Vacation Reply and an automated signature are two features in Gmail that can assist educators by eliminating repetitive tasks. This video tutorial will teach educators how to adjust the settings in Gmail to enable these features and will provide tips for using these tools to increase productivity.
- [Narrator] Let's take a look at a few of the settings in Gmail that could save educators both time and hassle. To access the Settings Menu I'm going to click on Settings and then Settings. One tool that I find really helpful is the Send and Archive feature. The default for this is to not be enabled. So I'm going to click on the radio button next to Show "Send and Archive" button in reply. With "Send and Archive" enabled, when I reply to an email, I can either just send the email, which means the email thread will remain in my Inbox or I can choose to "Send and Archive".
Which means the email thread will be archived and removed from my Inbox. I can still search for it and pull it up later if I need to. But by archiving it, a task that doesn't need my attention any longer, no longer clutters up my Inbox. If I scroll down a bit further, I have an option to create a Signature. A Signature is a great way to save myself from typing my contact information in every email that I send out. It also ensures that every person I contact has the information they need to contact me. No Signature is selected as the default.
I'm going to click the radio button to create a Signature. And I'm going to type information in this box that I would like to always appear in my outgoing emails. I'm going to include my name, my email address. I could also include my telephone number, my office hours or even a picture or school logo. Now every outgoing email will include that information automatically. I try to respond to emails within 24 hours. If it's going to take longer than that until I can respond, maybe at the beginning of the semester when I'm overloaded with emails or over Spring Break, I set up the Vacation responder.
This lets anyone who contacts me know that the email was received but that I need some extra time to respond. To set up Vacation responder I'm gonna scroll down to the very last option and click on the radio button to turn the Vacation responder on. I can now choose the date range that I want my automated response to be sent out. I can also create the subject line for the email as well as the text. Once the automated email appears how I want it I can click Save changes on the bottom of the screen.
It's important to remember to hit that Save button anytime I wanna change my settings in Gmail. Otherwise when I exit out everything will go back to the default settings I had before. When I go back into my email I can see a banner across the top of my Gmail, letting me know that my automated message is being sent. I can choose to end now if I want to turn off my vacation responder or I can choose Vacation Settings if I wanna make any adjustments to the automated response. Now anyone who sends me a email will receive an automated response letting them know that the email was received but it might take me a little while to respond.
These quick and easy Gmail tools just take a few minutes to set up and they can save you a lot of time and hassle.
- Sending large attachments with Gmail
- Filtering email in Gmail
- Uploading and downloading files in Google Drive
- Creating student assignment folders
- Adjusting Google Docs sharing and security options
- Providing feedback in Docs
- Voice typing and translating content
- Collaborating with Google Sheets
- Presenting with Google Slides
- Creating and sharing Google Forms
- Building a self-grading quiz in Google Forms
- Creating events and appointments in Google Calendar