Chapter Email & Collaboration Tools

A suite of google apps including gmail, google docs, calendar, hangouts, and file sharing is provided to elected Board members and appointed Directors for the duration of their service with the PMI Portland Chapter. Check with your VP for standards in your team.

New accounts are created as a part of the Volunteer Hiring Process.  This webpage covers access, setup and usage guidelines for new google accounts. 

For additional help, configuration and training information, visit the Gmail Help center page.  Forgot/Reset your password?  Or contact Asst. Dir of Technology.

Accessing Gmail

URL: https://admin.google.com/pmi-portland.org

Username: Full Email Address (eg. portfolio@pmi-portland.org)

Password: Provided separately

You will always automatically send email as XXX@pmi-portland.org.

Setting up Gmail with other mail clients

Click here to learn how to setup your gmail account with other external mail clients.

You can add your gmail account to your Android or iPhone.

Basic Gmail Setup Steps

Please set up your gmail account immediately as follows:

1. Change your Password

  1. Login to your gmail account
  2. In the "Sign-in & security" section, select Signing in to Google.
  3. Choose Password.
  4. Enter your new password information, then select Change Password.

For further information on changing/resetting your account, click here.

2. Edit your account information

You can edit information like your Volunteer Title and the email and phone number associated with your account. This basic information is used to help others get in touch with you more easily in products like Hangouts, Gmail, and Maps. Please note that this email account will be passed on to the next volunteer so keeping your volunteer account separate from your personal account will allow for a smoother transition. Refer to ‘Keeping you Inbox Email Clean’ for more information.

  1. Sign in to your gmail account
  2. In the "Personal info & privacy" section, select Your personal info.
  3. Choose the information you want to edit and follow the onscreen instructions.
  4. Enter your title, i.e. PMI Portland Webmaster.

For more information on editing your account click here.

3. Create an Automatic Signature

Signatures are important in order to create a professional image, as well as to prevent messages from being marked as spam.

  1. On a computer, open gmail
  2. At the top right, click the settings icon
  3. Select Settings
  4. Scroll down to the "Signature" section and enter your new signature text in the box.
  5. Optional: Format your text using the buttons above the text box.
  6. At the bottom of the page, click Save Changes.

For more information on setting up your signature on your mobile device such as Android, iPhone, or iPad, click here.

The recommended Chapter signature is:

Sincerely,
[Firstname Lastname]
[Chapter Title]
PMI Portland Chapter
[Cell Number]
 

If you use an external email client, also set up a signature there.

4. Add *pmi-portland.org as a Trusted Address

  1. Go to Preferences > Trusted Addresses page.
  2. Enter *.pmi-portland.org.
  3. Click Add.
  4. Click Save.

Recommended Account Usage

PMI Portland Email Usage Expectations

The PMI Portland chapter relies heavily on email communication. NOTE: 2010-11 Board agreement includes the following:

  1. Check your email frequently and respond promptly. All users of PMI Portland email will check and respond to email messages AT LEAST every 2 days.
  2. At least reply that "the message has been received."
  3. Put deadlines in the Subject line, and change the Subject line to be relevant to the topic if the thread is long.  
  4. Use the Out of Office message feature if you will be away for any period of time.
  5. Use your PMI account when doing PMI business, instead of your personal email account.
  6. Keep your email cleaned up, as we have limited space, and you will pass your account on to your successor next year.
  7. Use a PMI Portland signature in all PMI related email, no matter which client you are using.

Forwarding Messages

Volunteers are encouraged to use the Forwarding feature to be sure you (or your delegates) receive important messages. Use this if you want email to be sent to another Chapter officer while you are on vacation. Or, your VP may also want to receive your PMI email. You can forward email to internal and/or external email addresses.

See Gmail User documentation regarding forwarding messages.

Out of Office Messages

Volunteers are encouraged to use the Out of Office feature if you cannot monitor your email at least every 2 days. You can set a timeframe for the out of office message, and can set different messages for messages from inside or outside our domain.

See Gmail User documentation regarding out of office messages.

Keeping your Email Inbox Clean

The collaboration tools are intended for PMI Portland Chapter use only, and will be passed on to the next volunteer after election each year. Therefore, it is the current volunteer's responsibility to organize and maintain the account with a view to passing on pertinent information to their successor.

If you use the Webmail client exclusively, or if you use certain external email client setups, you will need to access the webmail client to clean up messages.  Be sure to log in every month or so and clean up messages. Depending upon the type of setup you have, deleting message on the webmail server may also delete messages on your external mail system, so be careful!

Additional Support

Visit the Gmail Help Center

Forgot/Reset your password?

Visit Gmail’s YouTube Channel for instructional videos

Visit Google’s App Learning Center to learn about all the apps google has to offer such as Hangouts, Docs, Sheets, Drive, Calendar, Groups, etc.

If you need additional assistance, contact Asst Dir of Technology at asst_tech@pmi-portland.org.