Speaker 1: OTAN, Outreach and Technical Assistance Network.

Alisa Takeuchi: All right, everybody. So my name is Alisa Takeuchi. I am an OTAN subject matter expert. That's me. And I also am an ESL teacher at Garden Grove Adult Education in Southern California. And I'm super excited. There's tons of resources out there for Gmail. In fact, Melinda has done plenty of workshops and webinars and things on Gmail itself.

But because it's so vast and there's so many things to it, I wanted to do this little series because it's at the end of this pandemic school year, and I wanted to share with you some of the tips and tricks that I have kind of learned or done throughout the year that I thought could be really helpful for you either as you're finishing up your school year or continuing on for the next school year because like us, we don't really know what our next school year is going to look like yet. Right now, we are in high flex, which is our students choose whether they want to be in class or online simultaneously. So I'm teaching both at the same time. And

So there's been a lot of trials and errors this whole year. And so again, I just kind of wanted to kind of give you what I've been going through, and if it can help you, if just one thing could help you, I will be super excited about that. All right, let's get started. Let me readjust my Zoom room.

As Melinda was saying about, this workshop in particular was geared for very hands on. So I would love it if you could be able to follow along. If you can't and/or you just choose not to, you want to sit back and relax, no problem at all. And then, let's see here. Let's go ahead and get started.

So if you've been in any of our workshops, you'll know that OTAN has tons of resources for you. Please continue to go to otan.us for any of your needs. We have so many recorded webinars that have been done in the past. There's articles if you're more into reading and how-tos. We have our YouTube channel. We have our social media. So please use OTAN to the best of your ability for any of the things that you want to do.

So let's start with some fun facts, shall we? So let's go ahead. Let me open my chat, and I would love for you to take a look at the two questions. And it says, as of 2020, how many active Gmail accounts are there? What do you guys think? Just random, just go ahead and type it in the chat, random numbers.

Trillion, Joyce says trillion. One billion, Elizabeth states. Gloria, thank you for checking in. I appreciate it. If you came a little bit later and you haven't done it yet, please put your name and your agency in the chat as well. A gazillion, I don't even know how many zeros that is, tons. Yes.

Yeah, so according to Google, there are 1.5 billion active Gmail accounts, I think, as of 2019. So that's not even including the pandemic year so it's probably much more than that. And then question number two, how many emails were sent and received per day worldwide in 2020? So pandemic year, how many emails were sent and received per day worldwide in 2020? What do you guys think?

Hello, David from Pittsburgh. Welcome. Hi, [inaudible] from Santiago. 7 billion, 100 million, 100 billion. Wow, Melinda's way out there with the 100 billion. I will tell you. 307 billion, David thinks, good. 306.4 billion emails per day worldwide. So that was the statistics that I found online. So I just thought those were kind of cool, little, fun facts.

So Gmail obviously is the number one email source. Of course, there's others. So half of them are in Melinda's box. Yeah, I believe that. I would also like for you to put in the chat what email server did you use before Gmail. I always like asking this question because you get so many flashbacks. I get all nostalgic. Juno, Comcast, Cox Net.

Yeah, see this is like flashbacks. I'm like, oh, yeah. MSN, I have a friend who still uses her MSN. Yahoo, yeah. I had a Yahoo. Outlook, yeah, I mean, it's crazy to think that there's a time-- And I'm sure many of you, some of you still use those emails if you're in-- hi, Josh. You may still use your Yahoo or your Hotmail or whatever it is. But it's just funny.

Juno is one of the ones that I always crack up with. Nobody said AOL, which I'm surprised. That used to be the hot ticket. AOL was the one, or the other one was Roadrunner, the RR. Rocketmail, there's another one. So yeah, there's quite a few older email servers. But yeah, I think Gmail has far exceeded anybody's expectations.

All right, so if you've been in any of Melinda's workshops, then you know the terms club and pub. And if you haven't, if you're not really familiar with it, it's just her way of expressing the differences between your school or your work email Gmail and the public Gmail.

So I have the examples on here where if you have a gmail.com, that's a public account. That means it's open, and it's free. You just sign up at gmail.com, you have blah blah blah @gmail.com. And then we have another type of Gmail, which used to be the G Suites, but now it's called the Google Workspace, which Melinda is going crazy over.

And you'll notice because some of the changes is the icons have changed, different colors. They've kind of gone through a universal theme of the colors even though the actual look of it is pretty much the same. So this is now called the Google Workspace.

So this is more your Google account through your work. So it's either like-- mine is a .net. It could be a .edu. It could be some other ones that you use. Now, I'm going to be quite honest. We have two emails. We have an Outlook and a Google. So I have a .us, and then I also have a .net.

And so most of my emails I check through us, but I can, at any time, check my .net. But I know that some of my emails don't transfer. They're not one in the same. At SCOE, we have an otan.us and a scoe.net, and they are the same. They work as the same. So it really just depends on the settings of your workplace and how it's all set up between the two accounts if that's what you have.

So these are the terms that you'll hear me or Melinda might say every once in a while. It's pub versus club. Pub is the public account. Club is your organization. So a lot of times-- not a lot times-- sometimes the two don't play well together. So if your club, your organization has some things through Google, they may not work well with the pub. Or vise versa, if you have something in the pub, your organization may not accept it or make it a little bit difficult for you to accept it in your club.

So here you'll see my examples. You'll know which account you're in with your avatar. That is on the top right-hand corner. And so for my public account, I have my little Huntington Beach logo. That tells me that I'm on my Gmail account. And then down here where says Google with just my letter, then I know that that's my Garden Grove account. So be always mindful of what account you're in. That will help.

All right, so here's a couple of the little fun facts about email. How much time does the average person spend checking email each day? So I just put the answers on there, but according to CNBC, two years ago, people spent over 2 and 1/2 hours, 2 plus hours checking their personal email. So again, this is prior to pandemic.

And according to Harvard Business Review, HBR, they spend about 15 minutes checking their emails per day 15 times about every 37 minutes. Every 37 minutes of your waking hour, you're probably checking your email. And I can't even imagine that the number is-- I can imagine that the number is so much higher now because of pandemic.

I'm on email all the time. It's just always open, and I'm checking it constantly. Luckily for me, I don't sync it so much with my phone as far as notifications because I don't want to hear that constant ding, ding, ding, ding every time I get some emails. That would make me crazy. So I can check my email, but I don't get notifications.

All right, so before we get right into it, I want you to take a relaxation break. If you're like me, this day has already been super crazy. I taught in the morning. I had a meeting right the minute my class ended. I had a meeting until 12:35. And then I came straight to here to prepare for this. And so I've just been go, go, go.

And so even for me, just taking a moment and closing my eyes and taking a couple deep breaths really just kind of recenters me, and I'm sure it's with you because it's so easy just to get caught up and go, go, go go, but if we don't stop and just really take a moment for ourselves and be present, then it's really easy for us to kind of escape things.

And so even with your classes, this is what I do with my students. My class is 2 and 1/2 hours straight on Zoom. And so about every 45 minutes or so, we just take a 30-second relaxation break. So I tell them to stretch their necks. You can tell that I teach ESL beginning because of my sentences. This is like second nature to me. This is the way my sentences flow in my class.

All right, let's get started. Email basics-- so if you would like, if you feel compelled to, you can always unmute. This is going to be a very flexible meeting. So you can unmute if you'd like, or you can type in the chat if you like. Can anybody tell me what the difference is between reply and reply all when it comes to emails?

What's the difference between reply and reply all? Safe and not safe. Reply is to the sender only, yeah, that's right. So what about reply all? To sender and all, mm-hmm. Laura, double check your chat. I don't know if you mean to, but you're only chatting to me. If you want, change my name to everyone in the To box of your chat. I'd like everybody to see what you're saying. But unless you really only just want me to see it, that's fine, too.

Reply all is to everyone on the email. Yeah, everybody that's on the list, reply all sends the email to everybody. Yeah, exactly. It pretty much is self-explanatory. Reply means you're only replying to the person who sent it to you, the owner of the email. Reply all means anybody who was also added to that email, it will also get a reply. Yeah, perfect.

So here comes Melinda. I was starting to send her an email. You're my best friend. All right, how about CC and BCC? Can anybody tell me the difference between the two or even explain what they are? What is CC? And what is BCC? Courtesy copy, I've never heard that before, blind courtesy copy. Yeah, most of the time, when I see CC, it's carbon copy. Blind carbon copy, yeah.

So good, those are the definitions. CC, I say carbon copy, and BCC is blind carbon copy. So now what is the difference? What's the difference between a CC and a BCC? Oh, interesting, Sylvia. Because we no longer use carbon, it was changed to courtesy. That's interesting. Wow, learn something new every day. We are all lifelong learners. BCC is an invisible list, means no one knows you've sent the email to others but the person-- that's exactly right.

So for the good and the bad, we have what's called the BCC, the blind one. So if you are sending an email, and you would like other people to be included in the email, but they don't necessarily need to reply back, you just want to give them the FYI, the information, you're going to CC them.

So I send an email to Melinda, but the information could be useful for Marjorie so I'm going to CC her. She doesn't necessarily have to reply back to me, but I would expect that Melinda would because I actually sent the email to her. So that's really the difference.

And some people-- so if you teach your students about email, that is one thing that you might want to consider expressing to them as well because sometimes they don't know. If they just get an email from you, they just expect to reply all the time because they got an email from you so they want to reply, or somebody from their work, or a family member, what not. You may want to teach them that if they were CC'd that they could read the information and reply if they want to, but it's not necessary. It's not expected.

Others can't be included to respond. I think if you mean for BCC, and we'll talk about that in a second. So blind CC means that the person that you're sending it to does not know that they're part of that email chain. So sometimes, for example, maybe I want to send Melinda an email, and maybe it's something-- how can I explain it?

It could be something that's a little sensitive as far as maybe I'm trying to work out a problem with her. We're trying to problem solve something. Maybe there's a conflict between her and I. And I would really like Marjorie to be in on this conversation, but I don't want Melinda to know that Marjorie's in on this conversation. So I'm going to CC Marjorie. So she still gets the email. She still sees it, but Melinda doesn't know that Marjorie has gotten it.

BCC will see, too, yes, exactly. So Marjorie who was the blind CC will see who got the email and who it was from, but the person who got the email will not know. So that could be helpful and hurtful because if-- it used to be. I don't know if it's still like this. And Melinda, you might want to confirm with me. If a BCC replies all, then everybody will see who is on the BCC. Is that correct? Does that sound right?

Melinda Holt: That sounds right.

Alisa Takeuchi: Yeah, so you have to be very careful that you either call or text your BCC person and say, hey, don't reply to this. I'm sending it to you. Because if Marjorie does decide to reply, Melinda will see that she was on the BCC, and she might feel hurt that she didn't know. So again, it's one of those things where you have to be very careful about who you put in the blind CCs.

Now, I will tell you, though, the reason why I use the BCC is because I send my students an email every day, but I don't want all my students to know-- so the reason why you might want to use the BCC is if you were going to send a bunch of people an email, but you didn't really express to everybody else that you would be sharing their email addresses, and some people are very sensitive about that. So you might want to put everybody in the BCC. So everybody is getting the email, but they're not seeing everybody else's email addresses.

So that's what I do with my students. I send an email to my students almost every day, but I put everybody in the BCC so that they can't see it. If they want to share their email address, they can share it amongst themselves, but I'm not going to share their email addresses with others without asking them first.

So that would be another way, a nice way to use the BCC so that you're keeping everybody's privacy. So sometimes if you're making that family list, like if you have a family reunion coming up, you don't know. I mean, maybe you're like, oh, we're all family. But you never know. If somebody is really kind of private with their email address, and they don't want others to know it, put it in the BCC. Everybody gets the email, but they won't see everybody else's email address.

And then the smart compose feedback, kind of a new thing, it's pretty automatic when you sign up for Gmail and as you're updating and things like that. As you're typing an email, what it does is it will start filling some of the responses they think that you're trying to say.

So even when you reply, if Melinda sends me an email, as soon as I hit hi, it'll say Melinda because it knows that I'm probably going to say that because she sent me the email. So it's pretty smart in that way. So then I will start typing thank you, and then it'll say for the email. And all I have to do is click after it, and it'll automatically push that sentence for me.

When you send a message to students within Classroom, Classroom sends those messages-- oh, yes, yes.

Melinda Holt: Read Gloria's message above. That's why.

Alisa Takeuchi: OK.

Melinda Holt: I'm sorry.

Alisa Takeuchi: Oh, that's OK. Let's see here. Gloria says, even when sending a mail to all my students. Oh, yes, yeah. Thank you, Melinda. Yeah, so I use Gmail more than my Classroom. I have a classroom and such, but most of my communication is through Gmail. But yeah, you're right, Gloria, through Classroom.

All right, so let's talk about settings. When you go into Gmail Settings, oh, man, you could spend a whole day looking at all the different possibilities of what you can and can't do or what you want it to do or not want it to do within the settings of Gmail. Just Gmail, not even just Google, just Gmail.

But what I would say to you is if I can give you any kind of advice is any time you make any kind of changes as you're reading the lists, and you're like, oh, I like that, or I don't want that, I like that, I like that, write down what you do because when you go back to Gmail, and all of a sudden, it's changed, and you're like, wait a minute, that's not what I wanted to do, or why is it doing that all of a sudden, go back to your settings.

If you wrote it down, you can go back and re-undo all the things that you've done, and then decide if you like it or not because I have done that plenty of times, especially when I get a new phone or a new computer. I go through all the settings, and I'm deciding what I want and what I don't want. And then when I take a look at it, I have no idea what I've clicked on, and so I can't unfix or I can't fix what I've changed unless I write it down. So just some side advice.

And then just be mindful, also, if you are using your school or your work, your club, then there may be some settings that are either defaulted and you can't change it or they're blocked and you can't change it. So just be mindful of that.

So your Gmail, you're going to be able to do anything you want. Everything is open to you. You can fix and do whatever you want. But if you're looking for that same setting on your work Gmail, it may not be there, or you may not have access to it. So just kind of be mindful for that.

So I am going to open my school. So like Melinda-- in fact, I'm going to step back real quick. I'm going to ask you, how many Gmail accounts do you have? I would like for you to write it in the chat. Type it in the chat. How many Gmail? Whether it be work, the club, or the pub, how many do you have? Two, a lot of people say two, kind of average, two. Melinda, 17.

Two, a lot of you have two. Probably most likely maybe your personal Gmail and then maybe a work, a pub and a club. Gloria, five. Yeah, I'm almost close with Melinda. If not 17, probably maybe 15 or 16. I have quite a few also, and some of them I don't use anymore. They're for demo purposes or whatnot. But for actually active use, I have about seven that I actively use all the time.

I know. And it is. It's exactly that, Elizabeth. So I just want you to, again, be mindful of which account you're on. If you have two-- even if you only have two, be mindful of which account you're on by looking at your avatar on the top right corner because some of your settings may be different between your Gmail and your work Gmail.

All right, so I have my personal Gmail, and then I have my work my .net. But then I also have another Gmail that I use with my students because for a long, long time my students did not have a school email address. So we had to use Gmail, but I didn't want my personal that I use for everything else, my students to be involved in that one. So I created another one specifically for my students. And so that's why I had an additional one.

And then, because I used to do a lot of races, like 5Ks and half marathons and stuff like that, I didn't want all that junk mail every time you sign up for something in my personal Gmail so I created another one. So it's called running to eat. So any time I sign up for a race or any kind of promotion or anything, I use that email so all the junk stuff goes into that email. So it's like I just have different emails for different occasions. And so that's why I ended up with so many. It's kind of an obsession. Don't tell anybody.

All right, I am going to show you my other account. All right, let me switch views. All right, do you see-- oh, do you see my snippet? Let me get rid of that. All right, so do you see Google, the Google homepage? Anybody?

Melinda Holt: Yes.

Alisa Takeuchi: Yes, OK. Thank you. All right, so as you can see, my avatar has changed. So my picture on my student Gmail account, I know what it is because it's this picture. It's me on Zoom. You can't really tell. And then, if I hover over it, it will tell me what account it is. So it says alisa.uglec, which is the acronym for my school, my name, and @gmail.com. So this is the email that my students use.

So as you can see, I have all my emails that my students use. And this is going to be a teachable moment. So if you have one of these Gmail accounts, and you have all of these emails in here. So if you're like me, I just stack them all on top.

I don't really organize it that much, except for maybe once a year, like in the summertime when I have a little bit more time. I will go through and clean it all out. I'll either delete emails that I don't need any more, or I'll put them in folders. I do it all, and then all of a sudden, I will have zero in my inbox, and it's really a lovely feeling. But then as time goes by and school comes on, they just get stacked on top of each other again. And lo and behold, I have 1,502 emails in my inbox.

So if you look here, here's your list of different places, the different properties of Gmail. So in my inbox, this number right here tells me how many unread emails I have. So I usually try to keep this at zero. If you look at some of other accounts, I usually have that at zero because I really try hard to really read all my emails or at least delete them if I don't need it anymore or whatnot.

But because I have 51, these were from students when they had a homework assignment and I actually graded it on a separate thing. So I graded it, but I didn't really need it in an email. So what I can do is, and I don't know if you know this, you can tell the difference between what's read and what's unread by the look of it.

If it's bold, then this means it hasn't been read. I haven't opened it yet. And if it's not, if it's lighter black, then that means I have opened this email. And you can change that as well. You can make this back to unread. Yeah, back to an unread, and I can also change these right here to make it read.

So I don't like having 51 unread emails, and I know that I've already checked all this so I don't have to worry about it. So I'm going to come up here. If I check the box, it will check everything, and I don't really want that. So what I'm going to do is I'm going to click on the arrow next to the inbox, and it says, what do you want to check, read, unread, starred or unstarred? I want to check all my unread emails, all my unread emails. So see how it skipped all of these, but then it checked all of these? These are all my unread emails.

And I can come here to the skinny snowman, which is always the more, and I'm going to say Mark as Read. So I don't have to click every single email to open it and then close it, open it and close it to mark it as read. I can just go boop, and now all of those ones that are checked that were bold are now not bold.

And again, I can use this checkbox. I don't have to go check, check, check, check. I can come right here and click on this, and now they're all unchecked. So again, you can check them. You can uncheck them. You can check just-- if I know that there was an email that I starred because it was kind of important, and I don't want to go through and look at all the stars, I can just go here, and then it checks all the ones that are starred for me.

So this is a pretty powerful tool. This little box right here really could be a time saver for you if you're like me and you had a lot of unread emails and things. Now, Alisa, it still says 40. You still have 40 unread emails. Well, what happens is that I'm only at 50. I only have 50 emails per page. And so what it does is it only marked within the 50.

So if I want all of these to be gone, I have to go to the next page, the next page. And see, ugh, I have more unread emails. And I could do the same thing over again. I come to the arrow. I click on Read. I go to the skinny snowman, and I Mark as Read. And then I uncheck all of these. And now it still says I have 17 left so I go to the next one. And here's some more.

So it makes it a little bit faster, the process a little bit faster. And again, but if you keep up with your inbox, this isn't even an issue for you anymore. Skinny snowman, Mark as Read, and now I'm done, zero, boop, the goal. That is the goal. We want zero unread emails.

Now if you're looking at your email right now, if you're looking at your email, and you see this, and you have 1,385 unread emails, most likely, they weren't important enough for you to open them. I mean, unless they're brand new. So what you can do is you can go through and do your unread, and remember, you can go through-- oops, I don't have any more unreads. But you can go through, and then you can delete.

So I'm just going to pretend like this was-- oh, in fact, I could just do it, mark it as. You can go through, and you can actually just delete them. Just go down your list, and you can delete all of those if you want. And you could do it all on one lump sum per page.

Now let's go back to this real quick. The default-- do we have settings? Yes. The default for Gmail is 50 emails per page, 50 emails per page. And we're going to go through, and we're going to change that right now. So what I would like you to do is, in your email, I would like you to go to your settings, which is that little gear on the top right corner. And you're going to click on that.

I'm going to move my Zoom page just a minute. Sorry, just a second. Whoops, OK. So on the top right corner, you will see the gear. I'd like you to click on it. The first thing that you're going to see is the Quick Settings. This is fairly new. It didn't do this before. And these are kind of like the top things that you could do with your settings.

But what we want to do is we want to see all the settings, and I'm going to show you what it looks like. So if you click on All Settings, you're going to see all the different options of what you can do in your Gmail. And this is just the first page. There are so many other things.

So this is just general. If you see that top toolbar at the top, you're going to see all these. So general has all these. Labels, inbox, accounts, filters, blah, blah, blah, blah, blah, blah, blah, blah, blah. You could spend hours fixing up your settings the way you want. Customize your settings the way you want, but again, it really can take a long time.

So the first things that you're going to want to look at is language. Default is English. Probably when you set up your account, that's what it does. But if at any time you wanted to change the account language, you could. I have found that some of my students have changed it, and I go back and forth with that because I really want them to learn how to navigate things in English. But if it helps them to understand the emails and things that are being sent to them, well, what can I do.

So this is another thing. If you want to tell your students to change their settings to their language, they can. Or if you want to tell your students change this only to English, you can. So that's another thing with Gmail or your .nets or your school emails. You can have them change this also. So this applies to your students as well.

All right, so right here, the third one down, I think it was, it says maximum page size. It defaults at 50, and the most you could do is 100. So that's what I usually do. I usually set it as 100 because I don't want to have to keep going page, page, page if I need to. I just have 100, and then it takes it a lot lower.

Now I'm going to go back to the slide share. All right, do you see the my presentation with settings? Yes? No?

Melinda Holt: Yes.

Alisa Takeuchi: Thank you. Thanks, Melinda. Sorry to cut you off. All right, so we talked about taking time to go through the settings, write down what you've changed. Some settings may be blocked or defaulted in your club, your work account.

All right, so here's your You're Welcome number 1. When I show you this, you're going to be, if you haven't already done it, you're going to be like, oh, my gosh, Alisa, thank you so much. And I'm going to say you're welcome. So this particular setting right here could keep you from not getting fired, keep you from not getting divorced, keep you from not getting in trouble with your family.

So when you send an email-- if anybody's ever done this where they've written an angry email because something happened at work, you had a conflict with a coworker, you had a fight with your spouse, and now it's like, OK, it's on, and you compose a new email, and you're like ba, ba, ba, ba, ba, ba, and you're just typing all these emotions.

And then you go click, Send. And as soon as you hit Send, you went, oh, my gosh, what did I just do? And you're like, you wish you could just take it back. This is what this is. This is Undo Send. So in your settings, in your settings, you will see-- go down the line-- Undo Send.

It defaults at 5 seconds. So right now, when you send an email, you have 5 seconds to take it back. You'll see a little prompt at the bottom left-hand corner of your email, and it will say Undo Send, or it says Email Sent, Undo, and you can hit Yes in 5 seconds.

But if you go to right underneath the maximum page where you changed that to 100, right underneath that, change this to 30 seconds. It could potentially save your life because if you want it sent, it's still going to send. But if you don't want it sent, you can take it back.

And it's magical because there's been a couple of times where I have written that angry email. And if I don't stop and take a breath and go, maybe I should sleep on it, and I'll read it again tomorrow and see if I still want to send this email, or it's plink, and then I go, oh, my gosh, what did I just do? Or you realize that you sent it to the wrong person.

I wish that they had this with texts because I've done that plenty of times where I've sent a text to the wrong person. So those are the two things that I would love for you to change in your settings. Change how many emails are on per page, and please, please, please change this to 30 seconds. Even if you don't think you'll ever use it, it's good to have.

Let me go to my Zoom. All right, let me give you a couple of minutes to digest and figure that out. Let me look at the chat real quick. You replied all instead-- yeah, yeah, that, too. You replied all to somebody and you really didn't want some other people to see that response, especially when you're talking poorly about some of the people that are in the CC. Yeah, again, it could be a game changer for you. So you're welcome.

All right, and I'm going to demonstrate what this looks like so let me change my screen. All right, Oh, I'm sorry.

Audience: Is there Save anywhere after you change the default?

Alisa Takeuchi: Oh, when you're in your settings?

Audience: Yes.

Alisa Takeuchi: Yes, let's go through it real quick. So let me see here. Let me get my-- oh, I'm in settings. Just a minute. I've got too many windows open. Just a minute. All right, so after you go down, scroll down, down, down, down, save your changes. Good question.

Yeah, so even if you click clicked and then you went back to Gmail-- and here's the other thing that Melinda just kind of advised me on also. You save your changes, and then when you go back to your Gmail, refresh. Refresh because the settings will save, but then it may not transfer over into actuality until you refresh. Good questions.

All right, so I'm in my-- whoopsie, so yes. And so again, I hit Inbox without even hitting the Save, and it's asking me, are you sure do you want to discard your changes? So it'll tell me you haven't saved them. So I want to save them. Save. All right, so here is my Gmail. It refreshed. I just saw that it refreshed for me. So that's good.

So I am going to compose an email, and I'm going to send it to Melinda, mholt@scoe.net. You're so mean, and then blah, blah, blah. So here's my angry email. I'm so upset. I can't believe she done this to me. And I'm just, I don't care. I'm just going to send it.

All right, so down here on the left-hand corner, message sent, undo, yes, please. Oh, what happened. It went away. I unsent it. But I've had in the past people ask me, well, what happens if you send it, and the person opens it before you were able to unsend it? What happens is that when you hit Send, it goes into like the vast, and it's hanging out. It's hanging out. It's hanging out. It's waiting until the time has run out, and then it sends, and then Melinda will get it. Once she gets it, I can't undo it.

So again, that's kind of why you would like to have that 30 seconds. Even if you don't need it, it's there in case you do. So then on the other hand, if you need to send an email right away, you're like the clock is ticking. If you hit send, it's going to still take 30 seconds for it to send.

So just kind of know that if you need it to go like that, you would have to change your settings first. So just be kind of mindful with that. Hopefully, you're not in ever a pinch where you have to send it within that second. Anybody else have a question about that? No. Good.

Audience: I do.

Alisa Takeuchi: Yes?

Audience: So that just automatically pops up whenever you send a message?

Alisa Takeuchi: Yeah, any time you send an email regardless if you've changed any of your settings or not, on the bottom left-hand corner, it will say message sent, and it'll say undo. And if it's still at the default of 5 seconds, I mean, it's pretty quick, but you can still hit Undo, or you can view the message one more time.

Audience: Also, I have a question. I'm using the public Gmail for my students. And it seems like that's just easier.

Alisa Takeuchi: Yeah, because easier relative because if your students don't have a school email address, you can't do anything about it anyway. You'd still have to use your Gmail. If all of your students receive a school email account, then everybody could use your .net or .us or .edu, whatever your school email address is. If they have the same end, then you could use all of it at the same time.

Audience: So I'm doing a lot of my emailing through Canvas. Are you familiar with Canvas?

Alisa Takeuchi: I know Canvas, but I don't use Canvas. I'm sure it's probably like Moodle or like Google Classroom in a way.

Audience: And I'm wondering-- but I still have them send their homework on Gmail with a Gmail doc, [inaudible].

Alisa Takeuchi: And is there a reason-- is your Canvas through your school, or is it a free Canvas account?

Audience: It's through the school.

Alisa Takeuchi: OK. And do your students have school email accounts to access the Canvas?

Audience: I don't think that they have a separate school email account, but we've received all of their email addresses in our Canvas.

Alisa Takeuchi: Yeah, and they're all varied between-- I mean, are most of your students' email addresses gmail.com?

Audience: Most.

Alisa Takeuchi: Yeah, yeah. So yeah, so with Canvas, they don't necessarily have to have your school email address to access the Canvas. So that's good. Yeah, so I mean, no, there's no reason why you would have to switch to your school Gmail account if everything's working fine with your gmail.com account. Does that makes sense, Elizabeth.

Audience: Yeah, thank you.

Alisa Takeuchi: OK, you're welcome. I think somebody else was having a conversation with her at the same time. Anybody else have any other questions or if you want me to repeat anything?

Audience: I have a question.

Alisa Takeuchi: Sure, Joyce.

Audience: So if you have that cue come up saying you can undo still, if you go on to another email, it disappears. Is there a way within that 30-second window to make that reappear?

Alisa Takeuchi: Yes, let's see here. When I did it, it disappeared, and I was a little bit surprised, but I kind of thought nobody would notice. But good for you for noticing. Let me go ahead and let's try that one more time. Usually what happens is that the email will come back. I will see it as if I was still composing it. So let me just try it. Let me make sure my setting is right. Am I sharing my email, or am I sharing my presentation?

So I'm going to go to my settings. I'm going to double check and make sure that I changed that setting and that I saved it. Oh, so here it is. So I didn't catch it in time. I didn't save it. Darn it. Darn you, Gmail. So remember, I did change this, but I didn't save it, and then I left. And then it said, do you want to, da, da, da. I didn't change it back. So let me change it back to 30 seconds. Let me go down. Learn from my mistakes, people. Don't do as I do. And then save my changes. And it refreshed.

So now let's try it again. I'm going to compose. Poor Melinda, I'm just so angry with her. mholt-- so angry, blah, blah. And I send. On the bottom, it says Message Sent. Do you want to undo? Yes, I do. And here it is again. It comes back up. So it's as if you never sent it at all. So sorry, Joyce. That was a bad example, the first time.

Audience: That's exactly what I wanted. It was if I see that, and I just go ahead and go on to another email, I'm going to check another email, that little cue disappears. But if it's still within 30 seconds, and I go, wait a minute, I better not send that, is there a way to get back to that?

Alisa Takeuchi: Oh, got you. OK, so let's see. So I'm going to send this. And then I'm going to go check my email here, and I would have to go back to my drafts, I think. No, it's gone. Yeah, once you leave that email, and it's pretty much saying, nope, you've pretty much decided that you wanted to send it.

Audience: OK, thank you.

Alisa Takeuchi: Yeah, sorry about that, Yeah, that was a good one. I had never done that before so I didn't know. But that's a good one to know. Yeah, once it's sent and then you leave it, it's pretty much going, well, you confirmed that you don't want to undo it, and that's it gone. Poor, poor Melinda. Oh, [inaudible], I couldn't even take it back even if I wanted to.

All right, good. So again, that is Undo Send. It's one of my favorites that I mean, as soon as I open a new Gmail account, it's one of the first things I do. I change my messages to 100, and I change my undo to 30 seconds. So I would encourage you to do that as well.

So let's see here. All right, relaxation break number two. Especially when you're in Zoom a lot, too-- I mean, I don't know if you've experienced this, but man, my shoulders are hunching, and my back is like, I need to straighten it out. So just taking a couple of seconds just to do that will help.

And your students, the first time I started doing it with my students, they kind of laugh. Like, oh, my gosh, Alisa, you're weird. And then now it's like, Alisa, a relaxation break, relaxation break. They really look forward to it now because it's kind of just our time to get out of the study mode or focusing on the monitor or their phone, especially students with their phones. Yeah, they really need to take that time to just take their eyes away from it and stop squinting at things.

All right, let's get into contacts, not these ones. All right, so if you are in Google or you are in your Gmail already, you're going to go to the waffle that's on the right-hand side, top right-hand side. It's nine dots. And you're going to-- let me move my cursor. You're going to see all the different tools that are available, most of the tools that are available for Google.

And I don't know if you know this, but you can rearrange these so that the ones that you use the most often are at the top. So for example, if you're looking at yours right now, if you open your waffle, Contacts might be way down here. And so you might have to scroll down a little bit to find it. Contacts, Contacts, oh, here it is.

If you know that you might use Contacts a little bit more than other things, click and drag. Click and drag it and move it up to wherever you would like it. So I use it quite a bit so I'm going to come up here. So I use my Drive a lot. I use Contacts. I use Classroom and Calendar and Photos. I use these quite a bit more than these.

And I have other places, and of course, you can always go back to your new tabs and stuff and do the same thing. But this is kind of like your quick fix. So if you use your Drive, if you look for your Drive a lot, just put it up at the top along with anything you want. And you can mix and match and move.