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Set Up Calendar

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Google Calendar takes the place of Outlook for scheduling and responding to meetings. Navigate to calendar.google.com, or select Google Calendar from the apps waffle on the top right

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All of the features above are explained via the Video Library, or Google Workspace Guides

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Set up your Gmail Inbox

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A few things to get you started:

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All of the features above are explained via the Video Library, or Google Workspace Guides the Resource Site

Chrome Browser & Logging In

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To access your Workspace email and calendar, you will use the Chrome web browser instead of a desktop app. To set up your Chrome Browser, follow the “Logging into Google Workspace” instructions.

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For your first time logging in, you will need to

Next Steps

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Once you’ve got the basics under your belt, you’re ready to move on to additional tools in Google Workspace. Some next steps that are recommended based on your location could be:

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Google Workspace Getting Started Guide

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What is a Chrome Profile?�

  • A Chrome user profile allows you to maintain all of your browser details as one distinct unit: apps, extensions, settings, browsing history, bookmarks, saved passwords, themes, and open tabs.

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  • For users who have more than 1 Google account, creating Chrome profiles allows you to easily switch between the different accounts while keeping your preferences and settings separate.�

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How Do I Create a Chrome Profile?

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  1. Open a new Chrome window.
  2. You may receive a Chrome Sign In screen automatically. If you do, click Sign In.

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  • If you do not see the option to Sign In to Chrome then, in the upper right corner, find and click on the person icon (head and shoulders) and select Sign in to Chrome.
    • NOTE: The location of the icon may vary slightly depending on whether you are using a Mac or PC.
  • Sign in with your HMHN credentials, and follow the steps for authentication if prompted.

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  • When prompted select Link Data.

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Set Up Chrome Browser

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  1. In the search box at the top, click the Down arrow
  2. Enter your search criteria.
  3. At the bottom of the search window, click Create filter.
  4. Select the Send template box and choose a template.
  5. Click Create filter.

Archive messages you're not using now but might need later. Archiving moves email out of your inbox. You can find them later in All Mail or through Gmail search.

Delete messages you no longer need. Deleted email are moved to Trash and then permanently deleted after 30 days.

Note: If you don’t see All Mail or Trash, scroll to the bottom of the left sidebar and click More.

  1. On your computer, go to Gmail.
  2. In the top right, click Settings then See all settings.
  3. Next to "Undo Send," select a Send cancellation period of 5, 10, 20, or 30 seconds.
  4. At the bottom, click Save changes.
  1. In the top right, click Settings Settings.
  2. Scroll down to the Desktop notifications section.
  3. Click Click here to enable desktop notifications.
  4. Select New mail notifications on or Important mail notifications on.
  5. At the bottom of the page, click Save Changes.

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Set Up Your Gmail Inbox

Set Email Notifications

Understand Archive vs Delete

Set up Filters to replace Rules

Set Up Undo Send

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Set Up Gmail Signature:

  1. Navigate to the Brand Center and follow the instructions to generate your signature
  2. Copy only the text of the generated signature, do not copy the logo
  3. Open Google Chrome, and navigate to www.gmail.com
  4. Log in with your hmhn.org credentials
  5. Click the settings gear icon on the upper right
  6. Click the words "See All Settings" in the quick settings sidebar
  7. Scroll down to the signature box
  8. Click Create New if you don’t already have a signature
    1. Give your new signature a name such as “Default” or “Primary”
  9. Paste the text only signature you copied from the Brand Center
  10. Click at the exact spot you’d like the logo to be inserted in the signature
  11. Click the image button
  12. Choose the option for “Web Address”

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  • Copy and paste the appropriate link in the box:
  • Click the blue button to confirm
  • Click the image that was inserted in the signature box. You may have to scroll down or up a bit to find it
  • Choose “medium” from the options that appear
  • Check to make sure your signature matches the format and style appropriate to your role
  • (optional) Click the check box for “Insert signature before quoted text in replies and remove the "--" line that precedes it.” This will prominently display your signature on every reply you send
  • Scroll down and click Save Changes at the bottom of the screen

FAQ: I can't see my signature in my sent messages.

  1. Signatures are separated from the rest of your message by two dashes. To see your signature, go to the bottom of a message, then click Show trimmed content

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Turn off Social & Promotion Mailboxes

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To make sure that you receive all emails from TeamHMH@hmhn.org, Office of the CEO and HMHisGoingGoogle@hmhn.org, please either turn off the Social and Promotion mailboxes or make sure to check those for emails.

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  1. Click Settings in the upper right-hand corner��
  2. Click See all Settings���
  3. Click Inbox and make sure that Social and Promotions are unchecked���������
  4. Scroll to the bottom and click Save Changes�

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  1. In Calendar, choose an option:
    • Click an empty time slot in the calendar grid.
    • Click Create.
  2. Add an event title, date, and time.
  3. (Optional) To create the event on another calendar you have edit access to, at the bottom click your calendar name and select another calendar.
  1. In Calendar, click Settings Settings.
  2. On the left under General, click Event settings.
  3. Click Notifications and select an option:
    • Off
    • Desktop notifications
    • Alerts
  4. (Optional) To set up a sound for your incoming notifications, check the Play notification sounds box.
  5. (Optional) To manage your notifications, on the left, click your calendar’s General notifications.
  6. Next to each option, click the Down arrow and select None or Email.

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Set Up Calendar

  1. From settings, on the left, click Add calendar
  2. Select Subscribe to calendar.
  3. Enter your co-worker’s email address.

Their calendar appears under Other calendars on the left, and their free/busy blocks appear on your calendar page.

  • (Optional) If you require additional event visibility, ask the person to add you to their calendar settings under “Share with Specific people”
  • (Optional) To temporarily hide the events from another calendar, uncheck the box next to the calendar.

Add Coworkers’ Calendars

Create an Event

Set Calendar notifications

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Set Up Calendar (continued)

Note: If you don’t see resources, room details, or automatic room suggestions, submit an ISR, or contact the Helpdesk

  1. Click the Add rooms, location, or conferencing field.
  2. Click Add rooms.�Based on your work location, number of attendees, and previous room bookings, suggestions automatically appear.
  3. Point to the room that meets your criteria and check the box to select the room.
  4. Note: Calendar won’t display rooms that are booked, or don’t meet your guest list size. Also, you won’t see rooms you don’t have permission to book.

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Next Steps

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Once you’ve got the basics under your belt, you’re ready to move on to additional tools in Google Workspace. Some next steps that are recommended based on your location could be:

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Book a Room or Resource

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