The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu
[email protected]
GMAIL CANNED RESPONSES Google is the Maricopa County Community Colleges supported platform for email and calendars. Canned Responses is Google feature within Gmail that allows you to create, manage and use “canned” (prewritten) responses when composing email messages. Through this tutorial you will learn to: ● Enable the Canned Responses feature ● Add new Canned Responses ● Use Canned Responses when composing or replying to an email ● Deleting Canned Responses ● Use Canned Responses using filters ● Use Canned Response to make multiple signatures in Gmail
Accessing Gmail Where do I login? Login into your Maricopa Gmail using your browser through MyMCC https://orion.mesacc.edu/portal/ or https://accounts.maricopa.edu Note: Chrome is the preferred browser for Gmail. If you forgot your user name and or password, use the recovery tool at: https://memo2.maricopa.edu/cgibin/UserLookupMEID.pl
Enabling the Canned Response Feature 1. Login to Gmail and click on the gray Gear Icon in the upperright corner of the Gmail window. 2. Select Settings from the dropdown menu. 3. From the blue settings toolbar select Labs.
4. Search for “Canned Responses” or scroll through the labs list (in alphabetical order) to find the Canned Responses feature. Agria 9/19/2012 1
The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu
[email protected]
5. Click the Enable radial button next to the Canned Responses lab.
6. Scroll to the top or bottom of the page and click Save changes.
Working with Canned Responses Adding New Canned Responses 1. From the Gmail Inbox Click Compose. 2. Below the Subject box click on the blue Canned responses dropdown menu. 3. Click New canned response.... 4. In the popup dialog box, enter a name for the canned response and click OK. (not pictured) 5. In the body of the email enter the text for the prewritten response. 6. Click on the blue Canned responses dropdown menu again. 7. Under the Saved subheader click on the name of the new canned response. 8. In the popup dialogbox select OK to overwrite the canned response to save the text changes just added to the new canned response. (not pictured)
Using a Canned Response to Compose or Reply to Email Messages 1. Select Compose to start a new email or Reply/Reply All to an existing email. 2. Click on the blue Canned responses dropdown menu.
Agria 9/19/2012 2
The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu
[email protected]
3. Under the Insert subheader click on the name of the canned response. 4. The text of the canned response will now appear in the body of the new email or reply message. 5. Review the email, customize (if needed) and select Send.
Deleting Canned Responses 1. From the Gmail Inbox Click Compose. 2. Below the Subject box click on the blue Canned responses dropdown menu. 3. Under the Delete subheader click on the name of the canned response to be deleted. 4. In the popup dialog box select OK to confirm the delete.
Using Canned Responses with Gmail Filters Using Canned Responses with the Gmail filters allows you to automate outgoing prewritten responses to certain types of incoming messages without you having to actually compose or reply to the message. The system will do it automatically. Step One: Create your Canned Response using the Adding New Canned Responses directions. Step Two: Create a Gmail Filter related to this Canned Response. To create the filter: 1. Click the down arrow in the Gmail Search box. 2. Enter the criteria for incoming messages you want to receive the automatic Canned Response. (You can test whether the search worked correctly by clicking the magnifying glass search button. You will need to click the down arrow in the search box to reopen the search menu to create the filter.) 3. Click Create filter with this search.
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The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu
[email protected]
4. From the filter actions menu check the box Send canned response. 5. From the Choose canned response... dropdown menu, select the name of the canned response you want to send out when messages match this filter. Note: You can apply other filter actions to apply to this message such as Skip the inbox, Mark it as read, etc. Actions in the filter menu will take place in the order they are listed in the Filter menu. For Canned Responses it is common for people to have the message Skip the inbox, Labeled and Mark[ed] as read. 6. Click the Create filter button.
Using Canned Response to Make Multiple Signature Files Gmail currently only allows each user to have one signature that is controlled in General Settings. Often we serve multiple roles on our campus and need to have different signature files. Canned Responses can be used to help you build and used separate signature files without having to type the signature each time you send an email message. ● Using the Adding New Canned Responses directions create a New Canned Response with text for each of your signatures. ● Carefully name each new Canned Response to correspond to that signature role. For example: Teaching, Committee, etc. ● Use the directions on Using Canned Response to Compose or Reply to Email Messages to add that signature file to your message.
Additional Resources Mesa Resources: http://www.mesacc.edu/googleapps/ District Resources: https://sites.google.com/a/maricopa.edu/googleappsformaricopa/gmail Agria 9/19/2012 4