Switching to Google Apps

Google Apps has taken a different approach to email management from the way it's done in Office365, Exchange, and other traditional email providers.

If you're not familiar with the Google Apps approach, we recommend you consult the following list of common tasks and workflows to understand differences between the two environments:

 

In Exchange or Office365, you ... In Google Apps, you ...

Organize messages in folders.

Tag messages with labels. But unlike a folder, a particular message may have more than one label.
Outlook Web Access displays a message preview pane by default. In the Google web app, you can enable the message preview pane feature in Settings -> Labs.
In the Outlook Web App, flag messages for followup. In the Google Web App, apply the "Star" to messages.
In the Outlook Web App, you sort messages by sender or date or size. In the Google Web App, use search rather than sorting.
In the Outlook Web App, you create multiple message signatures. In the Google Web App, first enable the Canned Responses lab in Settings -> Labs.
Delete a message from an individual folder. If you have a copy of that same message in another folder, that copy will remain. When you delete a message it will be deleted from everywhere. Google Apps doesn't maintain multiple copies of a message, though you may see the same message in multiple folders because it has multiple labels.
Can restore a deleted message for up to 30 days after it is purged from your deleted items folder. Cannot restore a deleted message after it is purged from your trash folder. We recommend that you archive messages instead of deleting.
Get desktop mail notifications via Desktop alerts. Enable Desktop Notifications (available in the Chrome web browser) or alternately Unread Message Icon (available in Chrome and Firefox via Settings -> Labs).
Can receive a post you sent to a mailing list. Conversation view automatically shows the message you sent. If you'd like to ensure you receive the message in your INBOX you may cc/bcc yourself.