Thursday, March 5, 2015

How to quickly enable/disable the Confidentiality Notice in gmail.

Most teachers should have a notice like this attached to their emails...


This e-mail message, including any attachments, is intended for the sole
use of the intended recipient(s) to whom it is addressed and may contain information that is legally privileged, confidential and exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, use and or taking any action on reliance on the contents of this electronic mail message, confidential information is strictly prohibited (Fed Reg 42CFR, part 2). If you have received this e-mail in error, please notify us immediately or arrange for return of the original electronic mail transmission.

This essentially adds a layer of protection to you with your parent/guardian correspondence. It reminds the recipient that the conversation is confidential and shouldn't be shared with anyone outside of the immediate concern.

Adding this to gmail is easy. Typically, users will add it as part of their signature.  However, there are times when you may not need to have this notice, like if you are corresponding internally to colleagues with just a quick note like "The team meeting today is canceled." You don't necessarily need the notice with this type of message.

Here is how you can quickly turn this on and off in gmail, as needed.

1) Log into your gmail.
2) Click the gear icon and select settings.
3) Navigate to labs and enable "canned responses"
4) Save your changes, gmail will reload.
5) Compose a new message. You can leave the To: and Subject: lines blank.
6) Insert you confidentiality notice into the body of the email.
7) Click the little down arrow next to the trash can, and select "canned responses."
8) Select "new canned response"  give it a name like "confidential" then hit ok.
9) Now when you are typing an email that warrants the notice, simply hit the arrow again
10) Select canned response and insert the one you just made.

This will allow you to quickly enable the notice as needed, depending on the nature of the email.

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