, you could move emails into a folder to keep organized.  In Google, all your email is in one location and you can attach a “Label” — this operates much like folders did, except that you can have multiple labels attached to a single email.  To create a label, open an email you want to label, then click this button at the top:  

then type whatever you want the Label to be named.  That name will now show up in the left-hand list, underneath Inbox and Sent Mail.  You can also drag-and-drop messages into a label.

NOTE: If you had any folders nestled under the “Inbox” folder in Outlook, you will see a Label in Gmail called “_Inbox”.  This was created because labels cannot be nestled under the Inbox label in Gmail.  You can rename this Label to whatever you’d like, or keep it as “_Inbox”.

Filters

You may have had “Rules” set up in Outlook to move emails from a certain person into a folder, or automatically organize automated emails.  In Google, these are called “Filters”.  To create a filter, click the small gray down arrow at the edge of the search bar: 

You will be presented with advanced search options, so type in the criteria to which you want this filter to apply.  Once you are satisfied, click “Create filter with this search” at the bottom of that area.   You can now tell Google what you want to happen to that message—for instance, if you want to apply a label and have the email not show up in your inbox, you would check the “Skip the Inbox” and “Apply the label:” boxes.  Once you are done, click “Create Filter”.  That’s it!  Filters are very handy for automatically organizing your email.

Calendar

One of Google’s best benefits is the Calendar feature.  Creating events is as easy as single- or double-clicking the date and filling out some details.  You are able to invite anyone to an event from the event details page.  To share a calendar with a coworker, mouse over your calendar and click the down arrow that appears to the right of your name:

Then, click “Share this Calendar” and you will be taken to a page where you can add whichever users you want. 

Departmental calendars will need to be recreated by the department head or a person within the departments.  Once created, the calendar should be shared to all members of the department. Make sure the permissions read at least “Make changes to events” so that they can create new events on the departmental Calendar.