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EverDesk email client provides syncing with Google services such as Mail, Contacts, Calendar and Google Docs. EverDesk was designed to be intuitive for users who are familiar with the Google online interface. You are able simultaneously to use multiple Google accounts, and sync contacts and calendars independently with individual Google accounts.

Google Mail

Setting up a Google Mail account

You can set up multiple Google Mail accounts in EverDesk.

To set up a new Google Mail account in EverDesk:

  • Go to Settings > Mail > Mail Accounts
  • Click the Add button
  • Select Gmail. You can select between IMAP and POP. To get the best performance and efficiency, we recommend using IMAP.

IMAP

All of your emails are stored on Google’s servers, and are constantly synchronised between EverDesk and Google Mail.

POP

Messages are downloaded from the server to your computer via EverDesk. Your emails will not be synchronised between EverDesk and Google. 

  • Click Next
  • Select an account name, enter your name and Google account email address (this is the email account you use to log into Google) and click Next
  • You will see a window where you need to enter some account details and set some preferences.
  • Enter your Google account password. All of the server information is already pre-filled for you.
  • You can change your Google mail options by clicking the Gmail options button which will take you to your Google account Settings. Make sure you are not already logged in to another Google account in your web browser before doing this.
  • You can also change the maximum size of messages which will be automatically downloaded using IMAP Options (IMAP only).
  • At the bottom of the window, select a folder where email for this account will be delivered by default. This is the folder that will sync with your Google mailbox (IMAP only).
  •  Once you have entered all of the details, you can test the settings using the Test Settings button which will confirm a successful connection with the server.
  • When you are satisfied with your details, click Next.
  • Confirm you are happy with the pre-filled Outgoing Mail settings on the next screen. You should not need to change any of these settings to work with Google mail. You are also able to Test Settings here as on the previous screen.
  • When you are satisfied with the details entered, click Next.
  • On the next screen you are able to set up your Contacts and Calendar to sync with this Google account. 
  • You can select an existing Address Book or Calendar to sync with the Google account, or you can choose to create a new Address Book or Calendar with the name of your Google Mail account that you entered in the first step.
  • You can also choose to create a Google Docs folder for this account in the Google Docs folder list in the main EverDesk interface.
  • You can select a time interval for automatic syncing for all of your selected Google services.
  • Once you are satisfied, click Finish to complete setting up your Google Mail account.

Using Google Mail in EverDesk

Once you have set up your Google Mail account, you can use it just like any other mail account to send and receive mail in EverDesk.

EverDesk allows you to mark messages as Starred and/or Important, just like you can in Google.

Important

If you receive an email marked as Important, this icon Important will be displayed to the left of the file name.

You can mark files and emails as important by right-clicking the file name and selecting Mark as Important. To unmark the file, right-click it and select Mark as Unimportant or click the Important icon to the left of the file name.

You can quickly view all files marked as important using the Important File List Filter.

Star

You can mark files and emails by “starring” them. This reduces the need to mark read emails as “unread” in order to identify the need to come back to them in the future.

By placing your mouse over the space to the left of the file name or simply by hovering over the file name itself, you will see a star icon Starinactive appear – simply click it to add or remove a star.

Clicking on the icon repeatedly will cycle through several colours of stars to allow you more choice in marking a file. You can also select the star style by right-clicking the icon. The number of available star styles can be selected in your Google mail settings through your web browser.

To remove a star marker, simply click on the icon or select no star after right-clicking it or click repeatedly until no star is visible.

As with Important messages, you can quickly view all starred emails using the Starred File List Filter.

Google Docs

Setting up Google Docs

To set up Google Docs, you must first set up a Google Mail account in EverDesk. 

If you want to sync Google Docs with an account that you already set up as a Google Mail account in EverDesk:

  • Go to Settings > Mail > Mail Accounts
  • Select the account you wish to use to sync Google Docs.
  • Click Settings.
  • Go to the Google tab.
  • Check the box to sync Google Docs.
  • A Google Docs folder will be created with the account name. This will be the folder where your Google Docs will be stored and synced with Google.
  • Click OK

If you haven’t yet set up a Google Mail account in EverDesk:

  • See Setting Up a Google Mail Account.
  • In the last step check the box to sync Google Docs.
  • A Google Docs folder will be created with the account name. This will be the folder where your Google Docs will be stored and synced with Google.
  • Click Finish.

Using Google Docs

You can work with all of your Google docs in the same way as with any other files in EverDesk. 

All changes will be automatically synced with your Google account.

You can move and copy files in and out of your Google Docs folder. Any files moved out of it will be removed from the Google server and will be stored on your computer in the location where you move them to.

You can Star Google Docs in the same way as emails.

EverDesk supports sharing of Google Docs

Google Calendar

Setting up Google Calendar

To set up Google Calendar, you must first set up a Google Mail account in EverDesk.

If you want to sync Google Calendar with an account that you already set up as a Google Mail account in EverDesk:

  • Go to Settings > Mail > Mail Accounts
  • Select the account you wish to use to sync Google Calendar
  • Click Settings
  • Go to the Google tab
  • Check the box to sync Google Calendar
  • You can select an existing Calendar to sync with the Google account, or you can choose to create a new Calendar with the name of your Google Mail account that you entered in the first step.
  • Click OK

If you haven’t yet set up a Google Mail account in EverDesk:

  • See Setting Up a Google Mail Account.
  • In the last step check the box to sync Google Calendar
  • You can select an existing Calendar to sync with the Google account, or you can choose to create a new Calendar with the name of your Google Mail account that you entered in the first step.
  • Click Finish

Using Google Calendar

Using your Google Calendar in EverDesk is no different to any of your other calendars.

You can see other users’ Google calendars which have been shared with you in the Other Calendars section of the calendar interface. <SCRN>

The Google Calendar will automatically sync with your Google account.

Google Contacts

Settings up Google Contacts

To set up Google Contacts, you must first set up a Google Mail account in EverDesk.

If you want to sync Google Contacts with an account that you already set up as a Google Mail account in EverDesk:

  • Go to Settings > Mail > Mail Accounts
  • Select the account you wish to use to sync Google Contacts
  • Click Settings
  • Go to the Google tab
  • Check the box to sync Google Contacts
  • You can select an existing Address Book to sync with the Google account, or you can choose to create a new Address Book with the name of your Google Mail account that you entered in the first step.
  • Click OK

If you haven’t yet set up a Google Mail account in EverDesk:

  • See Setting Up a Google Mail Account.
  • In the last step check the box to sync Google Contacts
  • You can select an existing Address Book to sync with the Google account, or you can choose to create a new Address Book with the name of your Google Mail account that you entered in the first step.
  • Click Finish

Using Google Contacts

Using Google Contacts in EverDesk is no different to any other contacts which you have.

The Address Book which you have linked with your Google Account will automatically sync with Google all of your contacts’ details, including profile pictures.

Backup

Online Backup

Your Google account folders (Docs, Calendar and Address Book) are all automatically synced with Google, so you automatically have an online backup of anything that you keep in these folders in EverDesk.

You can easily back-up files (e.g. Word document) by placing it into your Google Docs folder in EverDesk. Once the folder syncs with Google, the file will be stored on Google’s server and will be accessible via EverDesk or directly through Google.

Backup to external drive

EverDesk offers you the unique ability to back up and store your Google data offline. Simply create a copy of anything you wish to back up in EverDesk, and you will have the physical copies of the files and contacts on your computer.

For more information on how to back up files, see <BACKUP>