Switching to Gmail from Microsoft Outlook

6. Collaborate in Gmail

In this section:

6.1 Vacation notifications
6.2 Desktop notifications
6.3 Mail delegation
6.4 Shared mailbox
6.5 Chat

6.1 Vacation notifications

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Outlook: 
Out of Office

Gmail:
Vacation responder

Set an out of office response in 2016 version

Outlook 2016
 

Set a vacation response in 2013 version

Outlook 2013
 

Out of office replies in 2010 version

Outlook 2010

  1. In Gmail in the top right, click Settings Settingsand thenSettings.
  2. Scroll down to Vacation responder and select Vacation responder on or Vacation responder off.
  3. If you turned on the vacation responder, enter the dates you're away and add a message. Then, select who should get a response.
  4. At the bottom, click Save Changes.

Set a vacation responder

6.2 Desktop notifications

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Outlook:
Desktop notifications

Gmail:
Desktop notifications

Get desktop notifications in 2016 version

Outlook 2016
 

Desktop notifications in 2013 version

Outlook 2013
 

Allow desktop notifications in 2010 version

Outlook 2010

You can get desktop notifications when you’re signed in to Gmail and have it open in your browser.
  1. In the top right, click Settings Settingsand thenSettings.
  2. Scroll down to the Desktop notifications section.
  3. Click Click here to enable desktop notifications for <your organization>.
  4. Select New mail notifications on or Important mail notifications on.
  5. At the bottom of the page, click Save Changes.

Notifications appear on the desktop

6.3 Mail delegation

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Outlook:
Delegate access

Gmail:
Mail delegation

Delegate access in 2016 version

Outlook 2016
 

Delegate access in 2013 version

Outlook 2013
 

Delegate access in 2010 version

Outlook 2010

If you're using Gmail through your work or school account, you can add up to 25 delegates (such as an assistant).
  1. In the top right, click Settings Settingsand thenSettings.
  2. Click the Accounts and Import.
  3. In the Grant access to your account section, click Add another account.


    Note:
    Your organization may restrict email delegation. If you don’t see this setting, contact your G Suite administrator.

  4. Enter the email address of the person you want to add and click Next Step.
  5. Click Send email to grant access.
The person you added will get an email asking them to confirm. It may take up to 24 hours for you to see them as a delegate after they confirm.

Delegate email access to contacts

6.4 Shared mailbox

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Outlook:
Shared mailbox

Gmail:
Shared mailbox

Share mailbox in 2016 version

Outlook 2016, 2013, and 2010
 

 

If your team needs a shared mailbox, such as for technical support or customer service, you can use a Google group as a collaborative inbox.

For example, you can create a group with the address support@your-domain.com, add your support staff as members, and allow people outside your organization to send messages to the group. Your support staff will receive your customers' messages, and they can do any of the following from the group's Topics view:

  • Assign responsibility for a topic to a member of the group
  • Mark a topic as resolved
  • Edit the tags associated with a topic
  • Filter topics according to tag, resolution status, or assignee

See instructions on how to set up a collaborative inbox

Use group mail, such as for a Q&A forum

6.5 Chat

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If you have a quick or urgent question, you can send a chat message instead of an email. In Gmail, you can start a chat right from your inbox.

  1. Open Gmail, and in the bottom left, click Hangouts Start a Hangout.
    People or groups you contact frequently appear below your name.
  2. Click a person’s or group's name to quickly start a chat.
  3. If you don’t see the person or group below your name, click New conversation New, enter their name, and click the person to start a chat.

Start a chat with a contact from Gmail

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