Our team is finishing a huge application this week, and G-mail was a huge help. We had to work really quickly to compile mailing lists to update several large groups of people to develop trial sites and a working group, in three weeks. We worked with an investigator at NU to compile a large proposal and did it very carefully using a G-mail account. You can adapt this idea for your own proposals with e-mail systems including G-mail:
1. Establish a “shadow” e-mail address for your research administration office; you can give multiple members of your team access to a single e-mail address.
2. Set up reply to your university e-mail address using the settings for your e-mail. When you send an e-mail from this account any recipient who replies will send a reply to your secure, university e-mail account. (Several alias e-mails can be set up for every person on the team.)
3. Set up established mailing lists (verifying accuracy of addresses) for everyone involved in the proposal, grouped by audience.
4. Use this list to send items to your audiences that are not sensitive, and ensure that the reply address is your university e-mail.
There are many advantages to using G-mail, including the fact that G-mail allows for the distribution of larger files than most university servers. There are downsides, however, in that it may be necessary to check two e-mail addresses and it is also important to make sure everyone is on the list. Your PI can also use the system as well.