G Suite For Dummies. Paul McFedries
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Название: G Suite For Dummies
Автор: Paul McFedries
Издательство: John Wiley & Sons Limited
Жанр: Программы
isbn: 9781119742197
isbn:
View the file. If you just want to see what's in the file, you can open the file for viewing by clicking the file thumbnail. Gmail opens the file and displays a toolbar similar to the one shown in Figure 2-12. With this toolbar, you can open the file in a compatible G Suite app (such as Sheets), add the file to My Drive, print the file, or download the file.
Download the file. Hover the mouse pointer over the file thumbnail and then click Download. (See Figure 2-13.) Alternatively, click the thumbnail to open the file for viewing and then click Download. (Refer to Figure 2-12.) Although Gmail makes it easy to deal with attachments, you should never just blithely open an attached file that you've downloaded, because you might end up infecting your computer with a virus or another type of malware. Be sure to use your security software (such as Windows Defender) to scan the file for malware before opening it.
Save the file to your Google Drive. Hover the mouse pointer over the file thumbnail and then click Add to Drive. (Refer to Figure 2-13). Alternatively, click the thumbnail to open the file for viewing and then click Add to My Drive. (Refer to Figure 2-12.).
Open the file for editing. Hover the mouse pointer over the file thumbnail and then click Edit with App (refer to Figure 2-13), where App is a compatible G Suite app. Alternatively, click the thumbnail to open the file for viewing and then click Open with App. (Refer to Figure 2-12.)
FIGURE 2-12: You see a toolbar similar to this one when you view an attached file.
FIGURE 2-13: Hover the mouse pointer over the thumbnail to see the icons shown here.
Responding to a message
If you receive a message that asks a question, solicits an opinion, or otherwise requires feedback from you, you can send a response. Open the message and then run one of the following commands:
Reply: Click this command (refer to Figure 2-11) to send a response back to the sender of the message. Mail automatically addresses the message to the sender, includes the original subject line preceded by Re: (regarding), and adds the original message’s text. Gmail also usually displays several so-called Smart Replies below the message. For example, if you receive an attached file, you might see a Smart Reply such as “Received — thank you” or “Got it.” Click a Smart Reply button to create a reply that includes the Smart Reply text. To turn off Smart Replies, click Settings, See all settings, click the Smart Reply Off radio button, and then click Save Changes.
Reply All: If the note was foisted on several people, choose this command to send your response to everyone who received the original (except anyone who was included in the Bcc field). Mail automatically addresses the message to the sender and all recipients of the original message, includes the original subject line preceded by Re:, and adds the original message’s text. When I say “all recipients,” I mean all recipients, so be extra careful when running the Reply All command. Why? Because the “all” you're dealing with could be your team, your department, or even your entire organization, so a complaint about the “jerks over in Marketing” that gets sent accidentally to all recipients might result in tears later on.
Forward: Choose this command to have someone else take a gander at the message you received. Mail automatically includes the original subject line preceded by Fwd: and adds the original message’s text. Note that you need to supply the recipient’s address.
Add your own text to the message and then click Send to fire off the response.
Creating a task from a message
Many email messages (and, on bad days, way too many email messages) require you to perform some action. It could be making a phone call, completing a report, sending a file, or donating to yet another coworker's walkathon for Insert Name of Obscure Disease Here. You could leave such messages in your Inbox and hope you get around to them one day, or you can be more proactive and create a task from each message. That way, you can use the Tasks app to keep track of what you need to get done.
Here are the steps to tackle to create a task from a Gmail message:
1 Open or select the message you want to work with.
2 Click the Add to Tasks icon, pointed out earlier in Figure 2-11.Gmail opens the Tasks pane and adds a new task that includes a link to the email message.
Setting up a vacation responder
Remember the days when you'd leave on vacation for a couple of weeks and leave your work behind? No, I don't either! These days, we live in a cruel world where people send you a message and expect an instant reply. And it's a sure sign of pending cultural collapse that you're expected to reply even when you're on vacation. Boo!
Okay, fine. Maybe you do have to reply while you're out of the office, but there's no rule (yet) that says you have to reply immediately. Unfortunately, your correspondents might not know you're away, so to forestall an angry “Why didn't you answer my message in less than ten seconds?” follow-up, set up a vacation responder. A vacation responder — also known in the G Suite world as an out-of-office autoreply — is an automatic reply that gets fired off to everyone who has the temerity to send you a message while you're trying to have a relaxing vacation with your family.
Here are the steps to plow through to create a vacation responder:
1 Choose Settings ⇒ See all settings.Gmail opens the Settings page with the General tab displayed.
2 Scroll down until you come to the Out-of-Office AutoReply setting, which is near the bottom of the page.
3 Click the Out of Office AutoReply On radio button.
4 Use the First Day date picker to select the day you want to start sending the automatic replies.
5 (Optional) Select the Last Day check box and use the date picker to select the day you want to stop sending the automatic СКАЧАТЬ