Aula 2

Summary

In this administrative office assistant course, Vivian introduces a range of tools to enhance productivity and organization, focusing on Google tools like Gmail, Google Calendar, and Google Meet. She demonstrates how to configure settings like email signatures, vacation responses, and the 'Cancel Send' feature. Additionally, she highlights features such as Google Keep for notes and integrates other platforms like Microsoft Outlook and Zoom. Finally, she introduces AER for task management and organization, encouraging users to explore and engage with the IFMG platform for further learning and development.

Takeaways

• 😀 Google Tools like Gmail and Google Calendar can significantly boost your productivity and organization.
• 😀 The 'Cancel Send' feature in Gmail allows you to retract an email within a specified time after sending, preventing mistakes.
• 😀 Including your phone number and email in your email signature makes it easier for others to contact you when needed.
• 😀 For professional emails, it's helpful to include your job title, company name, and relevant contact information.
• 😀 Setting up vacation responses in Gmail ensures people know you're unavailable and can contact others if necessary.
• 😀 Marking important emails as 'unread' in Gmail can help keep them visible and prioritized in your inbox.
• 😀 Google Meet, integrated with Gmail, allows you to start meetings directly and share the link with participants.
• 😀 Google Calendar offers easy scheduling and allows you to add video conferencing links for meetings.
• 😀 Google Calendar also lets you customize the default time for events and adjust settings for how the calendar displays activities.
• 😀 AER is a free tool for organizing tasks and improving productivity, with options to create boards and assign tasks.
• 😀 Using Microsoft tools like Outlook and OneDrive, as well as Zoom for video conferencing, are alternatives to Google tools for similar productivity features.

Q & A

What is the main focus of this administrative office assistant course?

The course focuses on using various tools to enhance productivity and organization in administrative tasks, with a particular emphasis on tools like Google and Microsoft applications.

Why does the instructor prioritize Google tools for the demonstration?

The instructor assumes that most participants already have access to Google tools through their Gmail account, making it easier to demonstrate commonly used features.

How can Gmail users benefit from the 'Cancel Send' feature?

The 'Cancel Send' feature allows users to retract an email within a short window after sending it, enabling them to make corrections if they notice mistakes or forgot to include something.

What should be included in a professional email signature according to the instructor?

A professional email signature should include at least the sender's phone number, email address, job position, and company name. Optionally, the company's general contact phone number can also be added.

What is the purpose of the vacation settings in Gmail?

The vacation settings in Gmail allow users to automatically send responses to emails, notifying senders of the user's absence and providing alternative contacts if necessary.

How does the instructor organize their inbox using Gmail?

The instructor marks emails that need attention as unread, so they remain at the top of the inbox, ensuring that important tasks are easily accessible.

What are some key features of Google Meet integrated with Gmail?

Google Meet can be accessed directly within Gmail for videoconferencing. It allows users to start a meeting, invite participants, and share screens, with options to change the layout for larger meetings.

How can users manage their schedule with Google Calendar?

Google Calendar allows users to create events, set times, and add descriptions. It also offers features like enabling video conference links and adjusting default activity times and views, such as daily, weekly, or monthly.

What are some key features of Microsoft Outlook and Office tools mentioned in the course?

Microsoft Outlook and Office tools include calendar management, Skype for communication, and access to text, spreadsheet, and presentation editors, similar to Google tools. Additionally, OneDrive provides cloud storage.

What is the purpose of the AER platform mentioned at the end of the course?

The AER platform helps with task organization and productivity. Users can create boards for managing tasks, categorize activities, and collaborate with others by inviting them to join the platform.