Use this document to quickly review the steps needed to get the most out of your Gmail account.

Size: px

Start display at page:

Download "Use this document to quickly review the steps needed to get the most out of your Gmail account."

Kellie McDowell
6 years ago
Views:

The How to Dos of Gmail Overview Page 1 Gmail offers tremendous functionality to make your email easier to use.

1 The How to Dos of Gmail Overview Page 1 Gmail offers tremendous functionality to make your easier to use. This job aid provides the step-by-step instructions that are presented at the end of every lesson in Gmail. Use this document to quickly review the steps needed to get the most out of your Gmail account. Lesson 1: Introduction How to use Gmail : Start at the beginning and go to the end of the course Go to Gmail Home page and pick a specific lesson (average length is under 3 minutes) Tools provides job aids to enhance your use of Gmail Glossary includes terms that are unique to this course and separate Gmail from other legacy applications Audio Script will allow you to read along with the voice over Click the next arrow at the completion of each slide, a necessary feature to support universal accessibility Lesson 2: Understand Gmail How to identify different elements of Gmail: 1. Received messages are in the middle of the page 2. Compose and Labels are on the left of the page 3. Search feature is placed on top 4. More features are found by clicking on the settings icon 5. Click the down arrow next to Mail to access Contacts and Tasks Lesson 3: Compose an How to attach a document: Click the Attach files icon and attach the file Click Insert files using Google Drive to insert and share Google Drive file How to send a file using Google Drive: Click the Google Drive icon Click Upload or My Drive and select a file Click Insert

2 Page 2 How to insert a hyperlink: 1. Select the text you want to have the hyperlink 2. Click on the hyperlink icon 3. Enter the location (a web address or already addressed ) for the hyperlink 4. Click OK How to use Gmail s spell check: 1. Click Check Spelling in the top right of the composition area 2. Click on words that are highlighted in yellow 3. Select the correctly spelled word 4. Click Done to finish spell check Lesson 4: Set up a Signature How to set up a signature: 2. Under the General tab, find the Signature option 3. Enter your new signature text in the box at the bottom of the page next to the Signature option 4. Click Save Changes How to enable Signature Tweaks: Click the settings icon, then Settings Scroll down and click the box under the signature field Click Save Changes Lesson 5: Create a Vacation Responder How to create a Vacation Responder: 2. Under the General tab, find the Vacation responder option 3. Click the Vacation responder on radio button 4. Select the dates you will be away from 5. Enter in the subject and message you want people to receive while you are away 6. Click Save Changes

3 Page 3 Lesson 6: Understand Gmail s Conversations How to read a conversation thread: 1. Click on the to open conversation view 2. Click on a specific you want to read, or 3. Click the expand all icon on the right, older s are higher up on the page, scroll down as you read How to print an entire conversation: Click the print all icon on the top right side of the page How to forward a specific Click Forward and enter the name of the recipient How to forward an entire conversation: Click More, then Forward all on the top right side of the page How to turn off Conversation View: 2. Under the General tab, find the Conversation View option 3. Click the Conversation view off radio button 4. Click Save Changes Lesson 7: Organize Your with Archive and Labels How to Archive a conversation that you are currently viewing: Click Archive How to create a Label for an that you are currently viewing: 1. Click the Labels button 2. Select Create a new label 3. Enter the name of the Label 4. Click OK How remove a Label from an that you are currently viewing: Click the x next to the Label How to manage Labels from Settings: 2. Click Labels

4 Page 4 3. Create, remove, hide, or rename your Labels How to manage Labels from the Inbox: 1. Click in the box next to the Label 2. Select, Label color, hide, rename, or remove a Label Lesson 8: File with Nested Labels How to create Nested Labels: 1. Click the box next to the Label 2. Select Add sublabel, then create child labels by entering the name of a child label, and selecting the correct parent label. Lesson 9: Search for Messages in Gmail How to use Gmail s basic search: 1. Enter terms into the Search bar on the top of the page 2. Click the search icon How to use Gmail s advanced search options: 1. Click the down arrow in the search box 2. Enter information to narrow your search 3. Click the search icon Lesson 10: Manage Your Automatically with Filters How to create a Filter: 1. Click the down arrow in the search box (located to the right of the Search the Web button at the top of your Inbox) 2. Enter your filter criteria in the appropriate field(s) 3. Click Create filter with this search 4. Select one or more actions from the list 5. If you'd like to apply this filter to messages already in Gmail, select the Also apply filter to x matching conversations checkbox 6. Click Create filter How to create a filter from within a message: 1. From an open , click More 2. Select Filter messages like these 3. Enter your filter criteria in the appropriate field(s)

5 Page 5 How to edit or delete existing filters: 2. Click Filters 3. Find the filter you'd like to change and click its edit link, or click delete to remove the filter 4. If you're editing the filter, enter the updated criteria for the filter in the appropriate fields, and click Continue 5. Update any actions and click Update filter Lesson 11: Contacts: Your Online Address Book How to create a contact: 1. Click the down arrow next to Mail, then select Contacts 2. Click the NEW CONTACT button in the top-left corner 3. Enter your contact's information in the appropriate fields 4. Click Save now to add your contact How to create a contact group: 1. Click the down arrow next to Mail, then select Contacts 2. Click the New Group link 3. Enter the name of the group 4. Click OK How to add contacts to a contact group: 1. Select the contacts in the Contacts list 2. Click the Groups icon 3. Select the group you'd like to add the contact to, or select New group to create a new group, then click Apply Lesson 12: Manage Your Responsibilities with Tasks How to create a Task list: 1. Click the down arrow next to Mail, then select Tasks 2. Enter your responsibilities 3. Change hierarchy with tab and shift tab 4. Reorder by clicking and dragging 5. Set to a due date

6 How to create additional Task lists: Click the Switch list icon, then select new list Page 6 How to add an to Tasks: 1. Select an 2. Click the More button 3. Select Add to Tasks How to delete a Task: 1. Select the task 2. Then click on the garbage icon Lesson 13: Undo Send: Retrieve an Unfinished How to enable Undo Send: 2. Scroll down and find Undo Send, click the Enable radio button 3. Click the drop-down menu to modify the cancellation time 4. Scroll down and click Save Changes How to retrieve an unfinished Click the Undo button that appears after sending an Lesson 14: Insert an Image How to use the drag and drop feature: 1. Select the image from the desktop or other location 2. Click on the image and hold down on the mouse button to drag the image on top of the message 3. Release the mouse button to drop the image into the How to insert an image from your computer: 1. Click COMPOSE to open a new 2. Click the Insert photos icon 3. Select Inline or Attachment 4. Drag and drop the image into the upload box, or 5. Click Select a File, select the image from your computer 6. Click on the image to resize

7 Page 7 How to insert an image from a web address: 1. Click COMPOSE to open a new 2. Click the Insert photo icon 3. Click the Web address option 4. Right click on top of the image, and select the option to copy the image s URL 5. Enter the web address, then click Insert 6. Click on the image to resize Lesson 15: Create a Canned Response How to enable the Canned response feature in Labs: 2. Click the Labs tab 3. Next to Canned responses, click the Enable radio button 4. Scroll down and press Save Changes How to create a Canned response: 1. Click COMPOSE to open a new 2. Enter text into the body of the 3. Click the down arrow, then Canned responses, select New canned response 4. Enter a name for this Canned response How to insert a Canned response: 1. From an open , click the down arrow and select Canned responses 2. Under Insert, select the name of the Canned response you want to enter Lesson 16: Instantly Communicate with Chat How to Chat: 1. Invite a contact to chat: enter their name in the Chat field, send invitation 2. Click on a contact s name to open a chat box 3. Type in the text field, press enter to send your message How to set your status: 1. Click on the arrow next to your name 2. Select a default message, or create a personal message

Pennsbury G-Mail Composing and Sending Messages Compose

Pennsbury G-Mail Composing and Sending Messages From the main screen, click on the Compose button to begin drafting a new message: The new message window will appear. Enter the subject of the email on