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Archiving school communication

From: Google Apps for Educators

Video: Archiving school communication

When it comes to cleaning up your inbox, it's pretty easy

Archiving school communication

When it comes to cleaning up your inbox, it's pretty easy to be tempted to just delete the emails that you don't want. Or delete the emails that you've already read. But as educators, you never know when you need to pull up an email from a student or from a parent, or even from a principal. Several times in my career, there's been times a student has said to me, well I put that in an email. And if I don't have a record of that email, then there's no way for me to go back and tell the student, no here's exactly what was said. So it's really important that we find a system that allows us to access all of our emails. When you're in your inbox and you want to delete something, most people are tempted to click on the box next to each email And then come right up to the Trash button.

When you send something to the trash, even though you might be able to still search and access that email, it now has a limited expiration date on it. The administrators at Google Apps for Education have the ability to set how long they want to hold deleted emails for. Typically Gmail will hold a deleted email for 30 days. That means if I were to delete this Google Apps calendar email right now. It's still going to be in the trash, and I can move it out of the trash. I can search for it. I can still find that email for the next 30 days. However, once that 30 day period rolls around and the trash is emptied, I will no longer have access to that email.

Google has another feature called archiving emails that will allow us to avoid this situation of deleting an email permanently. And then needing it later on. To archive an email simply select the emails that you'd like to archive, and instead of sending them to the trash, we're going to hit the Archive Button. It's going to function very much the same. It looks like I've deleted them. They've disappeared from the inbox, they're not in any of the folders on the left. For all intensive purposes, they are gone from my e-mail. However, the difference is that they haven't been deleted, they've been archived. Google is storing a copy of that e-mail on their servers.

So for example, if I ever wanted to search for one of those e-mails, I could simply come up to the search bar. Type in any of the, the sender's name, the recipient's name, or some part of text that was in the e-mail. And I could actually pull up and find those emails that are archived. So as educators, I strongly encourage you to never delete any email. Rely on your archive systems. That way, you always have access to every single email you've sent and received.

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This video is part of

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Google Apps for Educators

36 video lessons · 3670 viewers

Aaron Quigley
Author

 
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  1. 2m 47s
    1. Welcome
      42s
    2. Things to know before watching this course
      1m 30s
    3. Using the exercise files
      35s
  2. 18m 22s
    1. What is Google Apps for Education?
      54s
    2. Setting up Google Apps
      4m 27s
    3. Verifying your domain name
      2m 40s
    4. Adding users
      5m 30s
    5. Customizing Google Apps
      4m 51s
  3. 26m 11s
    1. Configuring Gmail
      7m 37s
    2. Gmail communication
      5m 5s
    3. Creating a school signature
      3m 56s
    4. Archiving school communication
      2m 0s
    5. Sending large attachments
      3m 5s
    6. Using common shortcuts
      4m 28s
  4. 16m 12s
    1. Collaborating with calendars
      4m 47s
    2. Adding office hours with repeating events
      4m 48s
    3. Creating event invitations
      3m 0s
    4. Managing alerts
      3m 37s
  5. 8m 8s
    1. Understanding Google Drive
      1m 44s
    2. Creating a lesson-planning workflow
      3m 21s
    3. Centralizing school documents
      3m 3s
  6. 13m 6s
    1. Understanding Google Docs
      2m 30s
    2. Collaborating with Google Docs
      3m 10s
    3. Surveying other teachers
      7m 26s
  7. 26m 2s
    1. Getting started with a collaborative planning website
      3m 6s
    2. Adding collaborators
      1m 39s
    3. Adding pages
      3m 55s
    4. Styling your website
      5m 14s
    5. Styling individual pages
      4m 49s
    6. Adding dynamic elements for user interactions
      3m 55s
    7. Publishing your website
      1m 55s
    8. Google Sites in the classroom
      1m 29s
  8. 8m 14s
    1. Adding educational apps
      3m 6s
    2. Using YouTube for education
      2m 27s
    3. Teaching with Google Scholar
      2m 41s
  9. 45s
    1. Next steps
      45s

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