Video tutorial · 3:25
Video: Send contact documents with Gmail
Open an email from a contact, choose Gmail and attach the right document. Check the message and confirm the sent copy in Gmail.
Chapters
Video transcript
Transcript
00:00 · Prepare an email with its document
Let’s prepare an email to Emma Carter with the project summary for PRJ-1042. We’ll start from her contact, choose the document and send it with Gmail. There’s also a sample message you can adapt before writing to your own contacts.
00:18 · Open the message from the contact
Open Contacts from the main menu. Find Emma and check her email address. Select her email to open New message. You’ll also find the email action beside the address in her contact record. Check the recipient when the composer opens, especially if you have contacts with similar names.
00:41 · Choose Gmail for this message
In the message window, open Send with and select Gmail, shown with the Google icon. You can also choose Outlook or My Contacts Cloud. We’ll use Gmail here. Check the sender account. If Google asks you to sign in or choose an account, use the Gmail account you want to send from.
01:04 · Explain the attachment in your message
Check To and enter Project summary PRJ-1042 for our meeting as the subject. In the body, greet Emma, explain which document you’re attaching and ask her to confirm the outstanding materials. Add a short sign-off. If you need copies, expand C C or B C C and check each address.
01:28 · Select the contact’s document
Under Attachments, select the project summary. Check the file name and description to choose the reviewed version. The listed documents belong to the contact you opened the message from. To add or check a file, choose Manage beside the list to open that contact’s files.
01:47 · Return and review the attachment
After working in Document management, return to the message. Check the selected documents again and keep only the files you want to send. We’re attaching the Version two summary. Read the subject and body to make sure they describe that same file and the next step you’ve agreed.
02:07 · Send and check the result
Before sending, check the recipient, Gmail account, subject, text and attachments. Choose Send and complete the Google sign-in if requested. Once sending finishes, open Gmail and find the message in Sent. Check the recipient and attachment. For practice, try sending between two accounts you own before using a real contact.
02:33 · Keep the context in the history
To keep a record of the email in your relationship with Emma, return to Contacts, select her row and open Interactions, the notebooks icon. Record the document you sent and the reply you’re waiting for. You can then review the context before the next conversation and prepare a follow-up action when you need one.
02:55 · Prepare your own message
You can now open email from a contact, choose Gmail and prepare a message with that person’s documents. Resources has reusable sample text and the illustrated steps. Adapt the greeting, subject and request to your situation, check the attachment and use an account you own for your first test.