More on . More on

Transcription

1 Attachments... 4 Add, Send and Open an Attachment... 4 Save an Attachment... 5 More Actions Button... 5 Exercise... 5 Mark as Read... 6 Mark as Unread... 6 Add to Tasks... 6 Add Star... 6 Remove Star... 6 Create an Event... 6 Filter Messages... 6 Mute... 6 Manage Labels... 6 Create a Label... 6 Highlight a Label... 6 Customize themes and colors... 7 Exercise... 7 Change Design Settings... 7 Choose Your Own Colors... 7 Settings... 8 General... 8 Accounts and Imports... 8 Labels Filters... 9 More on In this lesson, you will learn to send attachments, use tools to manage messages, manage labels, customize color themes, and some account settings. Before you start, practice sending a few s to yourself. It will alleviate any mistakes with good messages.

2 Attachments If you have large files or are using some type of media, attachments are used to keep original format of files and documents. When you copy and paste into , it can lose the original formatting making it difficult for the receiver of the to view correctly. Add, Send and Open an Attachment You will need a saved document for this project. If you do not have one to practice with, create a quick word document and save it to your desk top. 1. Open your Gmail account. 2. Click on Compose Mail button. 3. Type your own Gmail address in the TO: box. 4. Type Attachment Practice in the Subject box. 5. Click on Attach a File link under the Subject. 6. Browse to your Desktop to the file you want to Attach (one you may already have created for this exercise). 7. Either double click the file or click it once then click on the Open button. 8. Then you will see under the Subject box, your attachment. 9. You will have another attach link to choose another file if you desire to do so. 10. Type a few words in the Message window and send it to yourself so you can see it work. 11. Look in your Inbox for your and Open it. 12. You will see the attachment under the message. 13. There are three options to open the attachment: View as HTML, Open as a Google Document and Download. 14. Click on Download and a File Download window will open up. 15. Click on Open to view your document

3 Save an Attachment To save an attachment: 1. Download the attachment. 2. In the File Download window click on Save. 3. In the Save As window, save file where you want it on your computer-for practice you can put it on your desktop. 4. After you have saved your document, you can open it from the icon that has been placed on your desktop. More Actions Button 1. The More Actions button is found above and below the list of messages in the Inbox. 2. You will need to click in the check box next to the message in the Inbox before choosing an option. 3. To use the More actions button, click on the list arrow at the right side of the button. Click on the option you want to use. Exercise: 4. Practice each of the tasks using a test that you have sent to yourself. 3

4 To use these tools, you must click in the check box at the left of the message in the Inbox. Then you can choose the preferred task for that message. Mark as Read Mark as Unread Add to Tasks Add Starr Remove Star Create an Event Filter messages like these Mute Removes the bold print for a specified message in your Inbox as if it has been read. Puts the bold print for a specified message back on the Inbox list as if has not been read. Puts message into the Tasks box. Adding a star highlights the little star next to the check box in the Inbox message list. Removes the star next to a message Uses the calendar link to keep track of upcoming events. Use identifying words to send s to a specific folder or label. Removes from a folder, but does not delete it. It will stay in any label you have set it for, or in your sent box. To remove mute, go to the folder or label it is stored in, click in check box, and move it to another label. Manage Labels Creating and managing labels allows you to manage messages. You will be able to put same topics in one label for easy access. To Create a Label: 1. Click on the more button under your system labels (or folders) and choose Create New Label. 2. Type in the name of new label and save. Highlight a Label: 3. To color code your labels point and click on the box at left of label name. A color chart will open and you can choose the color you want by clicking on it. 4. You will also see other options to remove color, rename the label, hide the label or delete the label. 4

5 Customize Themes and Colors Change the design settings 1. Click on Settings in upper right corner. 2. Under Settings click on the Themes link. 3. To choose from options available, just click on the design you like. 4. You will see a bar above the designs that says Your preferences have been saved. Choose your own colors Exercise: 1. Click on the Choose Your Own Colors button. 2. Create a custom theme window will open. 3. Point to a Text link and click on it. A color palate will open for each task. Click on the color of choice, then, click on the Plus sign to Add a Color. 4. Another palate will open for you to Apply or change the color. 5. When you have completed all the color changes for all the sections, click on Save, then Close. 5

6 Settings General 1. To change setting in your account, click on the Settings link in the upper right corner of gmail. 2. The General tab should be highlighted. 3. Read through each option and choose what you like or just leave it as it is until you are sure you want to change options. Accounts and Imports 1. To import and contacts from another account open the Settings window. Click on Accounts and Import 2. Click on Import Mail button and follow prompts. a. Sign into your other account, click continue b. Enter password for other account, click continue c. It will go to your account d. Choose Import options e. Click on Start Import f. Click OK when finished Some accounts may not be appropriate here, such as a company account. Information on company is the property of that organization and should stay there. 6

7 Labels 1. For more label editing, click on the Settings link in the upper right corner of Click on Labels in the window 3. You can Show or Hide System Labelsusually these are left in the default setting for continued use every time you use your account. 4. Labels section has the option to create a new label or edit the labels you already have. a. Rename a label by clicking on the name and typing a new one. b. If you Remove a label it will put your messages in the Inbox. Filters Filters can be created by clicking on the More Actions button and choosing Filter Messages or in the Settings window. 1. Open Settings window 2. Click on Create a new filter 3. Fill in the information that is needed for the filter a. You can do a test filter to see if it is doing what you expect, or, b. Click on the Next Step button 4. Click in the check boxes how you want to filter your messages 5. Click on Create Filter 7