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Apps Grid: Other Google Apps, calendar, drive etc.

Account Access: Log out and account settings

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Inbox tabs: Organize your Inbox (customizable) Inbox: The main location for most new mail

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SBCSC Google: Indicates you are in your SBCSC Gmail

3 Gear/Settings: Manage your Gmail settings Page navigation: Navigate pages of emails

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Labels: Messages can be labeled and stored; the labels are then listed in the sidebar

Compose: Opens a new message dialogue box

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Mail: Dropdown navigation tool to move between Mail, Contacts, and Tasks

   

 

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• sign  in  at  Google.com  • blue  sign  in  button  • type  entire  SBCSC  email  address  • your  email  address  appears  upper  

right    • click  the  Apps  Grid,  choose  Mail  

Search: Search within your Inbox, labels and all mail (very, very helpful!)  

CREATING A MESSAGE

• Click the Compose button on left • Enter the address and text and click Send Note: Click the double headed arrow to make compose window larger, For ability to move and resize compose window, Shift-click on the double-headed arrow .

Formatting a message: Formatting options are at the bottom of the Compose Window. • Click on the A to show the Formatting toolbar • You can set a default formatting style in Settings >

General If you always want a new compose window to be large, click the more dropdown (lower right corner) and choose default to full screen (cannot move or resize this)

Adding an attachment: In the Compose window, click the Paperclip icon at the bottom and attach your file

Saving as a draft: Google automatically saves every message or reply you start as a draft ◦ To return to a draft message, click the Draft label from

the sidebar and click on the draft to resume typing

◦ To discard a draft, click the Trashcan icon at the bottom of the Compose window

WORKING WITH MESSAGES

Reading a Message: • From the Inbox, click on the sender’s name or the message

you want to read and the message will open in the Inbox area

• To return to the Inbox, click the back arrow on the toolbar

Replying, replying to all and forwarding a message:

• Click the Reply button on the right of the message to reply only to the sender

• Click the dropdown arrow from the Reply button and choose the Reply to all or Forward option

• You can also make these choices in the Reply box at the bottom of a message

Opening an attachment: Hover over the Attachment icon at the bottom of the message.

• Click on the icon to see a preview

• Click on the Download arrow to download the file to your computer

• Click on the Google Drive icon to save it to your Google Drive space

Deleting a message: • In the message list, click in the box to the left of the

message and then click the Trashcan icon in the toolbar • In the message itself, from the Reply dropdown, choose

Delete this message • A message stays in the Trash or Spam only 30 days before

it is permanently deleted

Printing a message: In the message, click on the Print icon in the upper right, then click Print

CREATING A LABEL

Method 1: • In the Sidebar, click the More dropdown menu, then click

the Create New Label link • In the dialogue box, enter a name for the label • Choose what other label you would like to nest this one

under, if any, and then click Create

Method 2:

• With a message open or selected in the message list, click on the Label button in the toolbar and choose Create new

• The new label will be attached to the selected message

Method 3: • From Settings > Labels, choose Create new label

WORKING WITH LABELS

Labeling a message: • With a message open or selected in the message list, click

the Label dropdown in the toolbar • Select the label(s) from the list-click apply

Moving a message out of the inbox: • With a message open or selected/checked in the message

list, click the Move dropdown in the Toolbar (folder icon) • Select the label to which you want the

message to move; that label will be applied and the Inbox label on the message will be removed

Editing a label: • From the labels listed in the sidebar,

click the dropdown arrow next to the label to access a menu of settings or select Edit to change the name and nesting order

• Or, from the Label dropdown in the top toolbar, select Manage labels-Change the show/hide specifications Or click on edit next to the label you want to edit

Removing a label: • Find the label at the top of the message and

click on the X to remove it. • Deleting a label does not delete the message. A message

with no labels can always be found in All Mail

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       All  Mail,  Archiving,  Trash  

All  Mail  contains  all  the  mail  that  is  in  your  account,  both  what  you  sent  and  received,  except  for  what  is  in  Trash  and  Spam.  

• To  Archive  a  message(s),  select  the  message(s)  and  click  the  Archive  button  on  the  toolbar.      Archiving  removes  messages  from  your  inbox,  but  keeps  them  in  your  account  so  that  you  can  always  find  them    

• Any  deleted  message  (instead  of  archived)  will  be  automatically  and  permanently  deleted  after  30  days    If  you  often  find  yourself  replying  to  a  message  and  then  immediately  archiving  the  conversation:      Settings  >  General,  scroll  down  to  Send  and  Archive,  Select  Show  "Send  &  Archive"  button  in  reply,  save  changes.    Once  setting  is  enabled,  you'll  have  two  options  when  you  reply  to  a  message:  1-­‐Send  &  Archive  to  send  the  reply  and  archive  the  previous  message  in  one  step,  2-­‐Send  to  send  your  reply  but  leave  the  original  message  in  your  inbox.  

 

   

Contacts    

 

Opening  contacts  • Click  on  the  Mail  dropdown  in  the  top-­‐left  corner  

of  your  Gmail  page  

• Or,  click  on  the  Apps  grid  and  choose  Contacts  (this  will  open  contacts  in  a  new  browser  window)  

Adding  new  contacts:  Click  the  New  Contact  button  in  the  top-­‐left  corner  

Finding  a  contact:  • Click  on  the  name  in  any  group  the  person  belongs  to  • Or,  use  the  search  field  at  the  top  of  the  page  

   

 Editing  a  contact:  • Find  and  open  the  contact  you  want  to  edit  • Click  in  the  field  you  want  to    edit  or  click    the    Add    

button  

Note:  changes  you  make  to  a  contact’s  information  are            always  saved  in  My  Contacts,  never  the  district  directory    

Deleting  a  contact:  • Find  the  contact  you  want  to  edit  • Click  the  More  button,  then  select  Delete  contact  

Creating  &  adding  to  contact  group:  • Select  New  Group  from  the  sidebar,  enter  a  

name  and  click  OK  • In  the  sidebar,  click  on  the  name  of  the  group  

Click  the  Add  to  icon  on  the  toolbar.    As  you  begin  typing,  the  name  of  the  contact  a  dropdown  list  of  names  will  appear.  If  the  contact  is  on  the  list,  select  the  name.  If  not,  type  in  the  complete  name.    Click  the  Add  button  

OR  

• From  the  directory  check  any  name(s)  select  the  groups  icon,  check  the  contact  group(s)  for  these  people  select  Apply  

OR  

• From  a  group  email    (if  you  didn’t  send  it,  hit  reply  all)  click  to  the  left  of  the  first  recipient  name  to  activate  the  “To”-­‐contacts  open,  at  the  bottom  choose    save  as  group  and  give  the  contact  group  a  name.    It  may  take  a  few  minutes/or  refreshes  to  appear  in  contact  list  

   

           

   To  utilize  the  “dl_”  lists  as  we  new  them,  they  can  found  and  used    by:  Compose  a  new  message,  click  on  the  To:    type  dl_  in  the  search  line,  click  the  magnifying  glass  Check  the  list(s)  you  want  to  use,  choose  Select        

 Keyboard  shortcuts  

   

     

 Creating  Tasks    

Your  task  pane:  Click  the  down  arrow  next  to  word  Mail  in  the  top  left  corner  of  your  Gmail  page,  choose    Tasks  

Adding  tasks:  • Use  the  +  button  at  the  bottom  of  your  list    

• Use  arrow  to  “pop  out”  (make  larger)  task  window    

Adding  tasks  from  emails:  With  message  open,  you  can  create  a  task  about  that  message  by:    

• using  the  keyboard  shortcut  Shift  +  T  •  or  by  choosing  Add  to  Tasks  from  the  More  menu    

Working  with  tasks:  • Switch  between  existing  lists  or  create  new  ones    

using  the  List  icon  in  the  bottom  right  corner  

• Create  Subtasks  by  using  Actions  • Move  tasks  by  grabbing  them  to  the  left  of  the  

check  mark  and  dragging  them  up  and  down  

• Add  new  tasks  to  the  middle  of  a  list  by  clicking  at  the  beginning  or  end  of  an  existing  task  and  pressing  Enter  

• Check  off  Tasks  when  you’re  done,  and  use  Actions  >  Clear  completed  to  hide  them  

• Print  your  tasks  by  clicking  Actions  and  selecting  Print  task  list  

       

 

 

To  see  keyboard  shortcuts,  type  the  ?  while  in  the  Gmail  window  (without  setting  the  cursor)  and  a  window  with  all  shortcuts  will  open.    If  you  are  typing,  you  will  get  a  ?.  Note  there  are  some  you  need  to  be  enable  in  order  to  use  

Important  Contact  Information:      In  contacts,  the  Directory  lists  all  SBCSC  students  and  staff.  Students  do  not  have  SBCSC  Gmail  available  to  them    Student  accounts  are:  firstnameID@sbcsc.k12.in.us  Staff  accounts  are  typically  firstinitalLastname@sbcsc.k12.in.us  

 Student  example:    maureen12345@sbcsc.k12.in.us  Staff  example:    mhosinski@sbcsc.k12.in.us  

SBCSC  Gmail—More  Features  

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SBCSC Gmail—More Features  

SETTINGS  

•      General:  Set  basic  features    •      Labels:  Create,  show/hide,  edit  and  delete  labels  •      Inbox:  Set  the  specifications  for  your  inbox  •      Accounts:  Manage  your  account  settings  •      Filters:  Create,  edit  and  delete  filters  •      Themes:  Change  the  look  of  your  email  interface  

 SEARCHING  FOR  MESSAGES  

• Type  the  word/email  address/name  you’re  looking  

for  in  the  Search  box  and  click  the  Magnifying  glass  icon    

You  will  get  a  list  of  messages  containing  that  term  and  a  list  of  your  Google  Docs  and  more  where  that  term  is  also  found    ADVANCED  SEARCHING:   •      Click  on  the  dropdown  arrow  on  the  right  of  the        

Search  field  to  open  an  advanced  search  dialog  box.    •        Enter  as  much  information  as  you  can  and  click  the  

Magnifying  glass    EVEN  MORE  ADVANCED  SEARCHING:   Advanced  search  operators  are  query  words  or  symbols  that  perform  special  actions  in  Gmail  search.  These  operators  allow  you  to  find  what  you're  looking  for  quickly  and  accurately.  Some  common  search  queries:    

 

from:david to:amy from:david or from:amy

newer_than:2d has:blue-star filename:pdf

subject:dinner cc:david filename:suehomework.txt

 FILTERS  

Filters  perform  actions  on  emails  and  can  be  based  on  labels,  sender,  or  other  items  (ex  auto  label  and  move  an  email  from  a  certain  sender)  Creating  Filters:  •      Go  to  Settings  >  Filters  •      Click  on  Create  a  new  filter  at  the  bottom  of  the  window  •      Enter  the  criteria  for  the  filter,  then  click  the  Create  filter  

with  this  search  link  •      Select  the  actions  you  want  the  filter  to  apply  to  the  

message,  then  click  Create  Filter    Creating  a  Filter  From  A  Particular  Message:  •      Select  the  message  and  click  the  More  button  in  the  

toolbar,  then  Filter  messages  like  these  •      Enter  the  criteria  for  the  filter,  then  click  the  Create  filter  

with  this  search  link  •      Select  the  actions  you  want  the  filter  to  apply  to  the  

message,  then  click  Create  Filter    Editing  Filters:  •      Go  to  Settings  >  Filters  •      Next  to  the  filter  you  want  to  edit,  click  edit  •      Make  your  changes  and  click  Update  filter      DELETING  FILTERS:  •      Go  to  Settings  >  Filters  •      Next  to  the  filter  you  want  to  delete,  click  delete  

 VACATION  RESPONDER  

 •      Go  to  Settings  >  General  >  Vacation  Responder  •      Turn  the  vacation  responder  on  and  set  the  date  range,  

subject  and  message    •      Check  who  should  get  the  message;  leaving  both  boxes  

unchecked  will  result  in  everyone  who  sends  you  email  getting  the  message  

•      Click  Save  Changes  Note:    Your reply is only sent once to people who email you. However, if the same person contacts you again after four days and your vacation responder is still on, Gmail will send another vacation response

 SIGNATURES  

 Google  only  allows  a  user  to  have  one  signature  per  email  account.    •      Go  to  Settings  >  General  >  Signature  •      Create  your  signature  and  click  Save  Changes  Note  that  you  can    insert  images  or  hyperlinks,  add  colored  or  bolded  text,  and  much  more.  

 EXTRAS:  

Change  message  Subject  in  a  reply:  • While  in  reply  window,  click  the  dropdown  to  the  

left  of  the  recipients  names-­‐choose  edit  subject   People  Widget  • Settings-­‐general-­‐People  Widget-­‐turn  on  • People  Widget  is  now  located  on  the  right-­‐hand  side  

of  your  messages,  shows  you  contextual  information  about  people  you’re  interacting  with  (recent  emails,  profile  picture,  quick  way  to  add  info  to  contact)  

• Quick  way  to  email  person  (that  sent  message)  click  envelope)  or  entire  group-­‐click  the  people  link  (can  choose  all  or  individuals  from  here)  

To  access  other  Language  Keyboards  and  Handwriting  Input  • Settings-­‐General-­‐Language-­‐click  Show  All  Language  

options  and  check  the  box  for  Enable  input  tools.  • Move  from  left  side  to  the  "Selected  input  tools"    •  Re-­‐order  your  by  selecting  up  and  down  arrows   3/19/15 Maureen Hosinski (mhosinski@sbcsc.k12.in.us) email with questions!

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