Gmail Manual

ALL ABOUT GMAIL

HILLSBORO R-3 SCHOOL DISTRICT TECHNOLOGY DEPARTMENT

Table of Contents Personalizing Your Gmail Account ...... 1 Setting Up an Email Signature ...... 1 To Add Picture ...... 2 Creating Labels (Folders) ...... 3 Editing Labels (Renaming, Moving) ...... 4 Sending Email ...... 5 To Send a Message ...... 5 Formatting, Fonts, and Colors When Sending Emails ...... 6 Reading Email ...... 7 Replying to a Message ...... 7 Forwarding a Message ...... 8 Should I Delete or Archive? ...... 9 Deleting a Message ...... 9 Option 1: ...... 9 Option 2: ...... 9 Archiving Messages ...... 9 How to Archive ...... 9 To Find Archived Messages ...... 9 Moving Archived Messages Back to Inbox ...... 10 Marking Message as Read or Unread ...... 10 Marking Message as Not Important ...... 10 Training Markers ...... 11 How to Hide Markers ...... 11 Using Stars ...... 12 Adding a Star ...... 12 Adding More Star Designs ...... 12 Finding Starred Messages ...... 13 Ask Before Displaying Images ...... 14 Attachments ...... 15 Sending an Attachment ...... 15 Receiving Attachments ...... 16 Saving to Drive Download or Save to Google Drive ...... 16 Request Read Receipt ...... 17 Creating Contacts & Groups ...... 17 Google Drive Client ...... 24 Personalizing Your Gmail Account

Setting Up an Email Signature

1. Click the Gear icon in upper right corner 2. Click Settings 3. Under the General tab, scroll down until you get to signature

4. Add your name, title, address, and phone number 5. Scroll down to the bottom of the page and click Save Changes

The confidentiality statement will already appear on your email.

1 To Add Picture

1. Click the Gear icon in upper right corner 2. Click Settings 3. Click the General tab

4. Under the General tab, scroll down until you get to My picture 5. Click Select Picture (The following window will open)

6. Click Choose File 7. Locate File and Click Open 8. Click Save

2 Creating Labels (Folders)

Labels are similar to folders. The one advantage to labels, emails can belong to multiple labels. For example, you can add the email to your Urgent label and also to Administration label.

1. On the left side of your page, click on the More button 2. Click Create new label – the following window will open

3. Type in the name for your folder – If you want to place that folder in a subfolder, check box next to Next label under and click the drop down arrow and choose another folder 4. Click Create

Tip: If you just read an email and realized you needed a folder for that email you just read, click the labels drop down menu with the message you want to label

5. Select Create New 6. Type a name under Please Enter a New Label Name 7. Click OK

3 Editing Labels (Renaming, Moving)

1. Click the Gear icon in upper right corner 2. Click Settings 3. Click the Labels tab

4. Locate the label you want to Edit, and click the Edit button 5. Choose whether to rename or Nest 6. Click Save

4 Sending Email

To Send a Message

1. Click the Compose button on the left side of your screen

2. In the To box, type in the recipient’s email address

As you start typing, Gmail will suggest addresses from your Contacts list or Directory, click on the name you are trying to email

3. Enter a subject, in the Subject field 4. Type your message in the large white box below the subject 5. When you are finished, click the Send button at the bottom of the page on the left side

Tip: To change your default to Full Screen, once you are in compose mode, click the more button next to the trash icon and choose Default to full-screen.

5 Formatting, Fonts, and Colors When Sending Emails Gmail allows you to format your message by adding color and emphasizing key points.

1. Click on Compose 2. If you do not see the formatting toolbar, click the Formatting options icon in the lower left corner of the compose window next to the Send button 3. Choose a formatting tool for your email 4. Click Send

Insert file using Google Drive Insert Link

Attachment Insert Photo Insert Emoticon

Remove

Bold Underline Alignment Bullets Indent More Formatting

Italics Text Color Numbering Indent Less Quote Text Background

6 Reading Email Unread email will display in bold. Once you have read the message, it will no longer be in bold.

To read your email, click on the Recipient’s Name or Message Subject

Unread Message:

Read Message

Once you have read your message, you can either Reply, Forward, Delete, or Archive the message. Additional options include: Marking as Read, Not Important, Adding Task, Add Star, Create Event, or Filtering the message

Replying to a Message

1. To reply to a message, click in the box below the message and start typing OR Click the Reply arrow in the upper left corner. Note: To reply to all, click the down arrow next to the reply button and choose Reply to all

2. Type your message 3. Click the Send button at the bottom of the page

Tip: When you reply, the text from the rest of conversation can be seen by clicking the Show trimmed content icon.

Forwarding a Message

1. Open the message you are wanting to forward 2. Click the forward link located below the message (If you do not see the forward link, click the down arrow next to the Reply arrow) and choose Forward

3. Type in the name of the recipient(s) to whom you wish to forward the message 4. Type in your message to the recipient 5. If your message has attachments and you do not want to include them, click the X next to the attachment to remove it.

6. Click Send at the bottom of the page

Should I Delete or Archive? Archived messages stay in your “All Mail” label for future reference. If you delete a message, it will be permanently deleted after approximately 30 days. If you have a message, you know you will no longer need, delete it. If you are unsure if you will need it later, archive it.

Deleting a Message

Option 1: To delete an email, open the email and click the Trash icon (You can also click the folder icon and move to Trash)

Option 2: Check the box next to the message and click the Trash icon (You can also click the folder icon and move to Trash)

Archiving Messages Archiving your messages will remove them from your inbox, but does not delete them. It moves the messages to the All Mail label to allow you to view at a later date. Basically, it is like moving the message to a folder.

How to Archive 1. Click the check box to the left of the sender name 2. Click the Archive button (The message will be moved the All Mail label)

To Find Archived Messages 1. Click the All Mail label on the left 2. Type in key words into the search box and click the search button

Note: You can also refine your search by clicking the small arrow in your search box to enter additional criteria

Moving Archived Messages Back to Inbox Search for message under All Mail

Select the checkbox to the left of the message

Click the Move to Inbox button in the toolbar

Marking Message as Read or Unread 1. Check the boxes to the left of the Recipient’s name, on the messages you want to mark 2. Click the More button at the top of the page and choose Mark as read or Mark as unread

If Unread will be in bold/If Read will not be bold

Marking Message as Not Important

1. Click the yellow tag to the left of the recipient’s name (The tag will no longer be yellow)

10 Gmail tries to prioritize your email on what is considered important or not by taking into account a number of signals, such as:

 Who you email: if you email a person a lot, it will likely be flagged important  Which messages you open: Messages that are opened vs. ones that are skipped will likely be flagged important  Keywords: If you always open messages about a particular subject, they will likely be flagged as important  Which messages you reply to: If you always reply to a specific person, then messages sent by that person or likely to be flagged  Stars, Archive, and Delete: Message you Star are likely to be flagged as important vs ones you archive

To see why a particular email was flagged as important, hover over the recipient name

Training Markers If your message is not being classified correctly, you can train Gmail to more accurately mark the message. If you mark the message as important, Gmail will look at what you are marking as important and eventually begin classifying them correctly. The same is true if a message is classified as important when it is not. Uncheck the Mark as Important tag.

How to Hide Markers If you would prefer not to see the markers you can turn them off.

1. Click on Gear in the upper right corner 2. Click Settings 3. Click on the Inbox tab 4. In the Importance markers section, choose No markers 5. Click Save Changes

11 Using Stars If you are wanting to mark a message as important or want to reply to it later, you can star the message as an easy reminder. Stars will appear to the left of the sender’s name in your inbox.

Adding a Star There are multiple ways to add a star

 From your inbox, click the star icon to the left of the sender’s name (Once you click the star, it will change color)

 While reading a message, click the star icon in the upper right corner of your message near the time

 While writing a new message, click more button next to the trash, choose label and click Add star

Adding More Star Designs If you want to change your star options

1. Click the Gear Settings Box in the top right corner of your Gmail 2. Click Settings 3. Scroll down to the Stars section of the General tab 4. Drag stars from the not in use, to the In use 5. Click Save Changes at the bottom of the page

6. To change your Star Design from your email, continue clicking on the star until it changes to the color/design you want.

12 Finding Starred Messages To see all your starred messaged, click on Starred on the left side of the page under your Inbox OR youc can type “is: starred” in the search box

Starred Messages will appear in your Primary tab. If you do not want to see starred items in your Primary tab, click the + icon to the right of your tabs and uncheck the box “Include starred in Primary”

Ask Before Displaying Images 1. Click the Gear Settings 2. Scroll down to Images

3. Choose Ask before displaying external images if you do not want the image to automatically display

14 Attachments

Sending an Attachment

1. Click on the Compose button

2. Click the Paper Clip at the bottom of the New Message window

(The following window will open)

3. Locate the file/graphic you want to attach 4. Click Open

(You will now see the file in your email)

Tip: A quick way to add an attachment is using the drag-n-drop method. Just choose a file to attach and drag it anywhere over the body of the message, and let go.

Receiving Attachments

When you receive an email having an attachment, you will see the thumbnails of the attachments at the bottom of your message

1. To View, Print, or Share 2. Click on the thumbnail to preview the file

Saving to Drive

Download or Save to Google Drive

1. Move your cursor over the top of the page and you will see the download and google drive icon

When you download the file, it will be saved to your browser setting location – usually your downloads folder.

16 1. Click Print icon to print the file 2. Click Google Drive to open and Save to Google Drive

Request Read Receipt

There may be times when you want confirmation that your email has been read. A Read Receipt is an email notification that a recipient has opened the email you sent. The receipt will confirm your message was opened along with the time.

1. Click the Compose button 2. Click on the More options arrow 3. Click Request read receipt

Once you have sent the message, and the recipient opens the message, they will receive the following message when closing out of it.

Note: You will not receive notification unless the recipient chooses Send receipts

Contacts & Groups on Page 18

17 Contacts

Contacts View 1. From Gmail, click on the drop down arrow next to Mail (on the top left side of your page) and choose Contacts

Adding a New Contact

2. Click on New Contact – the following window will open

3. Click on Add Name and type in name

4. To add Job Title, click on Job Title 5. To add Company, click on Company 6. Type in email address 7. Complete any remaining fields 8. For additional fields, click on the Add button

9. Click Save Now in upper right hand corner

19 Creating Groups

Contacts View

1. From Gmail, click on the drop down arrow next to Mail (on the top left side of your page) and choose Contacts

2. Click on New Group – a window will open prompting you to enter the name of your group 3. Type in name of Group

4. Click OK

Adding Names to Group

1. Click on the Group for which you want to add contacts (will be in red) 2. Click the Add contact icon at the top of the page

3. Type in email address (as you are typing, a list of current contacts will appear) 4. Click on correct contact or press enter

5. Begin typing email address of next person to add to your group 6. Click Add button when finished Names will appear in the group inbox

22 To Delete Contact(s) from Group

1. Click on Group on left side of page 2. Check box next to name(s) to delete 3. Click Groups Icon 4. Uncheck box from Group 5. Click Apply

23 Installing Google Drive Client

1. Open a browser and do a Google Search for Google Drive Downloads

2. Click on the link from Google to download Google Drive

3. Hover over Download Drive 4. Choose Mac and PC

The following window will open:

5. Click on Accept and Install

You may be prompted to Save or Open file. If prompted to open, click Open. If your only choice is Save File – click Save File. Note the location of the saved file – most of the time it will go to your downloads folder and will appear in the bottom left corner of your screen. If you do not see the file in lower left corner and are using Firefox, click the down arrow in the upper right corner and click on the googledrivesync file. OR

OR If you do not see the downloads arrow, click on start button, My Computer and click on the downloads folder on the left. Double-click on the googledrivesyn file on the right

6. If prompted to allow this program to make changes, click yes. 7. Click Run

Google Drive will start installing and once installed, you will be prompted that the Installation is Complete

YOU MIGHT NOT NEED TO DO STEPS 8 OR 9. IF YOU SEE THE SCREEN WITH THE GET STARTED, CONTINUE WITH STEP 10.

8. The Google Drive icon will appear on your taskbar

9. Click on the icon – the following window will open

10. Click Get Started

11. Enter your email address and password 12. Click Sign In

Note: You may be prompted to restart your PC

File will begin installing – the following window will open

13. Click Next

27 The following window will open

15. Click Next

The following window will open

16. Click Next

17. Click Advanced Setup

18. Click Change

19. Scroll down and click on your C: Drive and click New Folder and name it My Google Drive

20. Click Select Folder – screen will default back to Sync Options 21. Leave radio button checked next to Everything in My Drive

22. Click Start Sync

23. Click Close after sync has been completed

Note: You may be prompted to install the Chrome Extension when you go to your email in Chrome – go ahead and allow the extension to be added