Intermediate Training Manual: Gmail Skills for XYZ Company

This training manual provides a comprehensive guide for intermediate-level users transitioning from Outlook to Gmail within the XYZ Company. It covers advanced Gmail features designed to enhance employee productivity and efficiency. The manual details step-by-step instructions, accompanied by visual representations, on how to delegate emails, create email message templates, receive mail from multiple accounts, and personalize messages. It also explains advanced message organization techniques, including the use of labels, archiving, priority inbox, and automated inbox management. Furthermore, the manual provides guidance on managing tasks through Google Calendar integration, accessing Gmail on mobile and offline, and utilizing instant chat features, including Google+ Hangouts. The manual includes references to academic sources to support the training content.

Running head: INTERMEDIATE TRAINING MANUAL
Intermediate Training Manual
Name of the Student
Name of the University
Author note

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Introduction
The training manual is about transition from Outlook to Gmail for corporate email system
in the XYZ Company. The training manual will be used for training users on advanced skills of
the new email program, Gmail (Ai et al., 2017). The training manual is meant for the existing
employees of the Company.
Purpose
The purpose of this training manual is to develop advanced skills of Gmail in employees of the
XYZ Company. The advanced skills that intermediate–level users will possess after the
completion of training are given as follows.
 Advance messages- Delegation of mail, creation of email message templates,
receiving of mail from multiple email accounts and personalizing of messages
(Bell et al., 2017).
 Advanced organization of messages- Using labels to organize by class or subject,
archiving and deleting messages, priority inbox, automating inbox with templates
and marking important messages with star.
 Managing of tasks- Creating, organizing and prioritizing multiple tasks, sending
tasks to someone and Google Calendar is integrated through tasks.
 Accessing Gmail on mobile and offline- Accessing Gmail apps without Internet
on mobile.

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 Instant Chat- Chatting in Gmail which include saving, searching and replying
(Phillips & Phillips, 2016). Adding, removing or changing chat list and usage of
added feature of Google+ Hangouts.
Instructions for operation of program
The above advanced skills that employees will use are explained below with instructions
for operation of Gmail program (Gohel, 2014). The instructions are given below for
intermediate-level users.
 Advance messages
 Delegation of mails- Go to settings and do as following.
Figure 1: Step 1 (First click on the Gear icon in Gmail, then click Settings and then click
Accounts and Import Tab. Click Add account in Grant access to your account.)

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Figure 2: Step 2 (Enter the email address which will be granted access and then follow the steps
as shown in the visual representation.)
Figure 3: Step 3 (An email for verification will be sent to the delegate user which will be
granted permission. Delegated mail will take 30 minutes to get active as shown in the
representation.)

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 Creation of email message templates.
Figure 4: Step 1 (First go to Settings then click Labs and then enable Canned Responses in Labs
section.)
Figure 5: Step 2 (Compose a message then go to Canned Responses on the bottom-right corner
of the compose message in Gmail.)
Figure 6: Step 3 (Now, click on link to select New Canned Response and type name of email
template in the box and then click OK.)

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Figure 7: Step 4 (Thus, the email template will be saved for anytime use under the menu of
Canned Responses.)

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 Receiving of mail from multiple email accounts.
Figure 8: Multiple accounts

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 Personalizing of messages.
Figure 9: Personalization
 Advance organization of messages
 Using Labels.
Figure 10: Label creation

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Figure 11: Label format
 Priority inbox.
Figure 12: Priority inbox

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 Automating inbox with templates.
Figure 13: Automating inbox with filters
 Managing of tasks.
 Google Calendar.
Figure 14: Google Calendar overview

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 Instant Chat.
 Video Chat.
Figure 15: Video chat
 Google+ Hangout.
Figure 16: Google+ Hangout overview

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References
Ai, Q., Dumais, S. T., Craswell, N., & Liebling, D. (2017, April). Characterizing email search
using large-scale behavioral logs and surveys. In Proceedings of the 26th International
Conference on World Wide Web (pp. 1511-1520). International World Wide Web
Conferences Steering Committee.
Bell, B. S., Tannenbaum, S. I., Ford, J. K., Noe, R. A., & Kraiger, K. (2017). 100 years of
training and development research: What we know and where we should go. Journal of
Applied Psychology, 102(3), 305.
Gohel, H. (2014). Looking Back at the Evolution of the Internet. CSI Communications-
Knowledge Digest for IT Community, 38(6), 23-26.
Phillips, J. J., & Phillips, P. P. (2016). Handbook of training evaluation and measurement
methods. Routledge.