Introduction to Gmail

WCCUSDITC Conference Room

Presented By: Jeff Rogers

What is Gmail

• Web-based e-mail service made by Google that provides users with the ability access email from an internet browser from any computeranywhere.

• Part of the G-Suite of productivity products offered by Google• Provides Calendar and Contacts in much the same way Outlook

(Exchange) does

Get Started with Gmail• Overview

• Compose and send • Compose a new email • Add recipients, attachments, images, and more • Email without Internet connection

• Reply to email• View new email • Save and print attachments• Change recipients and subjects

• Organize your inbox • Switch to labels from folders • Create and apply labels • Move email out of your inbox• Move email out of your inbox• Delete or archive unwanted email

• Find email • Search your inbox • Narrow your search with advanced options

• Create signatures

Compose and SendCompose a new email

Add recipients, attachments, images, and more Email without Internet connection

Compose and send Begin sending email:

• Open your Gmail inbox.

• In the left sidebar, click COMPOSE. A new email opens near the bottom corner of your Gmail window.

Compose and send Begin sending email: • Choose a window size that’s right for you using the

buttons in the upper corner of the compose window.

• Just start typing to compose your email. Email you’ve started writing, but haven’t sent, are automatically saved in Drafts on the sidebar.

Compose and send Add recipients, attachments, images, and more

• Add attachments, emphasize key points with font styles, include different kinds of recipients, and more—right in the compose window.

Compose and send Send and Undo Send

If you make a typo or change your mind about sending an email, you can take back an email using the Undo Send feature.

• Undo sending email:• Send your email. • Click Undo at the top of the page. • Depending on your settings, there's a limited amount of

seconds to click Undo before it disappears.

Compose and send

Send and Undo Send

• Make sure Undo Send is enabled, or change settings:

• In the top right, click Settings and select Settings.

• Click the General tab. • Scroll to Undo Send and check the

Enable Undo Send box. • Set the cancellation period. • At the bottom, click Save Changes.

Compose and send Email without Internet connection

*Chrome browser only

• You can read and draft email when you don't have an internet connection, and they'll be sent when you're back online.

• Note: This feature is available only if your admin has turned on Offline access for your organization or team.

Compose and send

Email without Internet connection • In the top right, click Settings and select Settings. • Click the Offline tab. • Select Enable Offline Mail for this computer. • At the bottom, click Save Changes and follow the directions

from there.

Reply to an eMailView new email

Save and print attachmentsChange recipients and subjects

Reply to email

View new email: • Unread email are bold. To open an email, simply click it in

your email list. • By default, replies to email are grouped into

conversations. It may take some time to get used to conversation view, but keeping all the email in a thread makes it easier to keep track of them and reduces inbox clutter.

Reply to email

View new email: • However, if you prefer to separate all of your existing and

future email, you can unthread them: • In the top right, click Settings and select Settings. • In the General tab, scroll to Conversation View and select

Conversation view off. • At the bottom, click Save Changes.

Reply to email

Save and print attachments: • When someone sends you an attachment, such as a

photo or document, you see a preview of the attachment at the bottom of the email.

• Download an image or save it to Drive: Hover over the preview and click Download or Save to Drive .

• See a full-screen view and print: Click the attachment to open a full-screen view. To print, click Print .

Reply to email

Reply to email: To reply to an email, just click in the box below the email and type away. Or, you can choose exactly how you want to respond:

1. Reply or forward: To respond to an email, open it and in the box under the email, click Reply, Reply to all, or Forward.

2. Respond inline: To see the previous email within your reply, scroll down and click Show trimmed content

Reply to email

Reply to email:

3. Respond to an earlier email in the thread: Select the email you want to reply to. Then, click the Down arrow to choose how to reply.

4. Forward an entire conversation: In the menu bar above the conversation, click > Forward all.

Reply to emailChange recipients and subjects: Here are some of the other ways you can change parts of your reply:

1. Add and remove recipients: Click the recipients field when you’re replying. Add recipients by typing more email addresses, and remove recipients by clicking Remove next to an email address.

2. Edit the email subject: Click Type of response next to the recipient’s name and select Edit subject.

3. When you’re done composing your reply, click

Organize Your In-BoxSwitch to labels from folders

Create and apply labels Move email out of your inboxMove email out of your inbox

Delete or archive unwanted email

Organize your inbox

Switch to labels from folders: In your previous mail program, you might have stored email you want to keep in folders. In Gmail, you use labels to categorize your email. Labels are like folders, but with a twist: you can apply multiple labels to an email, then later find the email by looking in any of its labels.

Organize your inbox

Switch to labels from folders:

• You can also: • Open a label on the left of your Gmail window to see all

email with that label (just like you used to open a folder). • Nest labels within labels, just like you did with folders. • Search for all email with a label. • See labels on email in your inbox to quickly identify

different types of email.

Organize your inbox

Create and apply labels:

1. Create a label:

Organize your inbox

Create and apply labels:

2. Tag one or more messages with a label you’ve created:

Organize your inbox

Create and apply labels:

3. Add a color to a label:

Organize your inbox

Create and apply labels:

3. Add a color to a label:

Organize your inbox

Move email out of your inbox:

Organize your inbox

Star important email :

Organize your inbox

Star important email :

Organize your inbox

Delete or archive unwanted email:

Organize your inbox

Delete or archive unwanted email:

Find eMailSearch your inbox

Narrow your search with advanced options

Find email

Search your inbox:

Find email

Narrow your search with advanced options :

Create Signatures

Create signatures

Create a signature:

Working with Gmail• Switching from Outlook

• Differences at a Glance• Work with gMail

• New Message Re-Cap• Templates & Canned Responses

• Create Contacts and Contact Groups• Access Contact and Contact Groups• Create new Contacts

• In New Contacts• In Classic Contacts

• Email Contacts and Contact Groups• Start a chat• Search for Contacts

• Organize Contacts• Manage Duplicate Contacts• Update Contact Details• Remove Contacts from a Contact Group• Delete Groups

Switching from OutlookDifferences at a Glance

Switching From OutlookDifferences at a glance:

Switching From OutlookDifferences at a glance:

Switching From OutlookDifferences at a glance:

Work with gMailNew Message Re-Cap

Templates & Canned Responses

Work with email

Work with email

Work with emailCreate templates for common email messages:

• When you create a template in Inbox by Gmail, it appears in Gmail as a canned response (and vice versa).

Work with emailCreate templates for common email messages:

• When you create a template in Inbox by Gmail, it appears in Gmail as a canned response (and vice versa).

Work with emailCreate templates for common email messages:

• When you create a template in Inbox by Gmail, it appears in Gmail as a canned response (and vice versa).

Work with emailCreate templates for common email messages:

• When you create a template in Inbox by Gmail, it appears in Gmail as a canned response (and vice versa).

Create Contacts and Contact GroupsAccess Contact and Contact Groups

Create new ContactsIn New Contacts

In Classic Contacts

Create contacts and contact groupsAccess contacts and contact groups

Create contacts and contact groupsAccess contacts and contact groups

Create contacts and contact groupsCreate new contacts

Create contacts and contact groupsCreate new contacts

Create contacts and contact groupsCreate new contact groups and add contacts

Create contacts and contact groupsCreate new contact groups and add contacts

Email Contacts and Contact Groups

Start a chatSearch for Contacts

Email contacts and contact groupsEmail a contact or contact group

Email contacts and contact groupsEmail a contact or contact group

Email contacts and contact groupsEmail a contact or contact group

Email contacts and contact groupsEmail a contact or contact group

Email contacts and contact groupsStart a chat or video call

Email contacts and contact groups

Start a chat or video call

Organize Contacts

Manage Duplicate ContactsUpdate Contact Details

Remove Contacts from a Contact GroupDelete Groups

Organize contacts

Search for Contacts

Organize contacts

Merge Duplicate Contacts

Organize contacts Merge Duplicate Contacts

Organize contacts Update Contact Details

Organize contacts Update Contact Details

Organize contacts Remove Contacts from a Contact Group

Organize contacts Delete Groups

Organize contacts Delete Groups

Gmail Tips

Gmail TipsSet up mail delegation

Gmail TipsSet up mail delegation

Gmail TipsSet up mail delegation

Gmail TipsSign in to multiple accounts at once

Mobile Instructions:

Gmail TipsSign in to multiple accounts at once

Web Instructions

Gmail TipsAdd a Picture Profile

Gmail TipsOut of Office Autoreplies

Gmail TipsCheck your Spelling

Gmail TipsMute Email Conversations

If you're part of an email conversation that's no longer relevant to you, mute the conversation.

Muting keeps future responses to that thread out of your inbox so you can focus on important messages.

Gmail TipsCreate To-Do Lists

Gmail TipsCreate Key Board ShortcutsKeyboard shortcuts help you get more done with fewer clicks.

Gmail TipsView your Calendar from your Gmail Inbox

Gmail TipsFind out when someone reads a message you sent-• If you’re sending an important email to someone, find out when they’ve opened it by setting up

a read receipt.

• A read request is sent to every recipient in the To and Cc fields, but not to recipients in the Bcc field, mailing lists, or aliases.

Gmail FAQ

• Your G Suite account has at least 30 GB of storage across Google Drive, Gmail, and Google Photos, so you’ll probably never run out of space.

• To keep your account safe and prevent viruses, Gmail won't accept file attachments that are executable files. There's also a 25 MB size limitation for attachments. However, you can overcome email attachment size limits by attaching files from Drive.

• Messages remain in Trash or Spam for 30 days. After that, Gmail permanently deletes them. However, G Suite administrators can still recover those messages within 25 days after the permanent deletion.

Questions?