Email Management Course for Virtual Assistants

1. Welcome & Course Introduction: Hello, there. I want to start by welcoming you to this course. My name is Sally Umar, and I'm going to be your coach too discourse. This course is designed to help you learn all the basics of GML so that you can start offering email management service to client. There are many email providers. GML is one of them, or I will say GML is the most commonly used one. There is Yahoo and there are other providers. But if you learn how to use Gmail properly, you are not going to have much trouble learning how to use Outlook or Yahoo. And there are many other things to learn in order to be good at email management for client. You need to learn how to organize emails. You need to know how to even use filters. You need to know how to forward emails. You need to know how to clean off an email. And I'm going to show you everything. I'm going to teach you everything step by step. Even if you have never used Gmail previously, you are going to learn everything, and by the end of this course, you will be ready to start offering email management service to client as a virtual assistant. So again, thank you for being here. I will see you in the next lesson. 2. What is email management for virtual assistants?: So we are going to start by understanding what is email management for virtual assistant. If you start offering email management service to client, what will be doing and what is the purpose of your job. Generally, email management, you as an email management virtual assistant, you are going to help keep your client organized by sorting and responding to all emails in an efficient and professional manner. Someone who have a business, they might be receiving a lot of emails. Let me give you an example because I have a YouTube channel with a large number of subscribers, I receive many messages from contact form on my website. I receive many emails directly from my email that is on YouTube. I receive many emails from the emails that I send emails to people with. So I receive a lot of emails from my audience, from my YouTube audience. And I also work for client. And the people I work for, some client have a professional business email that I added in my Gmail. So I'm receiving email from those inboxes also. And I personally subscribe in some other newsletters. When you subscribe to something, maybe if you sign Opo a tool that will allow you to do something, the tool is going to automatically send you OPO their newsletter and you are going to be receiving those emails too. I personally have my own small team that I work with. So in my own email inbox, I receive a lot of emails every single day. And for that reason, Ep, I want to make sure that I respond to every single email that need a response, and I want to make sure that I didn't miss any important email. I have to be strategic about it. And that is where your job comes in as an email management virtual assistant. If you p maybe I hire you to be my email management virtual assistant. You are going to look over my email inbox. Make sure I did not miss any important email. Make sure I respond to every email that need a response. Make sure that I see everything and make sure there are no too many emails that are not important in my inbox, and you unsubscribe to any email newsletter that is not relevant. And you make sure any spam email had been blocked and deleted from my inbox. So generally, this is what you will be doing as an email management virtual assistant. So in the next lesson, we are going to look at all the reasons that make people hire an email management virtual assistant. Why will I not just do it myself? So I'm going to see you in the next lesson. 3. Why business owners hire VAs for email management: So in this lesson, we are going to look at why exactly do business owners hire a virtual assistant to manage their email inbox so that you know exactly how to sell yourself to businesses when you start looking for client. So the main reason that people hire a virtual assistant to manage their email inbox is time. Managing email inbox is time consuming depending on the type of business owner. Some people receive hundreds of emails every day, and if they are going to have to sit and go through all of those emails, then they are going to spend their time, their valuable time doing email management, which is a borrowing tax instead of doing what they actually do best. So if I have a business and I am the CEO of the business, I have far more important things to do than sit down and spend two or 3 hours every day going through my emails. So this is one important thing to note. Businesses hire batal assistant to manage their email inboxes. The most important thing is time. They don't have the time to do it themselves, so they hire someone to take care of it for them. Other important reason is businesses, business owners receive emails, some important, some not very important. And if they are going to do it themselves, they are probably going to speed through it and just finish it quickly as quickly as possible so that they can move onto more important things, and it will be easy for them to miss something. And so that is why they need someone whose job is to just make sure that everything is right in the email inbox. So these two things are the key main reasons why businesses hire a virtual assistant to manage their email inboxes. Time, don't have the time to sit down and spend hours doing it every themselves, and they want to make sure everything is taken care of. Because if they have to do it themselves, they might skip some emails and they might easily skip something important. So you need to keep this in mind so that when you start looking for client, you know exactly what the client are looking for and you will know how to sell yourself to those kind of client. In the next lesson, I'm going to explain to you the key responsibilities of an email management virtual assistant so that you will know what we are going to learn and we will prepare your portfolio. So I'm going to see you in the next lesson. 4. Key responsibilities of an inbox manager: This lesson, we are going to look at what are the exact responsibilities of an email manager so that you are going to be ready to prepare your portfolio. The first responsibility of an email manager is get Kiffin email inbox. Every day, your responsibility will be or every day or biweekly depending on your agreement with the client. But most often email management is a daily tax. One of the things you are going to be doing is get keeping. You are going to be looking at the emails every day, check through the emails and only forward the important emails that need your client attention to them. You are maybe going to receive 50 or 100 emails in ED. You are not going to send all of those emails to your client. You are going to screen through the emails and find the ones that need your client attention, and you select those and you forward it to them. You are screening the email inbox every day. Another responsibility is plug in spam. If you receive multiple emails from a source that is irrelevant, maybe someone is trying to sell you an SEO channel, YouTube channel SEO service, and they are sending it to you maybe every day, you can mark them as spam so that they are not going to be coming to your inbox anymore. Another responsibility of an email manager is prioritizing emails. Are going to be receiving email from different sources. Maybe you are receiving email from potential client for the person that you work for. If the client maybe is a financial advisor, and they are working with client themselves. So if they receive emails from client, those emails take priority. Instead of if someone send them an email and asking them maybe to work for them. So this will take priority. And clearly if someone has a client that they work for client emails are going to take priority than random emails from newsletters or someone want to promote something on their website, things like this. This is something that you are going to have a conversation with a client and agree on a criteria of importance so that you know which emails are more important than which emails so that you can categorize emails and put each email in the right folder or in the right label. Another one of your responsibilities might be drafting and responding to emails. Maybe if you are receiving a lot of emails from people, let's say you are working for a real estate investor and they are receiving emails from home owners who are interested in selling their houses, then your job might be drafting and responding to those emails. Maybe depending on the type of criteria, if MO owner is just considering maybe working with the investor when they send an email, if they are not sure they are just maybe considering it, then you can write a response. You can either you can get approval from your client, if they approve the email you send to them, or if you already agree with the client that you are going to respond to those kind of emails, then you draft the response and respond to those kind of emails. The emails that maybe are in higher priority and they need the client's attention, then you send it to the client for their attention. So drafting and responding to emails is definitely one of your responsibilities as an email manager. Another one of your responsibilities will be sending pollo offs and reminding your client about some emails and some task. If you receive some emails that need your client attention and you port it to the client and the client didn't respond within 24 hours or within 48 hours, then you will be responsible to remind them that those emails need their attention so that they don't forget. If maybe a pollo up is needed, you send them an email and they send you another email or maybe a client send an email. The client respond to the client and your client is waiting for a response from their client. You will be looking at the email. If that person didn't respond within maybe two days or three days, you will be responsible to follow up with them to make sure that they didn't forget about it. So following up and reminding your client about emails, this is going to be one of your responsibility. Another one of your responsibilities can be subscriptions management. If your client subscribe to many newsletter, hundreds of newsletters, and you are receiving a lot of newsletters on a continuous every single day, and those newsletters are just going to trash you are not doing anything with them, then your responsibility will be to find all of those newsletters that are no longer relevant to your client and you unsubscribe to those newsletters. Or if you start receiving the newsletter emails without even knowing how you subscribe to them, then you can unsubscribe so that you stop receiving those kind of emails. These are some of the most common email manager responsibilities. In the next lesson, I'm going to share my screen and start showing you how to navigate Gmail. So I'm going to see you in the next lesson. 5. Navigating Gmail: primary tabs & layout: So in this lesson, I'm going to share my sculne and show you how to start navigating the layout or the interface of GML. I'm going to share my screen so we can get started. So right now I am in the homepage of GML. When you log into GML, you are going to land on this page. This is how the layout, the normal layout of ML is. If you want to send an email, compose, this is the button that you are going to click and a window is going to open where you are going to write and send an email. Tse are the tabs that automatically GML create and categorize your emails. This primary tab is the main view, the primary view that you are going to see. Most emails that are going to come to you are going to be on this primary tab. But you see, we have a promotions tab right here. If you click on it, you are going to see most emails that are promotional emails. So newsletter emails, some people trying to sell you things. All of those Gmail are automatically going to put them under this promotion tab. A social tab is emails that you receive from social networks, from Presbook LinkedIn, Instagram, any social network that sends you an email going to be under this social. An update is generally going to be emails that maybe a notification when from your account, maybe if you logged into a certain account and you get a notification confirmation, it is going to be here. These are emails that ML consider not very important. It's just an update, so they put it right here. This is by default. When you log into Gmail, this is going to be your default view. On this left side bar, these are going to be other categories of emails. This is the primary category of inbox. All incoming emails are going to be under inbox. If you go to SAD, these are the emails that you mark as SAD, that you add a star to them. You see when you hobble over here, this is a star. When we click on it, this is going to be marked as a SD email. If you click here, you are going to see it. And we have other categories here that we are going to go through later in this course. But for now, this is a normal layout of GML. This is compose. This is the categories, and these are tabs that GML are automatically categorizing your emails into. And the next lesson we are going to look at the general settings of GML so that you will be able to understand some of the basic settings that you are going to be working with. So I'm going to see you in the next lesson. 6. Settings overview (General, Labels, Filters, etc.): So in this lesson, I'm going to teach you all the basic settings of GML so that you will have a good understanding before we get into the differ settings of GML. I'm going to share my scording so we can get started. So this is the homepage of GML. In order to access GML settings, we just have to come up here to this gear icon. When you click on it, these are the basic settings of GML. The first thing we are going to look at is this density. By default, it is set to compatible this one. If we change it to compact, look at the inbox, it is going to change. You see it become a little bit smaller and a lot more items are visible and it is not very compatible, so it's easier to view it in a compatible view. You can try it and see the one you like on your own. And the next thing is the theme. This is a default one. We can click View All to see all the themes. We can choose anything right here, we can choose a solid color or we can choose an image. Let me start by choosing this solid color. When I select this lavender color and click a fly, you see the color of our GML inbox has changed. If I click the settings and go back here, I select all. If I choose an image, maybe this one. Okay, I click Save. You see now our background is this image. So this is going to be depending on your own reference, but I'm just going to change it back to dpault. This is a default one, so it is just going to have a white background. If we scroll down again, this is the way that your emails are billed. By dpault, we see the emails. The most recent emails are at the top. But if we want to change it to see the important first, the ones that we mark as important, you can select this one. If we select this one, we are going to see the read emails first. Let me choose this one and see what happens. Now you see we have this read email, we didn't read this one, and these four emails, we didn't even offer them. If we choose read first, they are going to come to the top. You see all of these emails that we didn't read are at the top. The ones that we read are at the bottom. If we check the starred ones, we are going to see the ones that have a star. And if we choose primary priority inbox, this is also going to be different. So I am just going to move it back to depult so that it is just the most recent one first. If we scroll down again, this is a reading. Let me choose this one, of the inbox. Right now, if we open any email, let me close this. I I maybe open this one. You see this is how it often. But if we change it, if we choose maybe write of the inbox, it is going to open in the right side of our inbox. It has to reload first. So you see right now we have this right side bar, and if we select any email, it is going to open in the right side like this, and I don't like it this way, so I'm simply going to go back to settings and change it back to the depot. No split, then it is going to be a pull. And if you choose below inbox, that panel is going to be at the bottom, and the email is going to often at the bottom. So these are the basic settings of GML. This might come handy if you just go through it once and make all the changes to customize your inbox is the way that you want your inbox to look. In the next lesson, we are going to compare the differences between using GML in a web browser like this in a computer and using GML in your mobile phone. So I'm going to see you in the next one. 7. Gmail mobile vs desktop experience: So what is the difference between using GML in your mobile phone and on a desktop computer like this? The main difference is if you are using GML on your mobile phone, then it is going to be easier for you to have access to every email because usually we are with our mobile phones all the time. Your mobile phone is with you all the time. And as long as you have Internet connected in your mobile phone, then you are going to receive notification of any new incoming email if you are logged in on your mobile phone device. So this is one of the importance of having Gmail on your mobile phone. But the problem is on your mobile phone, you are going to have limited options. You cannot rely on using your mobile phone for email management because you are going to have fewer options when it comes to using filters and some advanced search. Even using labels and categories, you are going to have very few options. And so that is why if you are going to do email management, you need to do it on your computer. But if you can log it with your mobile phone, then you can easily have access to any new email that come in. But as far as managing the email inbox, you are not going to have access to Advanced search. You are not going to have access to filters. You are not even going to have access you are going to have access to labels, but they are going to be hidden. So it is going to be more challenging to even find labels. And mark emails and really do what you need to do all the things that you need to do. So if your question is, can you do email management entirely your mobile phone? Probably no. I know you maybe can be creative, but it is going to be very challenging. So you need to do email management on your computer, but if you can access it on your phone, then it is going to help improve your efficiency and your timely response. So in the next lesson, I'm going to show you all about deleting emails and archiving emails, and I'm also going to show you the difference between the two. So I'm going to see you in the next one. 8. Archiving vs deleting emails: So in this lesson, we are going to go over archiving emails and deleting emails. We are going to see the differences, and we are also going to see the scenarios that you are going to use each one. So I'm going to share my screen so we can get started. So right now we are in our Gmail inbox. The first thing we are going to look at is deleting emails. You delete emails when you have no longer when you no longer need those emails, when you know you are never going to need those emails again, then you delete them. For example, this one, I probably not going to need it, so I'm just going to delete it. When you select an email and delete it, let me do one more. You select this one up here, when you select it, you see delete or when you hover over it, when you come right here, you see the delete icon, it's all the same. If we click here, we delete the email. When you delete the email, it is going to be in your trash folder. When we come down here and click Mo, you see this is our trash. Right here, this is our trash folder. When we click and open it, we are going to see all the emails that we have deleted within the last 30 days. This email that we just deleted, it is going to be in this trash folder for 30 days. After 30 days, it is going to be deleted forever. If we want to retrieve it, you can simply select it. If we click and often this email, if we want to retrieve it, we want to move it back. You can simply you see right now it is labeled as trash. If we remove it you click here, you remove it from the trash. If we go back to our email inbox, you see conversation moved to the inbox. When you come back here, you see this is it right here. So this is how you can delete emails. If you delete an email, it is in trash for 30 days. If you want to retrieve it, you can retrieve it within those 30 days. What if you archive email? If we select this one, we selected these two. And instead of deleting them, we archive them. We click this button. You see where you select them. This is the button. When we click it, you see the emails have this up here. And every April we come to the trash folder, we are not going to see those emails. You see they are not here. So how can you access those emails that you archive? If you want archive, if you want to see emails that you archive, instead of going to inbox, you need to go to all emails when we open it like this and we come to mails, here we are going to see all the emails that we have. And you see those T emails that we archive, they are right here. If we select, if we open this email, if we want to move it back to our inbox, we can simply click here, move to inbox, and it is back to our inbox. If we come to inbox, you see we pound it right here. And the difference is if you delete email, it go to Trash after 30 days, it is gone forever. But if you archive an email, it is not going to be visible on your inbox, and it is going to be on your email. Forever, it is not going to be deleted. So this is the difference between archiving email and deleting emails. In the next lesson, I'm going to show you how to create labels and categorize your emails. So I'm going to see you in the next one. 9. Creating and managing labels/folders: In this lesson, I'm going to teach you how to create labels, which are basically pol Ds in Gmail and how you can categorize your emails into these labels. So I'm going to share my skills so we can get started. So labels is simply pol Ds that you are going to use in order to categorize your emails and have easier access to managing your email inbox. The common labels that I personally use is net response, awaiting reply, and Nt pool up. And let me show you how to create you come down here in this left side bar, you see labels. When we click this plus icon, a window is going to a fear and this is where we are going to create our labels. Let's say we want to create a label for N response. We can simply type the name for our label, and we don't need to nest it under any other column under any other label, so we can simply click Create. And we want to create another label, we click the plus icon and we say Ned Palo off. And we click Create, and we click and add one more, which is going to be we can call this to Rat. And we simply click Create. So what we are going to do before we go to even doing anything else, I'm going to color code these labels so that we are going to have them. They are going to be more easier to understand. But we have one label here, which is a different email that I use, but I'm simply going to remove it since you are not going to have this, so I'm just going to remove it so that you have an easier way to see everything. So these are the three labels that we created. I'm going to start by changing their colo in these to read emails, we are going in this to read polder, I mean, we are going to add all the emails that maybe our client needs to read himself. So I'm going to click this three dot, and I'm going to come and I'm going to come to a label color, and maybe I'm going to choose this color. And any email that is in this polder, our client know that they need to read it, and we are going to change the color of this one also. Maybe we will change this one to this and t pollo up, we are going to also change it to a different color, maybe this one. So now we have our three labels. How are we going to start categorizing our emails into these labels? Let's say this email that maybe I read this email and it's important. So I know the client needs to read this email themselves. I can simply move them to a label. I can select them. When you select the email, you can simply come up here, move to this button, you select it, and this is a label, we select it. You see when we do this, the email disappear from here and maybe they need to read this one too. We select it and we move it to read. So if you click here, you are going to see only the emails that need that are in to read, right? So if we communicate with the client and this is how we are working with the client, the client automatically know that any email that is in this folder, they are going to need to read it. When they finish reading it, they can either move it to another folder or delete it depending on how you work with the client. But this is how you work with this. If we come back to the inbox, maybe we read another email. Let's just take an example of this one or maybe let me take an example of this one, and this email maybe you need a response, right? Maybe we respond to this email and we are waiting for the person that we respond to give us another response so that we can select it. And we can come up here to move to, and we can move it to need a response. And you see the email is moved to this folder. And if we come up here and maybe let's take one more this email, we need to follow up with this person after a few days, we can select it. And we can simply go to Move to and we can move it to Ned Polo off. And we can do this so that it is out of here. This way, we know we categorize our emails in a way that if you open each folder, you know the exact type of emails that you have here. When you do this, what you are going to be doing is you have to spend enough time. You go through all the emails that you have here and maybe we can create another label for news later. And after you categorize all the emails, the emails are going to disappear from here. And when they disappear the list of the emails, you can select everything. Can select all emails, and you can send them to Trash, or you can select all 400 emails, and you can send them to Trash. Or you can archive all of these emails. You see, when you archive all of these emails, the emails are still going to be visible in your email folder. I just want to do do because I don't want to archive all the emails. But when you do this, you are going to have an empty inbox. When you come to this primary type, you are going to see nothing empty. Any new email.com is going to be here, and you are going to process it, move it to the relevant folder, or archive it so that you will have nothing here. And if your client log into the Gmail, they are not going to see these too many emails. So this is how you can create labels and start categorizing your emails into different labels. Next lesson, I'm going to show you how to use star to mark some emails as SAD, and I'm going to see you in the next one. 10. Using stars & important markers: So in this lesson, I'm going to show you how to use star to mark emails with a star, which is simply how to categorize emails in a diperent way. I'm going to share my screen so we can get started. So when you log into Gmail, there are two markers. This is a star marker, and this is an important marker. When you click on this, you mark email as important. And when you select this, you start an email. It's just a dipendent way to categorize an email. We select this, we add Ester to this email. When you come to this item in the left side bar, we select it. We are going to see all the emails that have Ester, that we stared the emails. And if you come to more and you select important, you are going to see all the emails that are marked as important. This is the icon that means important, and this is the icon that means stard. So this is just another way that we can mark emails. But note that you mark email as important, or if you mark it as ter, the email is not going to disappear from your inbox, which is a different way to categorize emails than using labels. If you move an email to a label, it is going to disappear from your inbox. But if you mark it as important, it is still going to be visible in your inbox, but it is also going to be visible. In the category in your left side bar. The same thing happened with Ester. So this is simply another way that we can categorize and manage your email inbox. In the next lesson, I'm going to show you an example of how to clean off a messy email inbox. So I'm going to see you in the next one. 11. Cleaning up a messy inbox : So in this lesson, I'm going to explain to you how to clean up a messy inbox. When you start working for someone, if you just start working for them, you might have an email inbox that has a lot of emails. Maybe they haven't checked their emails in two weeks or maybe they only check their emails once in a month. And so there are a lot of emails in there. Let me share my scroun and show you example. So this is an example of an email inbox that is not being looked at. There are many emails that are often, and there are many emails combined. There are emails for promotional emails. There are update emails. There are request emails. For example, this one is just an update. This one is a promotional emails like a newsletter email. This is an update. This one is a request email from someone who is on YouTube from my YouTube audience. So there are a lot of emails here. So when you have an email, if you come to this tab also, there are many emails here also under the promotion tab. I don't know if there are. There are not emails in the socially because I haven't signed up with any social platform with this email. But so you see, this is the example of a messy email with a lot of emails in one place, there are no labels, nothing is categorized. So when you have an email inbox that are a lot of emails opened only you need is set aside enough time to work on it. The first thing we should do is create labels. Just go ahead and start creating labels the same way that I showed you. When you finish creating new labels, you start going through each email and move them to the right folders. Let me just quickly show you an example. I'm just going to create an email for maybe need attention. So any email that I add in this label, I know it needs some attention. I'm going to create another label for awaiting response. Maybe if I send an email to someone and I am waiting for their response, I'm going to add it here, and I'm going to create one more emails for maybe off date. To look at. Okay, now we have our three labels. I'm going to change the column, choose this one, awaiting response, I'm going to choose this one. N attention, I'm going to choose maybe this one and update to look at, I'm going to choose maybe this one or this looks too close to the other one, so I'm just going to choose this one. Okay, so I'm going to start by moving all the ones that are update to the update folder. Okay, let's say, these are all the ones that are in the update, so I click Move, and I move them to update to look at. I'm going to look at them later. And awaiting response, I'm going to maybe say this one. I send this email and I'm waiting for the person to respond, so I'm going to move it to awaiting response, and the other polder is need attention. Maybe this one and this one they need my attention. So I'm going to move them to need attention. And I'm going to highlight the list of the emails. I finish going through all of them and none of them is important. So I'm going to archive them. This is a button, I click on it. So now you see I have an empty inbox. I can do the same here. These are all promotional emails, so I can archive them or simply delete them since these are promotions. So now I have an empty inbox. This is what is called a zero inbox. You see, when I come to my label, this one awaiting response, I can see the emails that that I am awaiting someone's response. When the person respond, I can look at it. When I finish with it, I can move it also to archive. And when I click this here, I can see the ones that need my attention. I'm going to read through them and respond to them. When I look at this one update, I'm going to check all of them and make sure all of them are good. I finish going through them, and then I can archive them too. When I come to inbox is clean. If I receive a new email, it is going to be here so that I can take care of it. If I want to see all my emails, I can come to and come to all emails, then I'm going to see all the emails, including the ones that are archived. This is an example of how you can clean up MC inbox. In the next lesson, I'm going to show you how to set up an automatic filter so that your inbox are going to categorate themselves. You emails are going to categoride themselves. So I'm going to see you in the next one. 12. Automatic Filters, Auto-labeling & sorting incoming emails: So in this lesson, I'm going to show you how to start categorizing your emails using filters so that you'll be able to sort and categorize incoming emails without having to do it manually. I'm going to share my screen so we can get started. So now we are in our inbox. And let's say we want to any new email that come from Sadik Omer, we want to categorize them into a different label. In order to do this, we are going to create the label, and I'm just going to call it this and create label. And we are going to start by categorizing all the emails that come from Sadik Umer. And in order to do this, we are going to come to the search bar up here, and we are going before we even do this, we can simply come to the search bar and search. And we are going to see all the emails that come from Seduc Umer. Another way to do it is to, instead of searching the name, we can open one email. Let's come back to normal inbox. We can open one email, maybe this one, or maybe this is not the best one, but this one maybe, and we can find the email that it comes from. I come from this email, so we can copy it and we can come back to inbox and we can search our inbox. Now we are going to see all the emails that come from this address. So the next thing we are going to do is we are going to move all of those emails into the label that we created. We can simply do that by selecting all. We collect this button to select all emails. And when we do this, we can simply scroll and make sure everything is selected. Then we can come up here and we can add a label we select this one and we click Apply. Now all of those conversations will be added to this label if we come here. You see these are all the conversations that are inside this. If we come back to our inbox, let's say we want to categorize any new email that come in automatically we want it to be in this label. What we are going to do is we can come back to search filter and click this Advance search and from filled, we can add the email, meaning we want any email that come from this address to be categorized. Are other options here, you can go through them, but it's not that important. So we can simply change the date within to maybe six months, and we can search all emails and instead of search, we can click Create Filter. And we want all incoming emails to have this label, and we choose a label, and we choose the label here, di humor, and we click Caret Pilter. So now, any new email that come from Sadik Humor is automatically going to be added to this label. I am going to try it out and we can see how it works. Okay? So I just sent a test email to my inbox. I can replenish my email inbox to make sure it arrived. Okay, great. So now you see we receive this new email, and you see it automatically have this label. If we come to the label here, we are going to see our email in the label in the correct label. So you see this is how it works. Any filter that you set, you can filter by maybe a subject line. You can filter by enabling words that are inside an email so that when an email come, it will automatically categorize itself. Now that we know the filter positive m is working, we can search the email again. And we can archive all the emails that come from hello acedic mer, since we know it works, we can simply do this, and we can archive them all. Okay, when we come back when we come back to inbox, you see those emails are they are no longer here. But if we come to our label, they are going to be in the label. So this is how you can use Pilter to sort your emails automatically. If you set an email Filter, automatically any new email that match that criteria, it is going to categorize itself into the right label. In the next lesson, I'm going to show you how to start creating email rules so that you can automatically forward emails or you can even automatically archive emails. So I'm going to see you in the next one. 13. Creating email rules (archive, forward, skip inbox, etc.): So in this lesson, I'm going to teach you all about using advanced filters. I'm going to show you how to automatically archive emails, how to automatically categorize email to dipernt labels, and even how to part email to a dependent address. I'm going to share my screen so we can get started. So in order to either archive an email automatically or categorize it or part it to another address, we are going to use Advanced filter right here. And when we click on it, let's say we want to forward any email. Or let me just give you an example. Let me add an email right here. I am filtering emails that come from this email address, and I can come to create filter. And right here, if I choose this skip the inbox, then all the emails that come from this email address, they are automatically going to be archived. This is going to be helpful if we want to categorize emails in a different label. If we choose here, we can categorize it maybe to read. So if we do this any email that come from this address, they will not be in the inbox. They will automatically be archived and they will be added to the label that we choose here. And we can also choose to mark any email that come to this address, we can mark it as read. So it will not be on read. It will be like we already open it. We can choose to add a star to it. We can choose to automatically delete it. If we choose this, all the emails that come from this address, they will never be in our spam folder. If we choose always mark as important, it will automatically be marked as important. Bor marked as important, is the same thing. If we want to categorize it, any email that come from this, we can maybe change it to be maybe update so that any email that come from this help at combatqt.com will be categorized as an update. So we can also apply this filter to all the marching conversations. We have 40 emails that come from this email. If we choose this and we click Create Filter, all the 40 emails that we have in this inbox, they are going to have the filter that we choose here. So this is how you can use Advanced Search filter to archive emails, delete emails, forward to ad print address, and do a lot of other things. If you choose to forward an email prom, maybe if you choose to use the forward it to adept address, you are going to have to set up the forwarding address, but it is a step by step process. It's not that complicated. When you simply click Add Pardin address, it will take you to your Gmail settings and you can add the address that you want to forward it to. So this is how you can use Advanced search filters to do all of those things. Next, I'm going to show you how to unsubscribe from unwanted Evil newsletters, so I'm going to see you in the next one. 14. Unsubscribing From Unwanted Newsletter: So in this lesson, I'm going to show you how to unsubscribe from unwanted newsletter. If you sign up for tools for online tools and services, they automatically add you to their news email newsletter. And so you might be receiving a lot of newsletter that you don't need, and it's an added work. And that is why it's important to unsubscribe from outdated or unwanted email newsletters. I'm going to share my screen so we can get started. Order to unsubscribe from an email newsletter is very easy. Let's take an example of this one from Teachable. Some email newsletters, if you hover over them, you will find this unsubscribed button. But I found this button to be not very effective. All newsletters are required to give you a way to unsubscribe. So if we often the email, if you scroll down, most even newsletter unsubscribe button is at the bottom. And so if you click here, if you click Change F reference, you can choose to continue receiving some type of emails from them. But if you want to stop receiving all their email newsletters, you can simply click this Unsubscribe button. And some even newsletters, they are simply going to remove you like this one. They say you have successfully unsubscribe from our emails, but some are going to ask for a Pitback on why did you decide to unsubscribe or things like that. But after you see this success message, it means you have successfully unsubscribe receiving their email news letter. They can still send you an email, but it's not going to be their newsletter. If maybe you are subscribe to their product and services and you are receiving maybe cost information, maybe it's an online coaching platform and you unsubscribe from receiving their newsletter emails, you may still continue to receive emails and update that are relevant to courses or product that you buy, but they are not going to be sending new promotional email newsletters. In the next lesson, I'm going to show you the basics of writing and sending an email in gmail. I'm going to see you in the next one. 15. Writing & Sending Emails: In this lesson, I'm going to show you how to write and send emails with all the collect settings. I'm going to share my screen and we can get started. If you want to send an email, you simply need to come right here to compose. When you click on this button, this is a window that you are going to use to send an email. The first thing you should look at is this from pilled. You just set up your Gmail account, you are going to have access to only one GML account, so you are not going to have anything to do with this one. But if you add some emails from companies, which is going to be something that you will probably not do when you start managing people's email address. But if you do, then you can click here and choose the email that you want to manage. But most likely you are only going to have your Gmail address here, so you are going to work with it. And the next build is to this is where when you click here, you will write the email address of the person you are sending the email to. If I am sending the email to this address, I am simply going to type it out like this, and that is it. I have added the email. If I want to send the email to multiple emails, I can write the address of the next person that I want to send to. I can write the address, another address like this. When I click Enter, I have added it also, I am sending the email to these two people. You can write as many email addresses as you want, and the next build is subject. Subject line is simply the subject of the email. I minimize this window right here, I click here to minimize it. You see this email it said trial email project. This is the subject of the email. This email from Combat kit, the subject line is kit product update. This COT Adkit is the name of the person that sent the email and this is the subject of the email, and this rest of the text is a preview of the email content. If we open it, you see the subject right here. And this is the name of the person, and below here is the content of the email. So this is what your subject line is. If we come back here, then we can write our subject line. And the subject line is simply a title of your email. Since this is a test, I'm going to say a test email for a cost tutorial. Okay. The next box, I have to pix this. The next box down here, this is where you are going to write all your email. You are simply going to start typing, and you can write all your email right here. You can simply write your email, anything, add anything that you want to add in your email. The next thing is attaching stuff if you want to add an attachment. Let's say you are sending this email and you are attaching a document to send to the first in that you are sending the email to. Down here, dis button, this is where you are going to click when you click it. Folders are going to often, and you can choose any file that you want to send to the person. If you want to send an image document, whatever it is, you simply click it and click often to attach it, you have to wait until it finish attaching. Now it's finish attaching. So when we send the email, the person is going to be able to access this image that we added. If you want to make Po Martin changes to your email, maybe if you want to make the name of bold, you can highlight it and you can come down here. When you click here, you are going to open Po Martin options. You can click here to make it bold. You can choose here to increase the sizes of it, make it underalged or italic. This is how we can make these kind of changes. Let's say you want to add a link, maybe you can say click here. Click here to get access, something like this. If you do this, you can highlight this and you can come down here to Po Martin option. This instead of this, you can choose this one insert link. When you click on it, then you can add a link that you want people to go to when they click the link. Let's say if I want people to go to my website, I can simply come here and copy the link to my website. And I will post the link here and I will click Apply. So when someone click on this link, they will be able to go to my website. And when you finish, you can simply click Send, and you simply send you a email. You can click View email, and this is the email that you send to two people. If you click this little arrow, you can see you send the email from this address, and these are the two people that you send the email to. And this is the attachment that I have added, and if they click this link, they will be able to go to my website. So this is how you do that. If you want to see all the emails that you send, you can simply come to Send polder you will find all the emails that you have sent. So this is how you can write and send emails. In the next lesson, I'm going to show you how to use CC and BCC when sending an email, and I'm also going to explain to you what they mean. So I'm going to see you in the next one. 16. Using CC, BCC, and Reply All correctly: So in this lesson, I'm going to show you how to use CC and BCC and how to do refly all emails. And I'm going to explain to you how they work. I'm going to share my secret so we can get started. So when we often compose, we often to send an email. You see when you type the email that you want to send this email to if you want to send it to this address, see there is CC and BCC here. CC is simply mean copying someone. When we click here, we can copy someone to this email. They are going to receive the email the same way that the main person who will send the email to will receive it. So the only difference is this person is going to see that they have been copied to the email, and the person can the person that received the email can choose to reply to this person without this one. But this person is going to receive it in the same way. So we can choose other email and we copy this person. But if we choose this BCC, we can copy someone to this email, but the person that we added here is only going to see the person that send them the email. They are not going to see the other people that have been copied. If I add maybe If I add this email address in BCC, this person is going to receive the email the same way that these other people receive the email, but this person is not going to be able to see that we have these other people to this email and this person that we copied will also not be able to see that this person had been copied. This person is going to receive the email as if the email had been sent to them alone. This is the difference between BCC and CC. And if we want to discard this change, we can simply click here to delete the drafted email. And I'm going to show you what reply to all means. This is the email that I sent in the previous lesson to this address. You see I sent this email to this address and this one. And if I want to reply to this email, since there are three email addresses currently, the main person who sent the email is this Gmail account. And this is the email that we receive it too, and we also send the email to this person. So if we click Reply, we are going to reply to only the person who sent the email, which is this one. We are only going to reply to the person. The other people that have been copied to the email, they are not going to receive it. If we do reply all, instead, if we do reply we are applying to all the people that have been copied to this email, except the people that have been copied in BCC, because the people who have been copied in BCC are in blind carbon coffee, they will not be able to receive it. We will not be able to see it. But you see we are applying to all these people. If there are more than the people, we are all going to reply to them. So this is the difference between reply and reply to all. And, of course, if we click pard, we are going to forward the email to a different address. We can simply write the address that we want to forward this email to, and the person is receive the email and they are going to be able to know that the email have been forwarded to them. And so this is how you can use CC, BCC and reply and reply to all. In the next lesson, I'm going to show you how I appropriate all my emails before I send because it's important to appropriate your emails if you are sending emails on behalf of client. I'm going to see you in the next one. 17. Proofreading & avoiding common mistakes: So in this lesson, I'm going to show you how to read your emails and avoid making any mistake when sending emails. I'm going to share my screen so we can get started. So let's say you are sending emails on behalf of clients, and if we click a reply and you start typing emails, you are typing emails quickly. Okay, so I write an email and I'm going to send the email to client. It might be easy for me to make a grammatical error or typing mistake, which is going to be very vocational if you are speaking on behalf of your client. And that is why now you see that a pent writing, you see some texts are highlighted in red. When I hobble over the texts that are highlighted in red, there are grammatical errors. And you see a suggestion when I simply click, it will be fixed. And when I hobble over this, I type information wrong. So when I click here, it will automatically be collected. If I hover over this, because I'm using the pre version of the tool, it is not going to change the text entirely, but this is how I am able to fix any grammatical error before I send any content to client. And you see this little button, green button, this is called grammarly. And this is a tool that I used to make sure there are no typing mistakes in my email before I send to anyone. And this is pretty I'm using the free version and the pre version is really all you need. If you make some obvious grammatical error, it is going to automatically show it to you in red and you can fix it. When you see yellow highlighted in yellow, it simply means maybe it want to pick your boys tone, your writing tone. Maybe it want to change the plow of the content. Maybe you use too many words that are not necessary, and that is in the pro version. But in the free account, the free version of Grammarly is going to prevent you from writing text with obvious grammatical errors and typing mistakes. And that is why what you just need to do is simply go to Grammarly. When you go to grammarly.com, a.grammarly.com, if you don't have an account, set up a pre account and you can search for Grammarly, browser extension, and you can install it on your browser. And when you install it on your browser, that is all you need. When you are typing anything in any part of your browser in any tab, it will automatically ppriate and picks any grammatical errors. So this is very important to set up your account in grammarly if you are not using it, and it is going to be maybe just part of your work and you are not going to make any more grammatical and typing mistakes in your email. The next lesson, I'm going to show you how to switch between different GML account if you are working for a client with different GML account, so I'm going to see you in the next. 18. Switching between accounts: So in this lesson, I'm going to show you how to switch between Diperent email account. Let's say you have your own Gmail account and you are client up their on Gmail account and they gave you log in details of their Gmail account. How can you log in and switch between dipendent email account? That is what I'm going to show you. Let me share my screen so we can get started. So when you are logged into your Gmail account, all you need to do is simply come to this icon. When you click on it, you are going to see all the email account that you currently have access to. If you want to add another email account, you can simply click Dis Buton to add another email account. And you can write the email address of the first that you want to log into their account and you go to next and you add the first word, and that's it, you will be added to their Gmail account. When you sign into the Gmail account, if you want to log in, you simply come down here, you select the email. If you are already logged in, when you click the profile icon, you will be able to access it. And when you come up here, it will open in a new tab. So you will have two different email account or multiple different email inboxes often in one browser. In order to have this access, you have to get the password of the Gmail account that you want to log into from your client. And when you log in, you can open two or multiple Gmail Gmail account in one browser, simply in dependent tabs, and you can receive and respond to emails in multiple tabs just like this one. But in case your client doesn't want to give you the Gmail account login, they can delegate access to you. So you can send emails on behalf of them without login into their account. And in the next lesson, I'm going to show you how to do that. So I will see you there. 19. Delegated email access (viewing and sending on behalf of client): In this lesson, I'm going to show you how to delegate access to your Gmail account and how your client can delegate access to you so that you can send emails on their behalf without logging into their Gmail account. I'm going to share my screen so we can get started. So let's say this is your client email inbox, and this is your Gmail account, and they want to give you access to this Gmail account without giving you the password. What they need to do is come to this gear icon and click on it and then come to see all settings. And then you can come to account and input. And when you scroll down, you can see grant access to your account. And when your client want to give you an access, delegate an access, this is what your client will do. And when you click Add Another account, they will be able to add you a email account. Okay, so when I add the email that I want to delegate access to, I can send email to grant access. Okay, an email will be sent to this address. We can close this window. And yeah, you see this notice will end in seven days. So when you come down here, you see we receive an email. This is you receiving an email from your client. When I often here, I can click here to accept when I click this button and I click Compom and now I can close this tuve. And now I simply have access to this GML account. So now that we have accepted, if I come back to this profile icon, when I scroll down, you see the email had been added, and you see this delegate tag. And when I click it, I can switch to the email as a delegate. Okay, so now you see I am logged into this GML inbox, but as a delegate, you see right here. So this is how you can access your client email without them giving you a password if I click Compose. I will be able to send an email as this address, even though I'm not logged into that GML account, and I can respond. I can receive and respond emails the same way that this person will do without me having their password. So this is how your client can delegate access to you and how you can use their GML account without getting their password without getting their GML password. In the next lesson, I'm going to show you how to use confidential mode, which is going to come handy if you are sending maybe sensitive emails, so I'm going to see you in the next one. 20. Gmail confidential mode : So in this lesson, I'm going to show you how to use GML confidential mode, which is going to come handy if you want to send emails, but you don't want people to be able to forward the email and you want the email to expire within specific day and time. So I'm going to share my scuden so we can get started. So let's say we want to send a sensitive email and we come to compose and we write our email, maybe we are sending it to this address. And we write our email. And we write our email, but we want this email to expire within a specific time, and we don't want the person we send this email to to be able to forward the email. We can click this log icon when you click on it. You see we can set the email to expire. We can say it should expire in one day. After 24 hours, the first is not going to be able to see the content of the email. When they open the email, it will say it has expired. If we say maybe SMS code is required, then this email is going to require a password before someone open it. If we say no SMS code required, it is not going to require a code, but it will expire in 24 hours and they will not be able to forward the email. We can click Save and we can send our email. Okay, the email had been sent. If we come to this inbox and if we refresh it. Okay, you see the email right here. So if we open the email, you see, we will not be able to reply. There is no reply button down here. We will not be able to forward I mean. There is reply button, but there is no forward button. We cannot forward it. And you see the email is going to expire on the 29th, which is going to be the next day. So this is how you can use confidential mode to send an email that people cannot forward, and it will also expire within specific time. The next thing you should do is spend all the time you need going through all the lessons, the previous lessons and try everything and test it out for yourself. And since the previous lessons are categorized with specific names that you can identify each name. In case if you forgot how to do anything, you can simply go back and look at the previous lessons and check out how to do whatever you want to do. If you have any question, you can post it in the comment section and I'm going to respond as soon as I can. Thank you for being here.