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GmailChapter 1: Introduction to Gmail

Table of ContentsMap of Gmail

Display Density settingsKey differences from Outlook

Reading mailOrganizing and searchingKeyboard shortcutsSignaturesUndoStarred itemsEmail notificationSpell checkChatTasksOut of office responderAdditional features

Keyboard shortcutsOverviewList of keyboard shortcuts

Mail delegationOverviewDelegating accessRemove delegated access to your account

Gmail labsOverviewTurn on Labs and try experimentsTurn off Labs and experiments

Map of Gmail

Sidebar links Description

Custom school Apps logo uploaded by administrator tocustomize the inbox


Compose Mail opens a new message window

Inbox shows your conversations (the number in parenthesesindicates how many unread conversations you have).

Starred shows you only messages you've marked with a star(use stars to mean whatever you'd like).

Important shows messages

Chats lists your archived Chat conversations.

Sent Mail shows messages you've sent

Drafts houses messages you've started and saved to work onlater

Spam is where we send the messages we think are suspicious

Trash is where messages you delete end up; you can empty thetrash whenever you feel like it

Custom labels are used to categorize and identify messagesyou receive. The number in parenthesis indicates unread

conversations, the color next to the label name indicates the colorassigned to the label.


Contacts lists the email addresses of people you'vecorresponded with; you can add more details as you see fit

Tasks lets you enter and track todo lists

Display Density settingsGmail automatically adjusts the amount or “density” of information on a page when you adjustyour browser window or when you use different sized screens (when you view your Gmailaccount on a small computer monitor versus a large one, for example). The “Display Density”setting affects how much space you see between labels, around inbox sections, and betweenindividual messages in your inbox.

If you prefer a denser view no matter what size your monitor, then you can set a limit on yourdefault density. This setting reflects the lowest densitythe most spacepermitted for youraccount. If you make your browser window smaller or move to a smaller screen, Gmail will stillautomatically resize to a higher density so that you can navigate your inbox with ease, but it willnever be less dense than you requested.

Here's how it works:

Comfortable Cozy Compact

Small screen

Mediumscreen


Big screen

Flip through fullscreen previews of these density settings.

To adjust this limit, just follow these steps:

1. Click the gear icon at the top corner of your inbox.2. Choose from Comfortable (least dense), Cozy, and Compact (densest).

If you don’t see an immediate change, it’s because your browser is currently smaller thanpermissible with the selected density. In this case you’ll see that the setting is annotated with “onlarger screens.” We also annotate the density that Gmail is currently using with “current view.”Changing this setting doesn’t affect any other Google products you use.

Key differences from Outlook

Reading mail

https://mail.google.com/mail/help/newlook_sizes.html


Individual messages Conversations

To make the transition from Microsoft Outlook as smooth as possible, learn how you canaccomplish the same tasks in Gmail. Check out some differences and discover new featuresalong the way to jumpstart your switch and unleash your productivity.

One of the major differences between Gmail and Outlook is the way they each list your emailmessages. Outlook lists incoming email individually, regardless if it's a new message or aresponse to a prior email message. Gmail helps you manage messages more efficiently bylisting groups of emails, called conversations.

Conversations are a collection of messages with the same subject line. When you click to reada conversation, you'll see all of the back and forth email responses that happens over the courseof a single email conversation.

Lengthy email exchanges are simplified by keeping everything together no more huntingaround to find bits and pieces of the same conversation!


Besides keeping your Inbox less cluttered and more organized, conversations also allow you tomanage messages as a group. Any action you take on a conversation will affect all its contents.You can archive, delete, move, and label entire conversations with a few clicks.

Note: Users have the ability to switch between conversation view and the traditionalmessagebased unthreaded view. When a user switches to unthreaded view, messages are nolonger grouped together into a conversation, and each message is shown as a separate entry inthe inbox. The inbox is still sorted in reverse chronological order.

Organizing and searching

Folder and rules Labels, filters, search andpriority inbox

Four Gmail features make organizing and finding mail in your account a snap: Labels, Filters,Search and Priority Inbox. In combination, these features will allow you to categorize, search,and automatically process your mail in powerful ways. By reducing the time and energy spentorganizing your mail, you can get back to more productive activities.

1. Labels


While you won't find folders in Gmail, you can use labels to organize email messages. Becausemultiple labels can be applied to the same conversation, you have the flexibility to manageconversations that may fall under more than one category.

By clicking on a label, you can view a chronological list of all conversations that have beentagged with that particular label. Unlike folders, messages with multiple labels will display in eachlabel.

2. FiltersCreate filters that automatically label, archive, delete, and forward messages and let Gmail dothe work for you. You can control which actions are taken based on the message subject, whosent the message, what text is included, whether it has an attachment, etc.

To get started with filters, click the Settings link in your account and select the Filters tab

or click on the dropdown arrow in the search box, enter in any criteria, and then select Createfilter with this search


A new dialog box will open and you will be able to apply additional parameters for your filter. Makesure you click Create Filter


Choosing to create a new filter lets you specify what messages you want to filter and test howthe filter will work.

3. SearchNot sure if the message you're looking for is covered by your labels and filters? Not to worry,searching in Gmail is the best way to find messages. Try it and you'll find the same attributesthat Google is known for: laser accuracy and blazing speed.

Start at the search bar at the top of the page and type whatever you remember from themessage (e.g. text from the subject or message body, the recipient, etc.). You can also refineyour query by using search operators or the advanced search option to hone in on messageswith specific senders, recipients, subjects, labels, attachments, or date ranges.


4. Priority InboxPriority Inbox is a view of your inbox that automatically helps you focus on your most importantmessages. Priority Inbox splits your inbox into three sections: “Important and unread,” “Starred,”and “Everything else”. Messages are automatically categorized as they arrive in your inbox.

To learn more about Gmail’s priority inbox, please watch this video.

Gmail uses a variety of signals to predict which messages are important, including the peopleyou email most and which messages you open and reply to (these are likely more important thanthe ones you skip over). And as you use Gmail, it will get better. You can improve the ranking inPriority Inbox by clicking the important buttons next to an email or conversation to indicate thesender or topic are important.

Note: If you have set up Priority Inbox on your desktop version of Gmail, you will now see thesame sections in your Gmail account. You’ll also see importance markers in your inbox, so youcan quickly identify which messages are important.

Keyboard shortcuts

Keyboard shortcuts Keyboard shortcuts

As with Outlook, Gmail provides keyboard shortcuts to efficiently navigate and take swift actionon your email. To bring up a full menu of keyboard shortcuts, press Shift + ? when viewing youremail. Check the Settings area to make sure keyboard shortcuts are enabled.

http://www.youtube.com/watch?v=5nt3gE9dGHQ


Signatures

2 types: compose mailand replies to messages

1 signature for all mail, Labsfor more

You can set a default signature that will be applied to all sent messages. To set up yoursignature, visit the Settings under the General tab.

Rich text signatures are available in Gmail allowing you to add your own formatting, images andlinks to your email signatures. If you have configured your Gmail account to also send mail using


the Send mail as/custom ‘from’ feature, then you can now also have a unique signature for eachthese other addresses that you’ve added to your account.

[For Labsenabled Domains] You can add advanced features to your Signature in Gmail byenabling some experimental labs features. The Signature Tweaks lab lets you modify where yoursignature is placed in email messages, and the Location in Signature lab adds a map displayingthe location from where you sent the email directly in the signature.

Undo

Undo Undo

Gmail allows you to undo actions that you take on your messages. For example, if you movedyour message to the wrong folder, press the z key to undo the action or click Undo in the yellowbar that will appear at the top of the page. While typing or editing a message, you can also pressCtrl z to undo your last action.

[For Labsenabled Domains] If you tend to send emails too hastily, enable the Undo Send lab.After initially sending your message, you'll have a couple of seconds to reconsider and undosending the email message.

Starred items

Red flags Starred items


In Gmail, you can mark priority messages just as you can add a red flag in Outlook. Simply clickthe star icon (next to the sender's name) to star a message (click it again to remove the star). Tosee all the messages that you've starred, click the Starred link on the left side of your account.

You can enhance the starring feature by enabling the Superstars in your account settings. Thisfeature allows you to use different types and colors of stars by toggling through a handful oficons, giving you another way to prioritize and flag your email.

Email notification

Notification for new email Gmail notifier

To have email notifications pop up in the corner of your screen when you receive a newmessage, you can download the Google Talk client (Windows only) or the Gmail Notifier(Windows & Mac).

Spell check

Automatic spell check Manual spell check/browser

With Gmail, there are two ways to make sure nothing is misspelled:

Use the Check Spelling feature, located in the upperright corner when you're composinga message. Misspelled words will be highlighted in yellow simply click on the

http://talk.google.com/

http://toolbar.google.com/gmail-helper/notifier_windows.html

http://toolbar.google.com/gmail-helper/notifier_mac.html


highlighted words to view a list of suggested corrections.

Use a browser with an automatic spell checker (Firefox, Safari, Google Chrome) andmisspelled words will be automatically underlined in red.

Are you sending a message in a different language? Check those messages too byclicking the black arrow next to the Check Spelling feature and selecting one of Gmail's36 language dictionaries.

Chat

http://www.google.com/url?q=http%3A%2F%2Fwww.mozilla.com%2F&sa=D&sntz=1&usg=AFQjCNHD7jdVC7GhXbPRLxDmHo1tV3DeFA

http://www.google.com/chrome


n/a Chat

[For Chatenabled domains]

Gmail provides a chat feature for those times when you want to quickly check in with yourcolleagues. Instead of waiting for email replies, exchange instant messages and get tasks donefaster.

To start chatting, type in a coworker's email address into the chat gadget (on the left side of yourInbox) and select 'Invite to chat' in the dropdown menu that appears.

Once your coworker accepts your invitation, you'll see a colored dot next to names in your chatlist. When they are online, the colored ball is green, red if they are busy, yellow if they are idle,and gray if they are offline. If they are also available by video chat, then you will see a cameraicon. Click their name in the list to start a chat conversation.

You can also make voice and video calls with Gmail's chat feature after downloading the voiceand video chat plugin. If you're chatting with a contact that has a camera icon next to their namein your chat list, click Video & more at the bottom of your chat window to start a voice or videochat.

http://mail.google.com/videochat


Tasks

Tasks Tasks

Gmail also allows you to keep track of todo lists in a similar way to Outlook's tasks feature. The'Tasks' link appears on the left side of your account by clicking the dropdown arrow next to themail link. Click on 'Tasks' to open the todo list window. In the tasks window, click the '+' icon toget started and add a task. Once you've completed a task, check it off the list.


Out of office responder

Out of office responder(Exchange Server only) Vacation Responder

When you're away from your email, set up an automatic reply for your incoming messages. Inthe Vacation responder section of your Settings page, enter a message and turn theautoresponse on or off as needed. If you don't want people who are contacting you for the firsttime to receive your autoresponse, select 'Only send to people in my Contacts.'

[For Labsenabled Domains] To preset your vacation responder during a specific time range,you can enable the Vacation Time! lab this feature lets you assign a start and end date for yourautoresponse.

Additional features

n/a Custom label colors, emailtemplates, calendar gadget

Throughout this document, sections marked with "[For Labsenabled Domains]" describefeatures that are only available if your domain has enabled the special "Labs" feature of Gmail.While these features are still considered experimental, they are a great way to customize yourInbox to make it work for you. In addition to the Labs features mentioned in this document, thereare a number of additional options, including offline access to Mail, custom label colors, addingpictures to chat, custom keyboard shortcuts, and more.


To enable Labs features, click the Labs link at the top right of your page in the Settingsdropdown menu (or click Mail Settings, then select the Labs tab). If you do not see Labsenabled in your account, contact your domain administrator for additional information.

Please note: If your domain does not have labs enabled, or you have not turned on labs yet for


your account, you will not see these options.

Keep in mind that Gmail is a web application, which means that features can be updated andadded without the trouble of downloading or installing updates. Because of this, Gmail willcontinually add new functionality to help you be even more productive. To stay updated on newreleases and changes to your Mail, check in on the Google Apps Updates Blog.

Keyboard shortcuts

OverviewKeyboard shortcuts help you save time by allowing you to never have to take your hands off thekeyboard to use the mouse. For example, instead of clicking "compose" to open a newmessage, you can press 'c'.

You'll need a Standard 101/102Key or Natural PS/2 Keyboard to use the shortcuts.

In order to use keyboard shortcuts, you need to turn them on. To turn these casesensitiveshortcuts on or off, click Settings, and then pick an option next to Keyboard shortcuts.

Throughout the remaining chapters and lessons, there will be a <Keyboard shortcuts> sectionthat will denote how to accomplish a task using shortcuts instead of navigating with the mouse.

List of keyboard shortcutsYou can also access a list of keyboard shortcuts by typing "shift?"

ShortcutKey Definition Action

http://www.google.com/url?q=http%3A%2F%2Fgoogleappsupdates.blogspot.com%2F&sa=D&sntz=1&usg=AFQjCNF8QuJZF6RuipYDNUgjjTZVQayJkA


c Compose Allows you to compose a new message. <Shift> + callows you to compose a message in a new window.

/ Search Puts your cursor in the search box.

kMove to newerconversation

Opens or moves your cursor to a more recentconversation. You can hit <Enter> to expand aconversation.

jMove to olderconversation

Opens or moves your cursor to the next oldestconversation. You can hit <Enter> to expand aconversation.

nNext message Moves your cursor to the next message. You can hit

<Enter> to expand or collapse a message. (Onlyapplicable in 'Conversation View.')

pPreviousmessage

Moves your cursor to the previous message. You canhit <Enter> to expand or collapse a message. (Onlyapplicable in 'Conversation View.')

o or<Enter> Open Opens your conversation. Also expands or collapsesa message if you are in 'Conversation View.'

uReturn toconversationlist

Refreshes your page and returns you to the inbox, orlist of conversations.

e Archive Archive your conversation from any view.

mMute Archives the conversation, and all future messages

skip the Inbox unless sent or cc'd directly to you.Learn more.

x

Selectconversation

Automatically checks and selects a conversation sothat you can archive, apply a label, or choose anaction from the dropdown menu to apply to thatconversation.

sStar amessage orconversation

Adds or removes a star to a message orconversation. Stars allow you to give a message orconversation a special status.

http://edutraining.googleapps.com/Training-Home/module-2-mail/chapter-1/answer.py?answer=47787


! Report spam Marks a message as spam and removes it from yourconversation list.

rReply Replies to the message sender. <Shift> + r allows

you to reply to a message in a new window. (Onlyapplicable in 'Conversation View.')

aReply all Replies to all message recipients. <Shift> +a allows

you to reply to all message recipients in a newwindow. (Only applicable in 'Conversation View.')

fForward Forwards a message. <Shift> + f allows you to

forward a message in a new window. (Onlyapplicable in 'Conversation View.')

<Esc> Escape frominput field

Removes the cursor from your current input field.

<Ctrl> +s

Save draft Saves the current text as a draft when composing amessage. Hold the <Ctrl> key while pressing s andmake sure your cursor is in one of the text fields either the composition pane, or any of the To, CC,BCC, or Subject fields when using this shortcut.

# Delete Moves the conversation to Trash.

l Label Opens the Labels menu to label a conversation.

v Move to Moves the conversation from the inbox to a differentlabel, Spam or Trash.

<Shift>+ i Mark as read Marks your message as 'read' and skip to the nextmessage.

<Shift>+ u Mark asunread

Marks your message as 'unread' so you can go backto it later.

[ Archive andprevious

Archives your conversation and moves to theprevious one.

] Archive andnext

Archives your conversation and moves to the nextone.

http://edutraining.googleapps.com/Training-Home/module-2-mail/chapter-1/answer.py?answer=6587


z Undo Undoes your previous action, if possible (works foractions with an 'undo' link).

<Shift>+ n Update currentconversation

Updates your current conversation when there arenew messages.

q Move cursor tochat search

Moves your cursor directly to the chat search box.

y

Remove fromCurrent View*

Automatically removes the message or conversationfrom your current view.

From 'Inbox,' 'y' means Archive From 'Starred,' 'y' means Unstar From 'Trash,' 'y' means Move to inbox From any label, 'y' means Remove the label

* 'y' has no effect if you're in 'Spam,' 'Sent,' or 'AllMail.'

. Show moreactions

Displays the 'More Actions' dropdown menu.

?Showkeyboardshortcuts help

Displays the keyboard shortcuts help menu withinany page you're on.

Combokeys Use the following combinations of keys to navigate through Gmail.

Shortcut Key Definition Action

<tab> then<Enter>Sendmessage

After composing your message, use thiscombination to send it automatically. (Supportedin Internet Explorer and Firefox, on Windows.)

y then o Archive andnext

Archives your conversation and moves to thenext one.

g then aGo to 'AllMail'

Takes you to 'All Mail,' the storage site for allmail you've ever sent or received (and have notdeleted).

g then s Go to'Starred'

Takes you to all conversations you have starred.


g then c Go to'Contacts'

Takes you to your Contacts list.

g then d Go to'Drafts'

Takes you to all drafts you have saved.

g then i Go to'Inbox'

Returns you to the inbox.

g then t Go to 'SentMail'

Takes you to all mail you've sent.

* then a Select all Selects all mail.

* then n Select none Deselects all mail.

* then r Select read Selects all mail you've read.

* then u Selectunread

Selects all unread mail.

* then s Selectstarred

Selects all starred mail.

* then t Selectunstarred

Selects all unstarred mail.

Mail delegation

OverviewYou can delegate access to your Gmail to another person so they can read, send, and deletemessages on your behalf. For example, you can delegate email rights to an admin in yourorganization, or you could delegate your personal email access to your spouse. The delegatecan also access the other person's contacts by clicking the Contacts link. Clicking the To, Cc,or Bcc links in the mail compose window will also bring up your contacts.

>> Watch this video on delegation in Gmail

https://www.youtube.com/watch?v=1I5Xq69E0M8&feature=player_embedded


Delegating accessYou won't be able to give anyone permission to change your account password or accountsettings, or chat on your behalf. Google Apps for Education users can specify up to 25 users.Here's how:

1. Click the gear icon in the upperright and select Mail settings, and select theAccounts and Import tab.

2. Under 'Grant access to your account,' click the Add another account link.3. Enter the email address of the person you'd like to access your account and click Next

Step. Remember you can only enter a Google Mail address.4. You'll see a confirmation message. Click Send email to grant access if you're sure.5. The delegate will receive a verification email explaining that you've granted access to

them. After the delegate confirms this request, it may take up to 30 minutes for the

verification process to be completed. To see if the delegate has confirmedaccess to your account, look at the Accounts tab in Settings

Any messages someone else sends from your account will have your name listed in addition tothe other person's name, so they'll show the sender as: Your Name (sent by Delegate).If someone has granted access to their account to you, you can access it by clicking thedownarrow next to your email address in the upperright corner. Click Switch account andchoose your delegate's email address.

Remove delegated access to your accountIf you no longer want to grant somebody else access to your account, follow these instructions:

1. Click the gear icon in the top right corner of Gmail and choose Mail settings2. Click the Accounts and Import tab.3. In the "Grant access to your account" section, click delete on any account you want to

remove.

Gmail labs

OverviewGmail Labs allows you to try out experimental new features in Gmail. Google engineers areconstantly thinking of neat new ways to help you with your inbox, and Labs is a way for them tolet you try it out for yourself. Think of Labs as a place to try the newest – but not necessarily themost stable – features of Gmail. When we believe these features are useful for users and ready


for prime time, we will 'graduate' them from Labs and integrate them into regular Gmail. Taskswas the first graduate of Labs, but we plan to keep working on adding and graduating more!

Please note: Your school Apps domain administrator must turn on Labs for the school. If youare unable to turn on Labs (as reviewed in the next step), ask your school Apps domainadministrator to turn the Labs service on.

In Labs you'll see a list of options to try each of those options is called an 'experiment.' You canpick and choose which experiments to try, you don't have to turn them all on (although you arecertainly welcome to!). Throughout the chapters on Gmail we will introduce several useful Labsthat can help with managing your inbox and messages.

If you're going to brave the Labs world, it's important to keep the following things in mind aboutthese features:

They may break at any time. Similarly, they may disappear temporarily or permanently. They may work so well that they graduate and become regular features. (like Tasks!)

So, with that in mind, If you encounter any problems while you have a Labs feature enabled, hereare some things you can do:

Temporarily disable Labs and get your account back to normal. If you'd like to help pinpoint the problem, you can disable each 'experiment' until the

problem goes away; then, report what happened. Give us feedback by using the 'Send feedback' link next to the Lab in question on the

Labs tab of the Gmail Settings, or visit the Labs Feedback Group. You can use thefeedback groups as a place to report bugs, tell us what you like and dislike about thefeature, and share special ways in which you're using it.

Turn on Labs and try experimentsWant to get started with Labs? You can do this in a few quick clicks.

1. Click Settings in the top right of your Gmail page.2. Select the 'Labs' tab and identify the options (or 'experiments') you want to enable.

3. Click the 'Enable' radio button to turn on an experiment

http://groups.google.com/group/gmail-labs


4. Click 'Save Changes' at the bottom of the page.5. Your page may refresh but after the refresh, the experiment you just turned on will be

available in your Gmail account.

Once you've enabled Labs, you can add more Labs by clicking the Labs link in the top right sideof your Gmail page.

Don't see the 'Labs' tab in your Settings? It could be 1 of 2 reasons:1. Your school Apps domain administrator has not turned on Labs for your domain. Send an

email or ask your Apps domain administrator to turn on Labs so you can try out some ofthe useful mail options.

2. Some of the Gmail labs aren't yet compatible with all of our supported browsers. Labsare available only in Internet Explorer 8.0+, Firefox 3.6+, Safari 4.0+, and Google Chrome.You won't see a 'Labs' tab in your Settings if you're not using the newer version of Gmailon the browsers listed above. So keep in mind, if you're using Internet Explorer 6.0, youwill not have Gmail Labs.

Turn off Labs and experimentsIf you're having difficulty with Gmail and are currently using the Labs feature, we recommendtemporarily disabling Labs as a first step.

You can do so by going to the Labs tab in your settings. If you want to turn these experimentalfeatures off for good, though, follow these steps:

1. Click the Labs link at the top of your Gmail page under the Settings gear icon, or click


Settings in the top right of your Gmail page and select the 'Labs' tab.2. Select the Disable radio button by all the options or 'experiments' you've enabled.

3. If you want to have no experiments running, make sure that all the radio buttons in the listare marked Disable.

4. Click Save Changes.

You can always turn an experiment back on at anytime.

Alternatively, you can add a '?labs=0' parameter to the end of the URL to see your mail withoutlabs. For example, if you had access your email at http://mail.myschool.org, the 'no labs'address would be http://mail.myschool.org/mail/?labs=0 where myschool.org is your schoolApps domain.

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