getting started with gmail

Getting Started with Gmail

January 2012

Opening Gmail

• Go to www.google.com/a/wilkes.k12.nc.us

Type your username

Type your password

Click Sign-In

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

Inbox ButtonsSelect Button Refresh – Updates your inbox to show new messages

Inbox ButtonsMore Button

Inbox Buttons

Message CounterNewer/Older Arrows

Inbox ButtonsSplit Pane Button

Inbox ButtonsSettings Button

Message Buttons (Available only when a message is selected)

Archive Button Report Spam Delete Button

Message ButtonsMove To Button

Message ButtonsLabels Button (Similar to folders in Outlook)

Message Buttons

More Button

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.

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.

Deleted Messages

Choose Gmail Help Center

Deleted MessagesUnder Learn More >Popular articles >Choose “My messages have gone missing”

Deleted Messages

Choose Recovering deleted messages..

Deleted MessagesFollow the directions to attempt recovery.

If the directions fail to restore your messages, choose Click here to start investigating.

Reading mail in InboxClick on Inbox

Click on a message to view or read.

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

Opening AttachmentsPaperclip Icon indicates an attachment

Image attachments may appear as a preview within the message.

Opening Attachments

Attachments will show beneath the body of the message

View opens a previewof 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.

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

Deleting SpamSpam 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

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

Mislabeled SpamIf you mistakenly mark a message as spam, click the Spam link.

Indecent messages can still be reported to the Technology Department to be blocked globally for all WCS users.

Select the message. Click the Not Spam button.

Composing a MessageClick Compose. Enter email address in the To: field

Click Cc: (Carbon Copy)OrBcc: (Blind Carbon Copy) to enter email addresses.

Composing a MessageEnter Subject Enter Message Text

Click Send

Attaching a fileChoose Attach a file

Attaching a file

Browse to the file location and select it.

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

Saving DraftsDrafts are automatically saved as you compose email 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.

Replying to MessagesChoose the left arrow to reply to a message

Reply to AllClick the drop down arrow to the right of the Reply button.

Choose Reply to all

Forwarding MessagesClick the drop down arrow to the right of the Reply button.

Choose Forward.

Other ways to Reply, Reply to all, and Forward

You may also choose Reply, Reply to all, or Forward from the bottom of the email message.

Sending to a Distribution ListClick Compose Click the To: link

Click the drop down arrow to the right of My Contacts

Choose the Group

Sending to a Distribution ListSelect the All link to choose all recipients in the group

Click on a checkmark to deselect a recipient.

Sending to a Distribution ListRecipient names will populate in the To field

Click Done to add recipients to the message

Spell CheckUse the Check Spelling feature when composing messages.

Right click on any highlighted word to find spelling suggestions.

Choosing ContactsClick the drop down arrow next to Mail

Choose Contacts

Choosing ContactsClick on Directory to access individual users with wilkes.k12.nc.us email addresses

Type names in the search box to find wilkes.k12.nc.us email users and click the search button.

Use the forward and back arrows to navigate through the user listings.

Adding ContactsClick the drop down arrow next to Mail

Choose Contacts

Adding ContactsClick New Contact. Enter the contact information in the appropriate fields.

Click Add to add more fields. Changes are automatically saved.

Adding Contacts through the InboxChoose 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

Adding Contacts through the InboxYou can also add contacts by clicking on the arrow beside the reply button.

Choose Add to Contacts list

Choosing a Recipient through My Contacts

Click the drop down arrow next to Mail

Choose Contacts

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 email to the recipient.

Deleting a ContactClick the drop down arrow next to Mail

Choose Contacts

Deleting a ContactPlace a check beside the contact to be deleted.

Choose Delete Contacts

Click on the drop down arrow next to More

Creating a Group in My ContactsClick the drop down arrow next to Mail

Choose Contacts

Creating a Group in My ContactsChoose New Group

Name the group

Click OK

Creating a Group in My ContactsThe new group name will appear

Click My Contacts

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.

Creating a Group in My ContactsPlace a check beside the group name

Click Apply

Deleting a GroupClick the drop down arrow next to Mail

Choose Contacts

Deleting a GroupSelect the group name.

Deleting a GroupClick on the drop down arrow next to More

Choose Delete group

Starring a messageChoose the message from your inbox

Click the Star icon next to the message

Starring a messageYou can also star a message by clicking the drop down arrow beside the More button

Choose Add star

Starring a messageStarred items can be sorted using the Starred link

Star colors can be set and changed in the Settings menu.

Setting an email as importantChoose the message from the inbox. Click the tag icon.

Setting an email as importantClick the drop down arrow beside the More button

Choose Mark as important

Google “learns” important messages based on user statistics. Marking messages as important or not important helps Google’s accuracy when automatically classifying your messages.

Messages marked as important can easily be sorted using the Important link.

Changing the Inbox typeClick 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.

Finding messages in migrated foldersLocate, click on, and expand your .pst file from Outlook.

Open folders to view saved emails.

Renaming migrated foldersClick the drop down arrow next to your migrated .pst file

Choose Edit

Renaming migrated foldersType a new label for your personal folders

Click Save

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.

Searching for specific messagesSearching 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)

Creating a SignatureClick the Settings button.

Choose Settings from the drop down menu

Creating a SignatureChoose 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.

Changing SettingsClick the Settings button.

Choose Settings from the drop down menu

Changing SettingsFrom 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.

Changing SettingsMake changes to the Stars Settings if desired.

Set Desktop Notifications to ON for New Mail.

Change Create contacts for auto-complete if desired.

Changing SettingsSet Snippets preferences.

Choose Save Changes

Web Clip SettingsChoose the Web Clips Tab

Remove the check beside “Show my web clips above the Inbox”

Labs SettingsFrom 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.

Labs SettingsDefault Text Styling allows you to change email 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.

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

Labs SettiingsInserting 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.

Labs SettingsUndo 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.

Lab Settings

Click Save Changes when you are finished enabling labs.

Changing Inbox ViewClick 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 email to view and read the message.

Changing Themes and Backgrounds

Click Settings.

Choose Themes

Changing Themes and Backgrounds

Select your desired theme.

Changing Themes and Backgrounds

Custom Themes allow you to choose a photograph as your theme or background.