Contacting collaborators

- [Instructor] It makes sense to use Gmail as your email program for contacting your Google Workspace team. As a tip, I recommend that you build a contact group or label for your project. This task is best done here on the Google Contacts webpage, contacts.google.com. To create a new label, click the create label item, and for this group, I'm going to type Marketing Team as the name of the group or label, click Save. And now to add people, add contacts to the group, select them in the list. Then click the label icon here and add them to Marketing Team. Click Apply. To review membership in a group, choose it from the labels, and you can see who is and isn't in the group. To remove people, select them, click the label icon, remove the check mark, and apply. Unlike sharing activities in Google Workspace, you don't need to send an invite to put someone in a group or label. This group is local to your personal Gmail address book. Also, you must perform this task on a web page as shown. Your computer's email program may have a similar feature, but it's most likely not coordinated with Google Contacts on the web. The advantage to having a group comes in two places, when composing email and when assigning permissions for file sharing. Here in Gmail, I'm composing a new message, and for the To field, I'm going to just type a label name, say my red30 design team. Choose the item. As the group appears, the individual addresses are expanded. You can continue to compose the message and everyone in the label will get a copy. Now, the group itself doesn't appear when the message is received. So again, the group label stays local to your account, and if you want to share files with a message, click the drive icon. Browse for the item to attach. Insert it. Finish the rest of the message. After clicking Send, you see the sharing options. Anyone with a link can view. The shared link is automatically restricted. As these people don't have permission to access the file at this time. The recipient can always request access when they view the file, and you can reset permissions on the file directly. Here is the document I just attached. So, say I do want to share it with a team, just not in an email. I'll click the share icon, and instead of typing everyone's email address, I can just type in the label. Choose it from the list, and everyone is automatically added. When a file is shared directly in this manner, you can quickly email all the collaborators. Click Send to notify everyone in the label that this file is now shared with them. And here's another bonus of sharing a file directly in this manner. When done just as I showed you can instantly email everyone with whom the file has been shared. Email all the collaborators. A new message appears with a file name as the subject and all the collaborators added to the send field. This method is yet another way to keep in touch with your team members.