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