Collaborate with colleagues

Collaborate on documents & reply to comments

In Outlook: Send copies to colleagues as email attachments.

In Gmail: Share Google Docs, Sheets, and Slides, update sharing permissions, and reply to comments without leaving Gmail.

Share files and update permissions in Gmail

1. At the top left, click Compose

2. In the To field, add recipients

3. Add a subject

4. Add a link to the Docs, Sheets, or Slides file you want to send.

5. If prompted, share the file with recipients

6. At the bottom of the page, click Send.

Reply to comments from Gmail

1. Open the message notifying you of new activity in the document

2. In the comments section, do any of the following:

   1. In the Reply field, type your reply, then click Reply.

   2. Click Mark as done to close the comment in the document

Start or join video meetings

In Outlook: Start or join Skype or Teams meetings from the Calendar tab. Requires Outlook.com or Skype account.

In Gmail: Start or join video meetings with Zoom in the sidebar

Start a Zoom meeting from Chat

1. In the chat window of the person you’d like to meet with, type @Zoom and press Enter.

2. Continue to type and type start, then press Enter.

3. The Zoom bot will add a new meeting to the chat, click Join to join the meeting.

Chat with colleagues

In Outlook: Not available on the computer version of Outlook.

In Gmail: Hold conversations in Chat in the Gmail sidebar.

Turn Chat on or off in Gmail

1. At the top right, click Settings → See all settings.

2. At the top, click Chat and Meet.

3. Next to Chat, to turn chat on or off in Gmail, select Google Chat or Off.

4. Scroll to the bottom, and click Save Changes.

Send a direct message to someone

Be respectful of people’s schedules and working hours. If you need to send a message to someone who is not on shift, please send them a scheduled email instead.

1. Go to chat.google.com or to gmail.baypath.edu

2. Click Chat on the left hand side.

3. If the name isn’t already under Chat click start a chat

4. Enter a persons name or email address. Suggestoins will appear as you enter text

5. Click the person you want to message

6. Enter a message, then click Send

Start a group conversation

1. Go to chat.google.com or to gmail.baypath.edu

2. Under Chat click on an existing group conversation, enter a message and click Send.

3. If the group conversation isn’t under Chat, click Start a chat → Start group conversation

4. Enter the names or email addresses of those that you would like to include in the group conversation.

5. Click Done

6. Enter a message then click Send.

Let someone else access your mailbox

In Outlook: Add delegates in account settings.

In Gmail: Add delegates in settings.

Delegate email

1. At the top right, click Settings → See all settings

2. Click Accounts and Import

3. In the Grant access to your account section, click Add another account.

4. Enter the email address of the person you want to add and click Next step.

5. Click Send email to grant access.