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 the subject line and begin composing the body of your e-mail under the subject line. Adding Recipients Click in the To box and begin typing their name to search the directory, or by selecting Cc or Bcc at the right of the recipient box. Add recipients here Enter the subject here Type the body of the text here. 1
New Message Toolbar The toolbar at the bottom of the new message window gives you access to formatting tools, attachment options, the delete trashcan and the send button. The common icons are explained in this table: Font Styles (font, size, bold, color, alignment, bullets, etc.) Insert attachment Insert from Google Drive Add images Add links Delete More Options (full screen, label, print, spell check, etc.) Send your message Spell Check an e-mail Message To spell check your e-mail before sending, click on the More arrow at the far right of the new message toolbar. Select spell check from the menu. Once launched, questionable spellings will be highlighted. You are given the option to recheck or close the spell checking tool. Once you re done composing your message, just click Send. Undo a Sent Message To retrieve a message that you sent in error, click on the Settings cog at the top right-hand side of your Gmail window. Select Settings from the menu 2
Select the General tab if not already displaying Scroll to Undo Send Check the Enable Undo Send box -set timing to 30 seconds. Scroll to the bottom of the General tab and Save Changes Now when you send an e-mail you will see the option to undo or view the message: Receiving Gmail Messages Unread e-mails will appear in your Inbox in bold. Click on a message to view it. Depending on how your inbox is setup, there may be various tabs available to sort your incoming messages. To add or remove tabs: Select the settings cog Select configure inbox Check or uncheck the desired tabs. Note: Check only the primary box to have all messages viewable from your inbox. Desktop Notifications using Chrome 1. Open Gmail in Chrome and sign in 2. Click the cog icon in the upper-right to select Settings 3. Under the General tab find the section titled Desktop Notifications 4. Click the enable desktop notifications text 5. Select one of the three options listed: New Mail Notifications see alerts for all messages that land in your primary inbox Important Mail Notifications only see alerts for mail marked as important Mail Notifications Off don t show any mail alerts When you re done scroll to the bottom of the page Save Changes. 3
Replying to and Forwarding Messages To reply to a Gmail that you receive, click on the arrow in the upper righthand side of the e-mail and type your response. To forward the e-mail, select the more arrow in the upper right-hand side of the message and select forward. Enter the new recipient s e-mail address and send. Read Receipt To turn on a Read Receipt for your e-mail, click on the arrow to the far bottom right of the compose window and select Request Read Receipt: Once the recipient has read your e-mail they will get a notice that you have requested a read receipt and they can accept and return the receipt or deny the read receipt. Organizing Your In-box Starring Important Mail To flag an important message, click the star icon next to the message in your inbox or within a conversation. To list all your starred emails, just click Starred in the left sidebar. Creating and Using Labels To create a label: 1. In the top right, click and select Settings. 2. Click the Labels tab. 3. Scroll to the Labels section and click Create new label. 4. Enter the label name and click Create. You can even create nested labels, which are like subfolders. Then, tag one or more emails with a label you ve created: 1. Select your emails. 2. Click. 3. Check the labels you want to add to your selected emails and click Apply. To see all the emails that have a particular label, just click the label s name on the left of your Gmail window. 4
Label and Sort Automatically To automatically label and sort incoming messages 1. In the Gmail search box, click the options arrow 2. Enter your search criteria, then click Create filter with this search. 3. Check Apply the label and choose a label to automatically sort incoming messages fitting your search criteria. 4. If you d like messages fitting your search criteria to be automatically moved out of your Inbox, but want to be able to access them later, check Skip the Inbox (Archive it). 5. Click Create filter. Deleting Mail If you no longer need a message, you can delete it by selecting it and clicking on the Trashcan icon. Deleted emails are moved to Trash and then permanently deleted after 30 days. Turning off or Muting Conversations If you are part of an ongoing conversation that no longer applies to you, to avoid receiving additional e-mails pertaining to the conversation in your inbox you can mute the conversation. 1. In Gmail, select the conversation you want to mute. 2. Click More and select Mute. 3. After you mute a conversation, it's removed from your Inbox and archived. You can still see the conversation in All Mail with a Muted label applied. Searching for Gmail Messages You can search for one or more keywords that appear anywhere in the message in the subject, body, or sender name. At the top of your Gmail screen, simply type the word you're looking for in the search box. Using Search Options to Narrow a Search Narrow down your search even further by clicking at the right of the Gmail search box to opens more Search options. Enter specific search criteria such as a sender s name, subject or key word. 5
Create a Custom Signature To create a custom signature, click on the Settings cog at the top right-hand side of your Gmail window. Select Settings from the menu Select the General tab if not already displaying Scroll to Signature Check the button next to the signature window. Enter your signature the way you would like it to display, adding images or links if appropriate Scroll to the bottom of the General tab and Save Changes Create Multiple Signatures Using Canned Responses To enable canned responses 1. In Gmail, click Settings and select Settings. 2. At the top, select the Labs tab. 3. In the Canned Responses section, select Enable. 4. At the bottom, click Save Changes. To create canned response signatures 1. In Gmail, click COMPOSE. 2. In the New Message window, type and format your signature. 3. In the bottom-right corner of the Compose window, click the Down arrow and select Canned responses > New canned response. 4. Enter a name for the canned response signature and click OK. 5. Continue composing and send your message, or close the compose window to use your signature another time. 6
To send emails with canned response signatures 1. In Gmail, click COMPOSE and compose your message. 2. In the bottom-right corner of the Compose window, click Dropdown arrow, select Canned responses, and choose a saved signature canned response to insert in your message. 3. Click Send. Vacation Responder (Out-of-Office Message) To set an out-of-office message, click on the Settings cog at the top righthand side of your Gmail window. Select Settings from the menu Select the General tab if not already displaying Scroll to Vacation Responder towards the bottom of the window. Check Vacation Responder on and adjust the dates for the responder to run. Enter your Subject and Message Check the Only send a response to people in my Contacts Scroll to the bottom of the General tab and Save Changes Now when one of your contacts tries to contact you they will receive an e-mail auto response with your message from the first day you turn the responder on until the last day that you indicated. Reading Pane You can enable the reading pane lab by clicking on the settings cog, select settings, clicking on the Labs tab and looking for Preview Pane in the alphabetical list: 7
Assigning Filters (Rules) 1. Check the checkbox next to the email you want to assign a filter to. 2. Click More. 3. Click Filter messages like these. The following window appears: Enter criteria and select the Create filter with this search link. Specify how messages with this search criteria will be handled: Click on the Create Filter button to save the filter. Edit or delete filters 1. At the top right of the inbox window, click Settings. 2. Click Settings. 3. Click Filters. 4. Find the filter you'd like to change. 5. Click edit to view the filter search criteria, click Continue when you re done editing, and click Update filter to save. 6. Select delete to remove the filter. Note: You can create as many filters as you like, but only 20 filters can forward to other addresses. 8
Gmail Contacts To create a new contact: 1. Click NEW CONTACT. 2. Enter your contact's information. 3. (Optional) For additional fields, click Add. The new contact saves automatically. Initially, the contact appears in My Contacts. To move a contact to another group: 1. Select the contact 2. Click Groups 3. Check the box of the group you want to move the contact to 4. Click Apply To search for a contact: 1. In the search box, enter a name, email address, or any other contact details. You ll see matching results as you type. 2. Click the contact you re looking for. If you have duplicate contacts, there are two ways you can merge them; manually or automatically: To merge duplicate contacts manually: 1. Select the contacts you'd like to merge from your contacts list. 2. Click More and select Merge contacts. 3. Make any edits to the suggested solution (if you'd like to change anything). 4. Click Save now. To merge duplicate contacts automatically: 1. Click More and select Find and merge duplicates. 2. You'll see the contacts with duplicate data listed. Note: If an entry has 2 or more contacts, check whether these are duplicate contacts before merging them. To see more contact information, click details next to each contact, then uncheck any that you don't want to merge. 3. When you're ready, click Merge. 9
To update contact details: 1. Click the name of the contact and make changes to the contact s details. 2. In the upper-right corner, click Save now. To delete contacts: 1. In My Contacts, click the name of the contact. 2. Click More and select Delete contact. To restore contacts: 1. Click More and select Restore contacts. 2. Select the time you d like to restore your Contacts to. You can restore contacts to any point within the last 30 days. 3. Click Restore. Groups To add contacts to a contact group: 1. In My Contacts, select the contacts you want to add to the contact group. 2. Click Groups and do one of the following: o Select the contact group you want to add the contacts to and click Apply. Or o Select Create new to create a new contact group, enter a name, and click OK. To remove a contact from a contact group: 1. Click the name of the contact and click Groups. 2. Click the group you'd like to remove the contact from (boxes are checked next to the groups the contact is already in). To delete groups: 1. In My Contacts, click the name of the group. 2. Click More and select Delete group. 3. Click OK. 10