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Google Workspace

Getting Started

Signing In To Your Account

To sign into your account, please visit

https://workspace.google.com⁠

and enter your Google Workspace email address (such as you@akdphi.org) and password. You can also sign into your account through any Google Workspace app (e.g. Gmail, Google Docs, Google Drive, Google Calendar).

Set up your Gmail Inbox

Setup your position alias

Go to Settings then click Account.

In the Send mail as: section, click on Add another email address

⁠

A yellow box will pop-up to add another email address you own.

Change the Name to your Position Title

Add the email alias (position address) assigned to you in the Email Address field.

Leave Treat as an alias check marked.

Click Next Step.

Set your email signature

At the top right, click Settings

⁠

See all settings.

On the General tab, scroll down to the Signature section and create your signature.

Use the format bar to add text colors, styles, links, or a picture.

You can create more than one signature and then specify which signature to sue FOR NEW EMAIL USE or ON REPLY/FORWARD USER.

At the bottom, click Save Changes.

Example Format for ILB Signatures:

For new emails:

⁠

For reply emails:

⁠

If you would like to load any of these signatures, please send a note to the

System Administrator⁠

Choose an amount of time to recall a message you sent

It is good to setup a cancellation period to undo sending emails that were sent prematurely.

Change the send cancellation period:

At the top right, click Settings

⁠

See all settings.

In the General tab, scroll to the Undo Send section and choose a time.

At the bottom, click Save changes.

To Undo send: After sending an email, at the bottom left, click Undo.

Add filter rules to categorize incoming email

Open

Gmail⁠

In the search box at the top, click the Down arrow

⁠

Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search.

At the bottom of the search window, click Create filter.

Choose what you’d like the filter to do.

Click Create filter.

Set up Calendar

Set your work hours

If you’d prefer not to be invited to events outside of your working hours, you can adjust your Google Calendar settings so organizers know to reschedule an event to a better time.

In Calendar, go to Settings

⁠

Settings.

On the left under General, click Working Hours.

Check the Enable working hours box.

For each day, click the time when you’re available. Suggestions might already appear, but you can click the time to change them.

(Optional) To set the same times for every day, click Copy time to all.

Add someone else’s calendar

On the left, click Add calendar.

Enter the person’s email address of the calendar you wish to add. Their calendar appears under Other calendars on the left, and their events appear on your calendar page.

(Optional) To temporarily hide the events from another calendar, uncheck the box next to the calendar.