Migrating from TCT Mail to Gmail Email and Contacts Presented by Sponsored by Kristi Robison 307.431.8690
Desktop or Laptop: Go to your Gmail page This is what your page may look like if you have a newly created Gmail account TIP: Click and hold the beginning of the web address, then drag it where you want on your Bookmarks bar: From now on, you can get there in one click! 2
Pull your TCT info into your Gmail account Gmail has created a utility to help with the heavy lifting. To use it: 1. Click the Options Gear at the upper right of your Gmail page 2. Then click Settings 3. Once you are in the Settings screen, select Accounts and Import 3
Pull your TCT info into your Gmail account 4. Click Import Mail and Contacts Gmail will open a new small window on your screen. You will tell it what email account to get your information from. NOTE: If you use an email client like Microsoft Mail, Apple Mail, Outlook, Thunderbird, etc- this won t import your Contacts. See Manually Import Contacts Page 6. 5. Enter your TCT email account here, and the next screen will ask you for your TCT email account password. You may also see a follow-up confirmation message, verifying that Gmail is going to fetch your information from TCT. This is the tricky part: You will need to add @tctwest.net to the end of your username. 4
Pull your TCT info into your Gmail account TIP: You can customize a label that will appear in your Gmail inbox, flagging any email that is pulled in from your TCT account. In my example, I used TCT email. This box will automatically display your TCT email address, but using a brief, logical label is a bit cleaner and easier to notice in your Inbox. Finally, click START IMPORT 5
Gmail Account Updating Depending on how much email content and how many contacts you have in your TCT account, your Gmail account update may take some time, but you can still use it This is a one-time retrieval of information; from now on when you open your Gmail shortcut you will be right in your Inbox This utility will also create a rule on your TCT account that will automatically forward any new emails from there to your Gmail account for 30 days Finally, just like in moving house, you ll want to tell your contacts to update their files with your new email address 6
Option: Manually Import Contacts If you didn t store your Contacts on the TCT webmail page (most did not), then you likely had an Email tool to use for your TCT Account, such as Apple Mail, Outlook, Thunderbird, etc. You ll need to Import your Contacts. Go to your Gmail contacts page: TIP: You may have made a bookmark for this during the training classes. If not, to get there, go to your Gmail page, click the drop-down next to the Gmail label at the upper left of your page, then choose Contacts. Once you're in Contacts, save that as a favorite. On the left of your Contacts, click More, then Import. Then select your email program (or other ), and enter your TCTWest email login. TIP: You ll see a notice from Shuttlecloud to actually do the imports. It is OK to grant them permission (that tool only uses it for this one function and doesn't retain your info). That s it! 7
Notifying your Contacts The best way to do this is from your new Gmail account: 1. Click the red Compose button at the upper left of your Gmail page. This is how you would create any new message. The new message will be a new small pop-up screen. 8
Notifying your Contacts Your new message will be a small pop-up screen at the bottom left of your display: TIP: If you would rather your blank email open in a larger, easier to manage window: Click the option arrow next to the Trash Can, and click Default to Full Screen. Next time you Compose a new message, you ll have that larger window. 9
Notifying your Contacts 1. Click directly on the Bcc button on your email message. That will add a new recipient line right under the default To. 2. Click the Bcc button again. This brings you to a screen that allows you to select your contacts 3. Make sure All Contacts is displayed here; if not, toggle to select it 4. Click Select All 5. Then the blue Select button at the bottom TIP: You could also send by clicking on the TO button, but all of your recipients will see everyone that you sent it to, and it can look cluttered. Best practice is to send bulk emails out as BCC (Blind copy each recipient only sees their own email info) 10
Notifying Your Contacts 6. Type the message that you would like to send out to all of your contacts 7. Finally, click the blue Send button TIP: The basic text editing tools for fonts, colors, numbering, etc. are found at the BOTTOM of your draft Gmail. That may be a different location from your prior email handler. 11
On Apple Devices: ipad or iphone On Apple iphones or ipad, or Android devices, the process is a little simpler: 1. Go to Phone Settings, then Mail, then Add Account. 2. Click on the Google option (Google for Gmail, or another provider of choice) 3. Enter your email address and password. 4. Tap Next and wait for Mail to verify your account. 5. Choose the content you want to sync. 6. Tap Save. TIP: You already have a Mail account most likely when you set up your iphone and itunes/apple account. You will be adding your Gmail account into your default Mail reader. Your contacts are probably already in your Apple Contacts. 12
On Android Devices: Phones or Tablets On Android devices, it s simpler still. Android phones are typically associated with a Gmail account. 1. Open the Settings menu and go to Accounts on your device. 2. The Accounts settings screen displays your current sync settings and a list of your current accounts. If you do not see your Gmail account listed here: 3. If you do not see your Gmail account listed, touch Add account. 4. Touch Google to add your Google Apps account. 5. You will be prompted to Sign in to your Google Account. 6. Enter your full Gmail address as your username, and then enter your password. 7. Select which services you d like to sync. Sample image of the Gmail Inbox on Android 13
Extras - Gmail Your Gmail Inbox tries to help keep your emails organized. Across the top, you will see three tabs: 1- Primary (the regular emails you probably want in your inbox), 2-Social (emails from social networks, like Facebook, Twitter, Pinterest, Instagram, etc) and 3-Promotions (anything that looks like it is a sale, coupon, offer, or special). If you are looking for or expecting an email that you don t see in your Inbox, check your Inbox Tabs (Social and Promotions) first. If you don t see it there, you can check the 4-Spam folder on the left side of your inbox. TIP: The best way to find an email is to use the 5-Search box, at the top of your Inbox page. You can search by any terms you wish, like Amy to find any emails to or from Amy, regardless of where they are located. TIP: At the bottom of your new Gmail account inbox, there is a set-up wizard that has a few neat things you can do. Each item takes about 30 seconds to review. When you get tired of this, click the faint x at the far right of this box. 14
Extras Adding a New Contact The Gmail Import tool will move your TCT contacts into your new Gmail account. Here is how to add a new contact manually: 1. In the top left, click the drop down arrow next to Gmail in your Gmail window. Your Contacts will open in a new tab. 2. To create a new contact, click the red people icon button, enter a human-sounding logical name for the contact, and click Create. TIP: When creating or adding a new contact, use a human-friendly name, like Jane Doe, instead of janedoe1964home@email.com. This makes emailing easier for you, and cleaner for your recipients 15
Extras Adding a New Contact 3. Add or edit the other information you would like to have in that contact. Click the Save button, and you ll be able to see your completed contact (below) 4. Add your new contact to any Email Groups you may have (like Bridge Club ). You can also Edit your contact at any time by clicking the pencil (edit) icon at the upper right of the icon. TIP: Use the Find Duplicates or Merge Duplicates to keep your list of contacts clear and orderly 16
If You Need a little Help If you have come this far and have run into issues, you have a few options: 1. Go through these steps one more time 2. Use Google Support article information. Start with 3 ways to move email from other accounts to Gmail : (https://support.google.com/mail/answer/56283?hl=en) 3. Simple questions: call TCTWest technical support: dial 611. 4. If you would like hands-on help at your home or business, or custom setup and information, contact me: Kristi@paintrockconsulting.com. 17