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Communication

Communication

Add A Logo To Your Mobile Email Signature In Gmail

Brand That Message!

Have you ever wanted to include your logo in your mobile email signature?

Although you would expect that going to the signature settings in your email app should allow you to add both text and images, guess again? The mobile app only permits text to be pasted into your signature.

Maybe we all missed something because I could swear that when I go to my mail client for Windows/Mac or web browser, I can add my logo or, any other image to my signature block by selecting the image icon in the text editor.

Outlook

 

Gmail

If there’s a reason why this isn’t available inside of my mobile app, I can’t figure it out.

The best workaround to this was to simply use the handy (and sometimes ubiquitous) Clipboard Manager that’s built into the Samsung Galaxy S7 (Nougat 7.x).

The Android Clipboard Manager Quandary

Android’s clipboard is accessible from Gmail (sometimes) and NOT Google Inbox. Go figure!

Furthermore, you CAN access the clipboard in Outlook for Android. The problem is, you can’t paste images from the clipboard into a message (only text). Again – Go figure!

 

Here’s a post on the subject in Inbox by Gmail Help Forum from last year.

Sadly, no clear answer was offered by the Expert in the reply to the question asked. The Expert did, however, offer a question that suggested that the issues could be unique to Samsung devices. Or, it could have been a deflection away from Google’s lack of commitment to universal Clipboard Manager user experience. Or, maybe he just didn’t know the answer to the question.

Either way, it’s not certain whether this is issue exists with the iPhone but from a user perspective, it seems like a Clipboard Manager that can cut and paste both text and images should be baked into all Android phones. Thoughts?

Note: Device specs used used in this article include: Samsung GS7, Nougat 7.0, Nova Launcher

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Communication

Why You Should STOP Sending Email Attachments NOW!

Not long ago someone close to me was dismissed from job for mistakenly attaching the wrong file containing sensitive company information to an email that was sent to a group of recipients. Sure it was a simple mistake but it was one that cost him his job and put the employer in the awkward position of explaining to the client what had been done.

Sure, mistakes like this happen every day and it seems like an innocent enough oversight to forgive and forget but, that’s not always how business works.
Don't send

Why Sending Links Are Better Than Sending Attachments

When Sending Larger Files

When you’re attaching files from your computer, you can only attach files up to 25 megabytes (MB) in size with Gmail and 20 MB with Outlook or 150 MB for Office 365 subscribers.

By inserting file links using Gmail from Drive, you can send a file up to 15 gigabytes (GB) and if you’re paying for a storage plan, you can send a file up to 1TB.

When Collaborating With Others

You might be used to sending attachments to collaborate on a project. For example, you might send your résumé to friends, family, or advisors to revise and comment on. However, this means you’ll likely end up with several versions of the document taking up space in your inbox–one from your friend, one from your family, and one from your advisor–that are difficult to keep straight.

By inserting a document using a link, you can avoid all that. Cloud services like Google Docs, Office 365, Dropbox Paper, Box, Quip, and others all let you see each other’s edits and comments in real time and any changes collaborators make to the file are immediately visible to the people you’ve shared it with, so there’s no need to reattach new versions of the file and send them out again.

Interactive Comparison Guide About Online Collaboration (Dropbox Paper Vs Google Docs)

By inserting links, you can also collaborate more efficiently on files. Everyone has access to the same content, including image, text, and video files that can be viewed using Google Drive viewer. You can even edit or use these files online.

When you send the message, Gmail checks to see if your recipients have access to the file and will prompt you to adjust the sharing settings on the file(s) you’ve inserted, if needed.

Some Best Practices

Avoid Shortened Links

Be careful about using shortened URLs in your message content. Shortened URLs are often used by spammers to mask the destination of the link, and spam filters often flag messages with shortened URLs as spam.

Back in 2009, Mailchimp Founder, Ben Chestnut wrote an article warning users of URL shorteners of the risk associated with spamframing and blacklisting.

In general, URL shorteners are great tools that serve a good purpose, but spammers have abused the heck out of them to disguise their (already blacklisted) links. – Ben Chestnut, Mailchimp

He goes on to say that even permission-based email can get caught in the spam net and experience delivery failure, referencing an article written by Laura Atkins at Word To The Wise: Failed delivery of permission based email.

Assign File Permissions

Copying a file link and making it public allows you to paste it into your file manager as if you were selecting a file so that anyone with the link can access the file.

If you really want to control who has access to the file, you’ll need to choose the specific recipient’s email address s they can log into the service where the file is stored. In many cases, you can even get reports showing if and when the file was viewed or downloaded.

Also, be aware that services like Dropbox, Google, and OneDrive provide shortened URLs as an alternative to the long and cryptic version. It’s best to try and avoid short URLs as mentioned before.

How Google and Microsoft Does Links Over Attachments

Over the past 18 months, Microsoft, Google began rolling out updates to their browser-based and mobile email services that made it easier to click an icon that allowed you to link to your OneDrive, Google Drive Account.

Microsoft Outlook

 

Gmail

The Pro’s and the Con’s

If you ever have to send any sensitive data, the advantages of using links include:

1.  Changing sharing permissions at any time.

2.  Updating a file without having to resend an updated attachment to one or many recipients.

3.  Avoid the risk of someone accessing erroneous or sensitive content if mistakenly sent ( only if you can catch the error before the link is clicked by the recipient).

Probably the most challenging thing in an organization is to implement a policy of using links in messages over attachments when most people are conditioned to attach files rather than links. Until the policy is fully adopted and everyone buys in, managing consistent behavior sometimes takes a while for users to adapt.

Lastly, many large enterprise companies and government agencies still adhere to IT security policies that flag messages that contain links and favor attachments, in which case you’ll need to exercise extreme diligence when sending any sensitive information out via email.

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Communication

6 Slack Hacks Everybody Should Know

After introducing Slack to the team at FlashSticks, we’ve been able to increase our efficiency through strong real-time communication on Slack. In the last 2 years using Slack, I’ve picked up a few hacks that I’d like to share, for those looking to boost their speed and usage of Slack. 

1.  Slack noise: Customize your notification sound.

Slack noises are great, little sounds nudges telling you that you have a colleague has messaged you. Some people don’t know that you can customize this so that you can distinguish the noises in the office when you all are receiving new messages. For this, go to Preferences and choose from the pre-selected sounds there.

2. Themes: Pick a color and make Slack look solid!

You can go crazy with the colors that appear on your Slack. They have already created some suggested some themes like “Hoth” and “Work Hard”, these are very much the basics, you can customize your colors right down to the color code, which is valuable for team’s looking for more on-brand feel Slack experiences.

3. Reminders: Organise

Reminders are key for keeping you reminded of messages at relevant times. You can now select a message to be scheduled for later to review, or even remind a team member for later. See the screenshot for more information.

4. Share a Message

Clipping a message from one colleague to another is so useful, allowing you to share context and tone when sharing work. On Slack you can now share the original message directly to others, ideal for those who used to CTRL+C and CTRL+V.

5. Starred Messages

Many people struggle to find this feature, but when they do they adore it. Starred messages can essentially serve as your bookmarking tool. Simply hit the star button and you can view it whenever inside of the mini-panel to the right of the screen, ideal for later.

6. Custom Todoist integration: Add tasks from Slack

This is an impressive integration that I do think everyone should definitely check out in passing. Todoist is a fantastic service allowing you to manage your tasks and activities across your day. Combine Todoist and Slack, and you can now add tasks directly inside of Slack saving you valuable time. See the screenshots below, and check out Todoist here.

They are constantly improving Slack to offer two things:

  • A place to get work done – allowing you to reduce the usage of other apps, and reduce the chance of you leaving the Slack tool to complete a task.
  • A way for you to store more within Slack – pushing your reliance on the service.

Watch out for more updates from Slack on their Twitter feed.

Thanks for reading, do follow me on Twitter and YouTube for new videos every week!

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