Diamond Digital Marketing Group

Tag: Gmail

  • Login Domain Email via Gmail Interface

    Login Domain Email via Gmail Interface

  • Email Etiquette

    Email Etiquette

    Definition

    Email means any Work Gmail (e.g. [email protected]) or Domain Email (e.g. [email protected]) that you are going to use throughout the life in DDM Group.

    Etiquette refers to a set of unofficial rules or practices that individuals are expected to follow to demonstrate courteous and virtuous behavior.

    cc to Your Supervisor / Colleague

    When you send the email to your recipient, always cc your email to your supervisor, as well as anyone who should stay tuned to the topic.

    cc Your Email
    cc Your Email

    Email Attachment Handling

    In case you want to send a file to the recipient, instead of directly attaching the file into the email attachment, you should always choose to upload the File to your Google Drive and then send the URL of the File to recipient , with Restricted Access that only the recipient can open the File.

    While you may not realize that all Email storage does have limitations, the excess of Email storage will cost extra. We can save thousands of dollars by simply sending the URL of the file instead of directly attaching the file into the email.

    Beware of the Typesettting

    Good email typesetting can increase the readibility of the email and hence enhance the working efficiency in both side.

    By always using these simple typesetting technique in below can help to organize and present your message well:

    1. HEADING with each paragraph
    2. Bold
    3. Underline
    4. • Bulletin Point
    Email Content With Typesetting
    Email Content With Typesetting

    Beware of Email Indexing

    Email indexing means you or your recipient can search and found the email easily even after few years since the email is being sent.

    Compare the 2 Email Titles in below:

    Sales Report

    20241201-1230 Sales Report

    You can realize the the second version is better due to the fact that the Email Title make the email more unique and hence easy for being found in the futured.

    The rule of thumb is:

    1. Always put any kinds of Unique Identifier (e.g. Invoice# / Task# / Report Version) into the Email Title or Content to make it uniquely identifable.
    2. Always think of what keyword the future you , or your recipient will use to search for that Email.

    Email Signature

    Email Signature
    Email Signature

    An Email signature is a block of text or a graphical element that is automatically appended to the end of an email message. It typically includes important information about the sender and can serve as a virtual business card.

    Step By Step – Creating Email Signature

    Desktop

    1. www.gmail.com
    3. See all settings
    4. General > Signature > Create new
    5. Name new signature
    6. Copy and paste the following Email Signature Content found in below
      • Replace the placeholder inside “<<>>” to appropriate content.

    —–

    <<FULL NAME>>

    <<JOB_TITLE>>


    Diamond Digital Marketing (HK) Ltd
    | T : (852)-2471 6770

    | M :(<<COUNTRY_CODE>>)-<<MOBILE_NUMBER>>

    | www.diamonddm.com.hk
    | Unit A, 29/F, United Centre,

     95 Queensway, Hong Kong

    Marketing・Connecting・Sales

    ———-DISCLAIMER———

    This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited.

    Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Employees of the company are expressly required not to make defamatory statements and not to infringe or authorize any infringement of copyright or any other legal right by email communications. Any such communication is contrary to company policy and outside the scope of the employment of the individual concerned. The company will not accept any liability in respect of such communication, and the employee responsible will be personally liable for any damages or other liability arising.
    —————————————

    Mobile Device

    1. In your mobile device
    2. Gmail APP
    3. Settings > General Settings
    4. Mobile signature
    5. Do the step #5 and #6 in Desktop

    Conclusion

    Be a responsible DDM Group citizen with civilized virtue, you will find you will benefit from it if everyone does the same, which will make your DDM Group life much easier.

  • Label in Gmail

    Label in Gmail

    Definition

    Label in Gmail is a tagging system in which you can classify an email into different categories as much as you want by giving the email the tag(s). 

    Unlike a Folder in Gmail which “physically” is located in one folder path, the folder path of the tagged email will not be changed.

    How Label in Gmail looks like

    How does a Gmail Label Look Like
    How does a Gmail Label Look Like
    Gmail Label Applied In an Gmail
    Gmail Label Applied In an Gmail

    What Problem Pattern the Gmail Label in Gmail solves

    As a Kanban Board for Task Status

    By creating the Tag with different Task Status (e.g. 01 – Processed ; 02 – Wait Response ; 03 – Pending) , users can tag gmail with associated Task Status Tag in order to classify the current Task Status of the emails. 

    Save Time for Searching

    By simply choosing the Label in the left side bar of the Gmail Interface, users can easily filter out all the gmail with associated Label (i.e. Tag)

    Step by Step on Creating Label in Gmail

    Manually Create Label

    1. www.gmail.com
    2. Labels > + > New label
    3. <<LABEL_NAME>>
    4. Create

    Auto Creating Labels via Filters

    By setting the Filters, you can apply the auto rules into your inbox , so that whether any criteria of the receiving email is hit, the pre-defined action (i.e. creating a Label in this case) will be automatically be triggered.

    1. www.gmail.com
    2.  
    3. See all settings
    4. Filters and blocked addresses
    5. Create a new filter
    6. Insert any criteria
    7. Create filter
    8. Apply the label: <<TARGET_LABEL>>
    Auto Create Label By Creating Gmail Filter
    Auto Create Label By Creating Gmail Filter

    Step by Step on Using Label in Gmail

    Suggested Label to be created

    For sure you can create any Labels you like which can enhance your working efficiency. If you have no idea on how to start, you are suggested to create the following Tags as default:

    Kanban Job Status Tag

    • 01 – Processing
    • 02 – Wait Reply
    • 03 – Pending
    • 05 – Failed
    • 06 – Success Completed

    Caution

    Even though you have tagged the emails with the Labels in your gmail account, the recipient will NOT see the Labels due to the fact that the Labels information is limited in your gmail account only.

    If you want to send the email to the recipient with Labels, you should communicate with the recipient and add the Gmail Filter into the recipient side so that the Gmail Filter will automatically tag the Label into the email after a specific Filter Rule is hit.

    Taggingg the Label to an Email

    1. www.gmail.com
    2. Inbox
    3. <<TARGET_EMAIL>>
    4. ⋮ > Label as
    5. <<TARGET_LABEL>>
    Gmail Label As in Email
    Gmail Label As in Email
Diamond Digital Marketing Group