Google Apps - Ways to View Attached Email Documents

By -

Ways to View Attached Documents

There are three different ways to view attached documents in your Google Mail.  Each serves a different purpose, so I thought I'd address it here.

When you have an emails with attachment, it should appear at the bottom of your email as a squarish graphic.  You probably have noted that it has both an icon to indicate the type of file it is and the file name on the bottom of it:

(In my example I have a Word document and a PDF.)

If you mouse over the graphic, you will note that it changes and displays the full name on the graphic, the icon indicating the file type moves to the upper left, and two additional icons appear:

Ok, now you know enough to access the document in all three ways, so here are the three ways to view it and pros/cons to each:
  • Preview while in Mail: click anywhere on the graphic OTHER than the two icons at the bottom.  This will display the document over your mail (which will be "blacked out" underneath)
    • Pros: you can zoom in/out and print from icons that appear in the lower right; you can scroll through the entire document; you have access to the other two icons if you change your  mind in how you want to view/access it.
    • Cons: it is still only attached to your email, it is NOT on your computer or in your drive
  • Download: click on the download icon (the one with the arrow pointing down).  This will download the document to you computer/device in the designated download area.
    • Pros: you have it stored locally
    • Cons: you need to have software that is able to view/open the document
  • Add to Drive: click on the drive icon (the one with the funky triangle).  This will add the document to your Drive
    • Pros: you can use the pop-up window to add it to any of your My Drive folders (which will also share it with others if the folder has sharing rights); it will be stored in your My Drive
    • Cons: it takes the most time to do this

Popular posts from this blog

Google Script - Create a Drop-Down List from Spreadsheet Column

By -
Image
(Updated on 3/21/2017 - triggers have been moved!) ( I just created a new related post on how to create a multiple choice  question on the form that a bit simplified - takes the "other" answers in a multiple choice question on a form, and updates the multiple choice options with those as options.) I guess it was only a matter of time before I ended up dabbling with Google Scripts.  Today I was asked by a teacher how he could populate a drop-down list on his Google Form from data on a spreadsheet - and have it update as he changed the data.  Not finding an add-on for this (why recreate the wheel? :-)  I explored creating a script.  And...discovered that this task is not too hard! To do this yourself - 1. Create your form.   Really important step.  Make sure to create your drop-down item and give it a title, but you do not need to add any options to it (because later you will populate it from the spreadsheet). 2. Create the spreadsheet whe...
Read more

Google Calendar - How to Share Your Calendar Via Link

By -
Image
Google Calendar provides a couple ways you can share your calendar.  The first way you will see below provides a link that lets another person subscribe to your calendar.  They will need to be logged into their Google account, and it will display YOUR calendar along with their own. (Personally, I find this method the best for adding my kids' and husband's events so I see our families events all in one calendar.)  The second method displays your calendar in a browser window.  This is probably the preferred Teacher method for sharing with parents. (Here is a video on How to Share Your Calendar Via a Link .) When in your Google Calendar: Click on the Options menu (stacked dots) for the calendar you want to share - Select Settings and sharing - Click on Access permissions on the left side - Click on the Get shareable link - Note that who can see the calendar with this link depends on the access permissions you have set right above.  For example...
Read more

2019 MACUL Conference Tipsheet #1 - Food Tips & Special Events

By -
Image
(This is 1 in a series of 4 to help you get ready and excited about going to this year's conference.) Yes, you are attending the conference for all the great learning and networking.  However, eating is still a necessity and it is important to know where to find food while in Detroit...especially food that you can get quickly, without waiting in long lines!  Here are some tips and hints for dealing with that while at Cobo, along with some special events you should know about: Staying Hydrated : make sure you stay hydrated! there are several fountains and water coolers provided throughout the venue to get water - bring along a refillable cup/mug and keep filling it all day instead of purchasing expensive bottles of water Food at Cobo : there are several food vendors right in COBO; some tips about these: there will be around 4000 attendees AND hundreds of additional vendors at the venue, and everyone will be taking about the same meal breaks - either pick up foo...
Read more

Google Mail - Gmail Shortcuts

By -
Image
It has been over 5 years since I posted about keyboard shortcuts to Google Mail, so I think it is time again!  Here's the repost with some updates, and a few of my favorite shortcuts that I think save me lots of time cumulatively! Some people have expressed frustration to me because "things just happen" while they are in their email.  Typically, as we tend to be short of possessed devices, it is because they have unintentionally used one or more of the built in email shortcuts. So, how do you know the shortcuts?  And, how can you turn them off (or on)? Well, to know they are enabled or not, you need to check your email settings.  To do this go to the gear and select Settings: Once the settings are displayed, make sure you are looking at the General Settings, and scroll down until you see  Keyboard shortcuts: .  This will tell you if they are on or off: Turn them on or off, as desired, and make sure to "Save Changes" at the bottom o...
Read more

Google Contacts - Newest Area to Get Some "Google Love"

By Anonymous -
Image
Be ready!  Your Google Contacts is about to update its looks.  I don't know about you, but I don't go to Google Contacts often.  I just don't like it.  If you need a refresher, this is what it looks (looked) like - Looked & felt very...dated.  This morning in going to one of my Google accounts, I got the pop-up window in my contacts.  Here is a screenshot of the new look - Hoping that the Google Love includes more than just the interface.  If there are any big changes that make Contacts more easily managed & navigated, you can be sure to see another blog post or two about it!
Read more