Gmail is intuitive, efficient and offering lots of storage, less spam and easy to use across any device.
Go to Gmail Help Centre to learn about the following and much more:
- Managing your account
- Changing your settings
- Reading and organising emails
- Using filters and labels
- Sending attachments and images
- Downloading the Gmail app for your devices
- Mark or unmark Spam in Gmail
- Fixing a problem
Visit the email signatures page for format details.
Set up mail delegation or share a custom account with Monash staff:
- Login with your email address and password.
- In account's mail window, select the cog in the top right corner of the page, followed by Settings.
- Select the Accounts tab. Under Grant access to your account select Add another account.
- In the Email address field, type the email address of the colleague you want to delegate to, and then select Next Step.
- Confirm that you want that colleague to have delegate access to your account by clicking Send email to grant access.
- Your colleague will receive a confirmation message. They'll need to accept the access by clicking the link in this email.
BMS (Bulk Messaging System) is a tool that allows you to send an email to a large group.
- It's only available to approved staff.
- If you'd like to send out a bulk message or discuss your requirement, contact the Service Desk.
- Create and set up one or multiple templates.
- Can be used for automatic responses. See Create rules to using filters in Gmail.
- Select the content or template directly from your Inbox when composing a message.
Enable canned responses
- Go to Google Mail and open the options menu by selecting the cog icon in the upper-right corner of the page and select Settings.
- Select the Labs tab.
- Scroll down and select Enable next to Canned Responses.
- Click Save Changes.
Create a new canned response
- Once you've enabled Canned responses in your settings, open a new compose window.
- Create your template, adding any images or formatting as required.
- Click the More options arrow at the bottom right of the screen and select canned responses.
- Select New canned response from the drop-down menu.
- Enter a name for your Canned response and click OK.
Using a canned response
- When composing a new message, select canned responses to select a response.
- Your selection will immediately be added to the body of your message.
- Open a Google Sheet
- Click File and Make a copy
You can rename your copy of the spreadsheet - this copy will be made in your Google Drive folder
- In the spreadsheet, you may make as many columns as you want. You can add more by typing in the top header row of a new column. The only mandatory column is Email Address - it can be named anything you like, but you need to include an email address column.
- Fill in as many rows as you need
- Go to your Google Mail inbox and compose a new message (don't fill in the To, CC or BCC fields), but do fill out the Subject field
- Type the body of your email including variables that correspond with the columns in the spreadsheet. This is your template for the mail merge. To enter a variable (smart-noun, wild-card, etc.) type $%Column Title%
The variables you enter must exactly match the column heading in the spreadsheet. For example, you may have a template that reads...
Hello $%First Name%, thanks for your email. We recorded your last name as being $%Last Name%, and your email address as $%Email Address%. Please let us know if this information is incorrect.
- Once you’ve created your template, leave it open and navigate back to the spreadsheet. The goal here is to ensure your template doesn’t get deleted, it needs to live as a draft in your mailbox. Do this by simply navigating away from your Mail without closing or deleting the message you’ve just written.
- In the spreadsheet, along the top navigation, click the Mail Merge menu to the right of the Help menu, then click Standard Merge
You may get a notification that says you must allow this script to run. Allow the script and grant it access to the resources it requires. Afterwards, you will get a message that says the script can now run. Click the close button and then click the Mail Merge menu and Standard Merge again.
- A dialogue window will appear requesting more details. Here's what you need to do:
- select a template to begin the merge
- click the subject line of the message you created in step 7 in this list
- type in your first and last name in the My Name field, instead of your email address
- check the box to receive a copy of each email sent (if you want to receive copies)
- click Send Mails. If the script can’t identify the email address field you’re using, it will ask you to choose from a list of all your columns and tell it which field is the email address column.
You may have a group in your Google Contacts which contains all the people you want to send an email to.
- Automatically populate the spreadsheet using a group in your Google Contacts by clicking the mail merge menu and click import contacts.
- A dialogue window will appear asking you to choose which contact group you want to import. Select the group you want and the contacts will appear in your spreadsheet.
- Visit Google Contacts to learn more.
eSolutions recommend and support the use of Google software and products. Staff or students using Microsoft Outlook, Mozilla Thunderbird and Apple Mac Mail may experience some issues syncing their email, particularly with calendar invites.
Please be aware, if you're not using Google software and products you may have difficulty trying to access the wide range of integrated features offered with Google Apps.
If you need help in this area contact the Service Desk.
At Monash, we have a variety of protections in place that block the vast majority of spam and other malicious email. However, the best protection is to exercise caution when entering your login details. If you're ever in any doubt, please call the sender of the email or contact the Service Desk.
Common scams include: