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Getting Started with Gmail

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Presentation on theme: "Getting Started with Gmail"— Presentation transcript:

1 Getting Started with Gmail
January 2012

2 Opening Gmail Go to www.google.com/a/wilkes.k12.nc.us
Type your username Type your password Click Sign-In

3 Logging Out Click the drop down arrow beside your email address
Click Sign Out You will likely need to reenter the URL (www.google.com/a/wilkes.k12.nc.us) to sign on again

4 Inbox Buttons Select Button
Refresh – Updates your inbox to show new messages

5 Inbox Buttons More Button

6 Inbox Buttons Newer/Older Arrows Message Counter

7 Inbox Buttons Split Pane Button

8 Inbox Buttons Settings Button

9 Message Buttons (Available only when a message is selected)
Archive Button Delete Button Report Spam

10 Message Buttons Move To Button

11 Message Buttons Labels Button (Similar to folders in Outlook)

12 Message Buttons More Button

13 Gmail Storage Space Maximum Storage is 25 GB for mail, tasks, calendars, and document. Check storage space from the main screen before selecting a message. You may also go to Settings >Choose Settings >Scroll to the bottom of the screen> Storage Space will be noted in the bottom left corner.

14 Deleted Messages Once messages have been deleted and emptied from the trash, the technology department will not be able to recover messages. Go to Settings >Choose Help.

15 Deleted Messages Choose Gmail Help Center

16 Deleted Messages Under Learn More >Popular articles >Choose “My messages have gone missing”

17 Deleted Messages Choose Recovering deleted messages..

18 Deleted Messages Follow the directions to attempt recovery.
If the directions fail to restore your messages, choose Click here to start investigating.

19 Reading mail in Inbox Click on Inbox
Click on a message to view or read.

20 Read and Unread Mail The number in parentheses indicates how many unread conversations/messages you have. Bold type indicates unread mail.

21 Opening Attachments Paperclip Icon indicates an attachment
Image attachments may appear as a preview within the message.

22 Opening Attachments View opens a preview
of the attachment on a new tab. Download allows you to save and open the file to your documents. The downloaded file appears in the lower left corner of the web browser. Attachments will show beneath the body of the message

23 Reporting Spam Select a spam message from your inbox. Click the Report Spam buttom.

24 Deleting Spam Spam will remain in the Spam box for 30 days before being automatically deleted. To empty Spam, Click the Spam link, select the message to delete, click Delete Forever

25 Deleting Spam You may also click on your Spam box, and choose Delete all Spam messages now.

26 Mislabeled Spam If you mistakenly mark a message as spam,
click the Spam link. Select the message. Click the Not Spam button. Indecent messages can still be reported to the Technology Department to be blocked globally for all WCS users.

27 Composing a Message Click Compose.
Enter address in the To: field Click Cc: (Carbon Copy) Or Bcc: (Blind Carbon Copy) to enter addresses.

28 Composing a Message Enter Message Text Enter Subject Click Send

29 Attaching a file Choose Attach a file

30 Attaching a file Browse to the file location and select it.

31 Attaching a file Allow time for the file to upload.
Make sure the checkmark is toggled on for your file attachment.

32 Saving Drafts Drafts are automatically saved as you compose messages. You may also click Save Now to save your draft message. Drafts may be reopened, finished, and sent later from the Drafts box. Scroll to the bottom of the draft to finish the message. Use the Send button to deliver the completed message.

33 Replying to Messages Choose the left arrow to reply to a message

34 Reply to All Click the drop down arrow to the right of the Reply button. Choose Reply to all

35 Forwarding Messages Click the drop down arrow to the right of the Reply button. Choose Forward.

36 Other ways to Reply, Reply to all, and Forward
You may also choose Reply, Reply to all, or Forward from the bottom of the message.

37 Sending to a Distribution List
Click Compose Click the To: link Click the drop down arrow to the right of My Contacts Choose the Group

38 Sending to a Distribution List
Click on a checkmark to deselect a recipient. Select the All link to choose all recipients in the group

39 Sending to a Distribution List
Recipient names will populate in the To field Click Done to add recipients to the message

40 Spell Check Use the Check Spelling feature when composing messages.
Right click on any highlighted word to find spelling suggestions.

41 Choosing Contacts Click the drop down arrow next to Mail
Choose Contacts

42 Choosing Contacts Click on Directory to access individual users with wilkes.k12.nc.us addresses Type names in the search box to find wilkes.k12.nc.us users and click the search button. Use the forward and back arrows to navigate through the user listings.

43 Adding Contacts Click the drop down arrow next to Mail Choose Contacts

44 Adding Contacts Click New Contact. Enter the contact information in the appropriate fields. Click Add to add more fields. Changes are automatically saved.

45 Adding Contacts through the Inbox
Choose a message from the recipient in your mailbox. Place the mouse on top of the image icon to the left of the recipient's name. Choose Add to Contacts

46 Adding Contacts through the Inbox
You can also add contacts by clicking on the arrow beside the reply button. Choose Add to Contacts list

47 Choosing a Recipient through My Contacts
Click the drop down arrow next to Mail Choose Contacts

48 Choosing a Recipient through My Contacts
Choose your recipient in the Contact List by double clicking on the contact or by placing a checkmark next to the contact’s name. Click on the envelope icon to send an to the recipient.

49 Deleting a Contact Click the drop down arrow next to Mail
Choose Contacts

50 Deleting a Contact Place a check beside the contact to be deleted.
Click on the drop down arrow next to More Choose Delete Contacts

51 Creating a Group in My Contacts
Click the drop down arrow next to Mail Choose Contacts

52 Creating a Group in My Contacts
Choose New Group Name the group Click OK

53 Creating a Group in My Contacts
The new group name will appear Click My Contacts

54 Creating a Group in My Contacts
Place a check next to each contact to be added to the group. Click the drop down arrow next to the Groups icon.

55 Creating a Group in My Contacts
Place a check beside the group name Click Apply

56 Deleting a Group Click the drop down arrow next to Mail
Choose Contacts

57 Deleting a Group Select the group name.

58 Deleting a Group Click on the drop down arrow next to More
Choose Delete group

59 Adding a member to an existing group
Click the drop down arrow next to Mail Choose Contacts

60 Adding a member to an existing group
Choose the group Click on the Add Members icon

61 Adding a member to an existing group
Type the contact name in the field

62 Adding a member to an existing group
Click Add

63 Removing a member from an existing group
Click the drop down arrow next to Mail Choose Contacts

64 Removing a member from an existing group
Click on the group name Click on the recipient to be removed.

65 Removing a member from an existing group
Click on the drop down arrow beside the group name to be removed Choose Remove from this group

66 Starring a message Choose the message from your inbox
Click the Star icon next to the message

67 Starring a message You can also star a message by clicking the drop down arrow beside the More button Choose Add star

68 Starring a message Starred items can be sorted using the Starred link
Star colors can be set and changed in the Settings menu.

69 Setting an email as important
Choose the message from the inbox. Click the tag icon.

70 Setting an email as important
Click the drop down arrow beside the More button Choose Mark as important Messages marked as important can easily be sorted using the Important link. Google “learns” important messages based on user statistics. Marking messages as important or not important helps Google’s accuracy when automatically classifying your messages.

71 Creating Labels (i.e. folders)
Choose More from the list of mailboxes

72 Creating Labels Click Create new label

73 Creating Labels Enter the name of your new label Click Create
Add a sub-level folder if desired

74 Creating Labels Labels can also be created by selecting a message.
Select the Move To or Label button

75 Creating Labels Choose Create new

76 Editing Labels Click Manage Labels. The manage labels link will not appear until you have created a label.

77 Editing Labels Click Remove or Edit under Actions to change existing labels.

78 Editing Labels You may also click the drop down arrow to the right of the label to make changes

79 Editing Labels A menu of editing options will appear.

80 Editing Labels You can also edit labels by the Move To or Labels Menu
Choose the Manage labels menu for editing options

81 Labeling Messages in the Inbox (i.e. placing messages in folders)
Select the message to be labeled Select the Label button Choose the label you would like to choose from the menu. Click Apply.

82 Removing labels from messages
Choose the labeled message Find the labels tags Click the X next to each label you wish to remove.

83 Moving Messages Select the message to be moved or select multiple messages using the checkmark field Choose the Move To button Choose the label you would like. Click Apply.

84 Moving messages The label tag will appear. This will remove the message from your Inbox Moved messages are archived and can only be seen by opening the label (folder) or by clicking More from the menu on the left and choosing All Mail.

85 Archiving messages in the Inbox
Select the message to be archived or use the check boxes to select multiple messages Click the Archive button Click Inbox Archived messages will no longer appear in the Inbox, but they are not deleted.

86 Archiving messages from labels
Click the label (folder) Click the More button Choose Archive Select the message or messages to be archived. Messages can only be archived if they are tagged as being in the Inbox.

87 Retrieving archived messages
Archived messages may be retrieved from the All Mail label (folder). You will need to choose More from the left menu to access the All Mail label.

88 Changing the Inbox type
Click the drop down arrow next to Inbox Choose the view you wish to use. Priority Inbox – Messages classified as important and unread are in the top section, then starred messages, then everything else. Each section can be customized further. If you want more control over your inbox, Priority Inbox is for you.

89 Finding messages in migrated folders
Locate, click on, and expand your .pst file from Outlook. Open folders to view saved s.

90 Renaming migrated folders
Click the drop down arrow next to your migrated .pst file Choose Edit

91 Renaming migrated folders
Type a new label for your personal folders Click Save

92 Searching for specific messages
Click inside the search bar at the top of the page. Type whatever term or field you remember from the message (i.e. text from the subject or message body, the recipient, etc.) Click the Search icon or press enter.

93 Searching for specific messages
Searching can also be refined by using operators or the advanced search option (the drop down arrow next to the search field.) Search operators include from:, to:, OR, label:, has:attachment, after, before, or use quotes “ “ to locate messages containing an exact phrase, etc. Dates in the search field require the following format: YYYY/MM/DD (example: 2013/01/03)

94 Applying filters to incoming messages
Click the drop down menu beside the search field. Complete any relevant information to your filter. Click Create filter with this search.

95 Applying filters to incoming messages
Choose options for your filter using checkmarks Choose Also apply filter to matching messages, if desired. Click Create filter

96 Applying filters to incoming messages
If you choose to Skip the Inbox, new messages will only appear within the labels (folders) that you have applied.

97 Applying filters to incoming messages
Labels will appear bold if there are new messages there. The number of new messages will appear in parentheses to the right of the label.

98 Applying filters to incoming messages
You may also create filters by choosing Settings. Choose settings from the drop down menu. Click the Filters tab. Set filter options of your choosing. Click Create a new filter

99 Editing or deleting custom filters
Choose Settings. Choose settings from the drop down menu. Click the Filters tab. Click Edit or Delete to make changes to the filter You may also choose the check mark field to select the filter and click on the Delete button.

100 Deleting unwanted mail
Select the message you want to delete or select multiple messages using the check mark field. Click the Delete button.

101 Emptying the trash Items in the trash will remain there for 30 days before being automatically deleted. Items emptied from the trash can not be retrieved by you or anyone in the technology department. To empty trash, Click the Trash link. Select the messages you wish to delete. Click Delete forever or Choose Empty Trash now.

102 Creating a Signature Click the Settings button.
Choose Settings from the drop down menu

103 Creating a Signature Choose the General Tab and scroll down to Signature. Toggle off the radio button for No Signature. Create your Signature. Scroll to the bottom of the window. Click Save Changes. Only one signature can be created for your account.

104 Setting a vacation responder
Click the Settings button. Choose Settings from the drop down menu

105 Setting a vacation responder
Choose the General tab. Scroll down to Vacation Responder Toggle radio button to Vacation Responder On. Set the start and end date. Add your subject and message.

106 Setting a vacation responder
Choose who will receive the message while you are away. Click Save Changes. Vacation Responder will send an automated reply to incoming messages.

107 Setting a vacation responder
While the vacation responder is enabled, you will see a banner across the top of any Gmail page. You can disable the vacation responder by clicking End Now within the banner or by going back to Setting and toggling Vacation Responder Off.

108 Display Density Click the Settings button.
Choose the preferred Display Density.

109 Changing Settings Click the Settings button.
Choose Settings from the drop down menu

110 Changing Settings From the General Tab, Set the Maximum page size.
Set the Default Reply Behavior to Reply only. Set the Conversation View to Conversation View to Off.

111 Changing Settings Make changes to the Stars Settings if desired.
Set Desktop Notifications to ON for New Mail. Change Create contacts for auto-complete if desired.

112 Changing Settings Set Snippets preferences. Choose Save Changes

113 Web Clip Settings Choose the Web Clips Tab
Remove the check beside “Show my web clips above the Inbox”

114 Labs Settings From the Labs tab, enable any experimental features you want to try. These features are sometime withdraw from availability by Google. Canned Responses – for messages or text that you need to send often.

115 Labs Settings Default Text Styling allows you to change text style to better suit your preferences. Google Calendar Gadget adds a box in the left column of your Gmail window to show your Calendar to see upcoming events, locations, and details. Google Docs Gadget adds a box in the left column which displays your Google docs.

116 Labs Settings Google Docs Preview in Mail shows preview of documents, spreadsheets, and presentations directly in the when you receive any link to a Google doc.

117 Labs Settiings Inserting Images allows you to insert images into a message body. Mark as Read enables a button to mark a message as read Preview Pane provides a preview pane to read mail to the right of your message list.

118 Labs Settings Undo Send stops messages from being sent for a few seconds after pressing the send button. After enabling this lab, the number of seconds can be edited from the General tab. The default setting is 10 seconds. Unread message icon allows you to see how many unread messages are in your inbox with a quick glance at the tab’s icon.

119 Lab Settings Click Save Changes when you are finished enabling labs.

120 Changing Inbox View Click the drop down arrow to the right of the Toggle Split Pane Mode button. Select No Split, Vertical Split, or Horizontal Split based on your preference. If No Split is selected, you must click on each to view and read the message.

121 Changing Themes and Backgrounds
Click Settings. Choose Themes

122 Changing Themes and Backgrounds
Select your desired theme.

123 Changing Themes and Backgrounds
Custom Themes allow you to choose a photograph as your theme or background.


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