Gmail Integration

Email

As of May 29, 2018, Pima Community College integrated D2L Brightspace email with Pima Community College Gmail. Instead of two separate email systems there is only one full email system from which students, faculty, and staff can email outside of D2L Brightspace.

This full email system provides users with an email account that they can use to send and receive emails to both internal and external contacts. The system automatically populates their address books with contacts from the courses they are enrolled in. Users might be allowed to add contacts of their own to the address book.

Link your D2L and PCC Gmail accounts (Students)

To link your PCC Gmail within D2L Brightspace you must authorize the “Access Google Apps” widget in D2L Brightspace. When you authorize the account, it will connect to your PCC Gmail account assigned by the College. It will show the number of unread messages and link to your Inbox.

  1. Log in to your D2L Brightspace account
  2. Locate the Access Google Apps widget
  3. Click the Link to your Google Account.
  4. Input your College-assigned email
  5. Select Authorize on the Access Google Apps Widget
  6. You may need to log in with your PCC username and password.
  7. Review the access notice and click the Allow button.
  8. You will now see the Google Apps widget and be allowed to send emails within Brightspace externally and internally utilizing your PCC assigned Gmail account.

Email within D2L Brightspace

When sending email messages within D2L Brightspace, emails will now be sent via your PCC assigned Gmail account which you linked in the previous step.

Primary Methods for Sending Email in D2L Brightspace

To Email Learners using the Email Tool

  1. On the course home page, click Email.
  2. Compose your message and add any attachments.
  3. For more troubleshooting information, see Populating the To, CC, and BCC fields of an email using the address book.
  4. Click Send or Save as Draft to send at a later date.

To Email Learners using the Classlist Tool

  1. On the course home page, click Classlist which is found on the dropdown menu for Course Resources on the navbar.
  2. Do one of the following:
    1. Click Send Email from the context menu of the learner you want to contact.
    2. Select the checkboxes for every learner you want to email, then click Email.
  3. Compose your message and add any attachments.
  4. Click Send or Save as Draft to send at a later date.

Here's a video showing the email tools.

Video Transcript

In this video tutorial, we will focus on new developments to the email communication system in D2L Brightspace, and we will also show you exactly how to send email messages in "Daylight."

Currently, there are two methods for sending email from within D2L Brightspace - the Classlist and the Email Tool. This will not change with the "Daylight" update.

The Classlist can be located in the Course Resources dropdown menu in the navbar of your course, and the Email Tool can be accessed at any time via the envelope icon in the minibar. Although you are free to choose, PimaOnline strongly recommends using the course Classlist to write and send email messages.

When you enter the Classlist, you can easily locate and select the name of the person to whom you would like to send an email message. By clicking on the individual's name, the Compose New Message email tool will immediately show on your screen in a popup box. Notice that D2L Brightspace has automatically included the recipient's full Pima email address in the To: field. Now, you can quickly write your message in the Body section and send the email.

If you prefer, however, you can also use the standard Email Tool to send messages to students. Let's take a look at how to do that.

First, you must select the envelope icon at the top of any page in your course.Then, choose Email. You will promptly be taken to the Compose New Email Message tool, but this time the recipient's email address has not been populated in the To: field. This means that when sending email messages via the D2L Brightspace Email Tool, you will also have to search for and paste in the recipient's email address on your own.

In any case, when you send email messages from within the "Daylight" version of the D2L Brightspace environment, the messages will be redirected to and through your PCC Gmail account.

If you have any further questions about the "Daylight" update or the new email communication system in D2L Brightspace, please contact PimaOnline technical support at pimaonline@pima.edu. Thank you.

Alternative Methods for Sending Email in D2L Brightspace

To Email Learners from within the Assignments Tool

  1. On the course home page, select Assignments which is found on the dropdown menu for Assessments on the navbar.
  2. Choose an Assignment from the Assignment Submission Folder list.
  3. In the Submissions folder of that Assignment, scroll down to the student list and mark the checkbox next to the student or students to whom you would like to send an email.
  4. Select the Email icon at the top of the student list.
  5. After the Compose New Message popup box appears, you can write your email message and add any attachments, then select Send.

To Email Learners from within the Grades Tool

  1. On the course home page, select Grades which is found on the dropdown menu for Assessments on the navbar.
  2. In the Manage Grades list, open up the context menu next to a grade item and select Enter Grades.
  3. Scroll down to the student list and mark the checkbox next to the student or students to whom you would like to send an email.
  4. Select the Email icon at the top of the student list.
  5. After the Compose New Message popup box appears, you can write your email message and add any attachments, then select Send.

To Access Email using the Access Google Apps Widget (Students) in D2L Brightspace

  1. On the course homepage within the Access Google Apps widget click Unread Mail.
  2. This will take the student to their assigned Pima Community College Gmail.

To Access Email using the (Faculty) Widget in D2L Brightspace

  1. On the course home page, within the Faculty email widget click Go to Gmail.
  2. This will take you to your Pima Community College assigned Gmail.
  3. You will need to sign in if you have not already signed in prior to clicking the widget.

Organize your PCC Email using Labels

We highly recommend the use of labels and filters to keep your PCC email organized and ensure that you do not miss any important communication. Labels are essentially folders that you can create within your PCC email to separate one message from another, and filters can be utilized to automatically put any incoming messages into these labels for you to help organize your communication per class. Look at the following video for an example on how you can create a label and filter within your PCC email for a course using D2L Brightspace:

Video Transcript

In this video, we will walk you step-by-step through the process of creating email filters for particular courses.

When a student sends an email to you from the course Classlist or from the Email Tool in D2L Brightspace, the subject line of that email will display a specific prefix. This prefix identifies the course name and CRN from which the student has sent the email. This subject line prefix is very important as it can also be used to quickly create a filter in your PCC Gmail account. Let's run through an example so you can see how it works.

First, we will open up an email from one of your students. If you don't yet have any emails in your PCC Gmail inbox, you can always send yourself an email to generate the required prefix. Now, locate and copy the subject line prefix in either the student email or the email you sent to yourself. Then, open up the More dropdown menu and select Filter messages like these.

You will immediately be presented with a Create a New Filter popup box. If there is an email in the From: field, remove it, and then paste the subject line prefix you just copied into the Subject: field. Next, select Create filter with this search.

After confirming, you will be taken to a second popup box. This is the Filter Options menu, and here you have a number of options to refine your filter. Today, we are going to quickly create a label.

First, mark the checkbox next to Apply the label, and select New Label from the accompanying dropdown menu. Type in a label for this course that will be easy to remember, then select Create. Now, let's mark the checkbox next to Also apply filter to matching conversations. This ensures that Gmail retroactively applies your filter to all existing emails in your inbox, so any messages received prior to creating the filter will also receive your custom label. Okay. Now you can select Create filter.

Congratulations! You have successfully created an email filter in your PCC Gmail account.

From now on, any student email message sent from one of your D2L Brightspace courses will appear in the sidebar of your PCC Gmail account, and it will also be associated with a specific label in the email list.

If you have any further questions about sending or receiving emails and applying Gmail filters, please contact PimaOnline technical support at pimaonline@pima.edu. Thank you.

Access Previously Sent Email

  1. Click on the email icon in the top menu bar
  2. Click on the email link
  3. In the body of the message, click on the Sent Mail button
  4. You will then see sent messages and threads you have replied to

PimaOnline thanks Dr. Javier Sergio Pedroza for his generosity in lending his exceptional voice-over talents to these videos.