MGRM Chat Help

Direct messages and groups

1. Select New chat, then Start a chat.
2. Type a colleague's name. Add more people to make a group.
3. Write your message and press Enter.

• The other person sees a new conversation only once you send the first message.
• A group can have up to 50 people, unless your organisation set another limit. Rename it or add people from the conversation's menu.
• You can see when people have read your messages and when they are typing.
• In the list, you can pin, mute or hide a conversation. A hidden conversation comes back when someone writes in it.
• A small chat panel is also in the right-hand rail of Mail, so you can chat while you read mail.

Spaces

A space is a place for a team, project or topic, with up to 1,000 members.

• Create a space (from New chat): give it a name and an emoji, and choose whether anyone in your organisation can find it in Browse spaces or only invited people can join.
• Browse spaces lists the spaces you can join. Select Join this space.
• A space has an owner and can have space managers. Managers can add and remove people, make other managers, change Space settings and delete other people's messages.
• Leave a space from its menu. Deleting a space removes it and its messages for everyone, for good.

Your organisation may not let everyone create spaces. If you can't, ask your administrator.

Writing messages

• Enter sends; Shift + Enter starts a new line.
• Use simple formatting such as *bold* and `code`, and add emoji from the emoji button.
• What you were typing is kept for each conversation, so you can switch and come back.
• Point to one of your messages for Edit, Copy text and Delete.
• If you lose your connection, messages wait and are sent once when it returns.

Threads

To answer one message without filling up the conversation, point to it and select Reply in thread. The thread opens beside the conversation. You follow the threads you write in, and Threads in the list shows the ones with replies you haven't read.

Mentions and reactions

• Type @ and a name to mention someone. They get a notification even in a busy space. @all mentions everyone in the conversation.
• Point to a message and select Add reaction to react with an emoji. Select a reaction again to take yours off.

Files

Select Attach files or drag files into the conversation, up to 10 files a message unless your organisation set another limit. Files are kept in your DDMS Drive, in the Chat files folder, and the people in the conversation get access to them.

• Select a file to preview it, download it or open it in DDMS.
• Someone who has just joined a space may see "Getting access…" for a short while until a member who can share the file is online.

Searching messages

Use Search messages to find what was said in the conversations you're in. Narrow it by who wrote it, whether it has a file or a link, and a date. Select a result to jump to the message in its conversation.

Status and notifications

• Your status: Automatic, Do not disturb (for a time you choose), Appear away, and a status message. Do not disturb stops pop-ups, sounds and phone notifications.
• From a conversation's menu, mute it for 1 hour, 8 hours, 24 hours or until you turn it back on, and choose what notifies you: all new messages, only @mentions, or nothing.
• For notifications on your phone or desktop, open Mail's Settings › Notifications › Phone and desktop push notifications and turn it on for each device. They are sent only when no Mail One tab is open on screen. Turn off Show message previews to hide the text.
• In a big space, only @mentions and threads you follow notify you.

On an iPhone or iPad, add Mail One to your Home Screen first (Share → Add to Home Screen), then turn notifications on inside it.

Starting a meeting from a chat

Select Start a meeting at the top of a conversation. A meeting card appears in the conversation with Join and how many people are in the call. People in the conversation join straight away; anyone else asks to join. Messages written in the meeting also appear in the conversation afterwards.

You can also start a New meeting or Join a meeting with a code from the New chat button. See Meet help.

Catch me up

If your organisation has turned AI on, a conversation with five or more unread messages offers Catch me up on the "New messages" line (it is also in the conversation's menu). It sums up what was said, what is for you, and what was decided. Only members can use it, and people who turned AI off for themselves are left out.

The summary is labelled AI-generated — check it. Read the messages themselves before you act on anything important.

If Chat is turned off for you

Your organisation can turn Chat off for everyone, for a company or for a group. When it is off for you:

• Chat is greyed in the apps menu and marked Turned off by your organisation.
• Opening it any other way, for example from a link or a bookmark, shows a page explaining that it is off.
• Nothing of yours is deleted. Your conversations, spaces and files are all there again when Chat is turned back on.

If you need Chat, ask your administrator.