Using Email

Using Email

Please use your New Hope email (first.last@newhopetutorials.org) for all official New Hope correspondence. We use Google Apps, and Gmail-based email is part of that package. You can access your email via the web or your own email client. 

  • Via the web: Just go to www.google.com and log in with your New Hope Google credentials. Note: This is completely separate from Veracross. If you forget your password or have trouble, let Ian know.
  • Via your own email client, e.g., Mac Mail or Outlook. To set this up, simply add a new account in your Mail program, select "Google" as the type, and enter your username (first.last@newhopetutorials.org) and password. 

Best Practices For Email

Email sent to families should be professional in tone and reflect correct grammar, syntax, and spelling. We want to model clear communication! Please gently correct students who are overly informal in emailing you. (No student should start an email to their instructor with "Hey ___"). 

As a rule, email both students and parents. Cc or bcc Chris and Ian on significant emails (not necessarily just "bad" ones, but major updates to your schedule, etc.). Use distribution lists to email the class. See article. Create address book entries for your distribution lists so you don't have to look them up every time.

Use email to document important conversations. After an in-person conversation about a significant topic, it is helpful to draft a quick summary and send it to the parent, student, and cc/bcc to leadership. This helps ensure everyone is on the same page. For instance, if a student promises in class to email a late assignment by the following day at noon, after class send a quick email to the student (cc'd to parent) simply restating the new deadline.

As for a quick "got it" the first time you send an email with a distribution list. Follow up with individual emails or in person from anyone you didn't hear back from -- sometimes they go to spam or junk mail. If this happens, ask the recipient to mark it as "not junk" and that usually fixes it (unless they still use AOL, in which case ask them for a 3.5" floppy disk to use as a coaster). 

Email parents every couple of weeks with general updates on the class. A quick paragraph every once in a while does wonders to help them feel connected. You'll almost never get a reply; that's okay. 

Insert hyperlinks into your email, rather than copying/pasting big ugly URLs. See screenshot below. To do this in programs other than Mac Mail, just google "add link to my email in ____ app." For Mac Mail:

  1. Copy the URL you want to use, e.g., a Google doc link.
  2. Highlight the text in your email you want to link to.
  3. Select "Add Link" from the Edit menu (shortcut is Cmd+K).
  4. Paste the URL and click OK.

Note the four different hyperlinks in this email. They are to links on the web as well as Google docs.