Getting Started with your Pennsbury G-Mail Account

Getting Started with your Pennsbury G-Mail Account Logging into your Pennsbury G-Mail Login to your Pennsbury G-mail account using your network password. You can access G-mail through your Pennsbury Google Drive account by logging into Drive, accessing the Application blocks, and selecting the G-Mail icon, or you can enter mail.google.com into your internet browser. Note: Your Pennsbury g-mail address is your username@pennsburysd.org and the password is the same as your Pennsbury network password. 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. 2

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 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. Organizing Your In-box Starring Important Mail Want to flag an important message? Click the star icon inbox or a message within a conversation. next to a message in your 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. 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. 4

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. To help you search faster, Gmail suggests search terms as you type based on your emails, contacts, labels, or past searches. You can click one of the suggestions to open it or to see a list of results, click. Using Search Options to Narrow a Search To narrow down your search even further, at the right of the Gmail search box, click. This opens more Search options. 5

Here, you can enter specific search criteria. For example, you can find a message from Alice that has an attachment and was set within a particular time frame. 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 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. 6

Check Vacation Responder on and adjust the dates you want 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. G-Mail Keyboard Shortcuts Google has many keyboard shortcut options. Some are always turned on and some must have shortcuts enabled to work. These navigational and formatting shortcuts all work whether or not you've enabled the keyboard shortcuts setting. Use arrow keys to view messages and start composing While viewing your messages, use your keyboard s arrow keys to move your cursor to a conversation, label or the compose button. Press Enter to select. Move between messages in a conversation While viewing a conversation, use n and p to go the next and previous messages in a conversation thread. Hit Enter to open or collapse a message. Navigate in compose Use the following combinations of keys when you have compose windows or chats open. 7

Shortcut Key Definition Action Ctrl + Enter Mac: + Enter Ctrl +. Mac: +. Ctrl +, Mac: +, Ctrl + Shift + c Mac: + Shift + c Ctrl + Shift + b Mac: + Shift + b Ctrl + Shift + f Mac: + Shift + f Send message Advance to next window Go to previous window Add Cc recipients Add Bcc recipients Change "from" address After composing your message, use this combination to send it. Use this shortcut to move the cursor to the next chat or compose window, or to the main window. Use this shortcut to move the cursor to the previous chat or compose window, or to the main window. While composing, takes you to the Cc field to add new recipients. While composing, takes you to the Bcc field to add new blind recipients. While composing, takes you to the From field to change your sending address. This shortcut only works if you have configured additional sending addresses. Shift + Esc Focus main window Use this shortcut to move the cursor to the main window. Before you can use these keyboard shortcuts, you ll need to enable keyboard shortcuts in your settings: 1. Click the gear in the top right and select Settings. 2. Find the "Keyboard shortcuts" section and select Keyboard shortcuts on. 3. Click Save Changes at the bottom of the page. Shortcut Key Definition Action c Compose Allows you to compose a new message. Shift + c allows you to compose a message in a new window. d Compose in a new tab Opens a compose window in a new tab. / Search Puts your cursor in the search box. k Move to newer conversation Opens or moves your cursor to a more recent conversation. You can hit Enter to expand a conversation. 8

j Move to older conversation Opens or moves your cursor to the next oldest conversation. You can hit Enter to expand a conversation. n Newer message In 'Conversation view', moves your cursor to the newer message. You can hit Enter to expand or collapse a message. p Previous message In 'Conversation view', moves your cursor to the older message. You can hit Enter to expand or collapse a message. ` Go to next inbox section If you use an inbox style with tabs or sections, you can quickly navigate to the next section. ~ Go to previous inbox section If you use an inbox style with tabs or sections, you can quickly navigate to the previous section. o or Enter Open Opens your conversation. Also expands or collapses a message if you are in 'Conversation View.' u Return to conversation list Refreshes your page and returns you to the inbox, or list of conversations. e Archive Archive your conversation from any view. m Mute Archives the conversation, and all future messages skip the Inbox unless sent or cc'd directly to you. Learn more. x s Select conversation Star a message or conversation Automatically checks and selects a conversation so that you can archive, apply a label, or choose an action from the drop-down menu to apply to that conversation. Adds or removes a star to a message or conversation. Stars allow you to give a message or conversation a special status. + Mark as important - Mark as unimportant Helps Gmail learn what's important to you by marking misclassified messages. (Specific to Priority Inbox) Helps Gmail learn what's not important to you by marking misclassified messages. (Specific to Priority Inbox)! Report spam Marks a message as spam and removes it from your conversation list. r Reply Replies to the message sender. Shift + r allows you to reply to a message in a new window. (Only applicable in 'Conversation View.') 9

a Reply all Replies to all message recipients. Shift + a allows you to reply to all message recipients in a new window. (Only applicable in 'Conversation View.') f Forward Forwards a message. Shift + f allows you to forward a message in a new window. (Only applicable in 'Conversation View.') Esc Ctrl + s Mac: + s Escape from input field Save draft Removes the cursor from your current input field. Saves the current text as a draft when composing a message. Hold the Ctrl/ key while pressing s and make sure your cursor is in one of the text fields -- either the composition pane, or any of the To, CC, BCC, or Subject fields -- when using this shortcut. # Delete Moves the conversation to Trash. l Label Opens the Labels menu to label a conversation. v Move to Moves the conversation from the inbox to a different label, Spam or Trash. Shift + i Mark as read Marks your message as 'read' and skip to a newer message. Shift + u Mark as unread Marks your message as 'unread' so you can go back to it later. [ Removes from current view and previous ] Removes from current view and next { Archive and previous Removes the current view's label from your conversation and moves to the older one. Removes the current view's label from your conversation and moves to the newer one. Archives the current conversation and moves to the older one. } Archive and next Archives the current conversation and moves to the next one. z Undo Undoes your previous action, if possible (works for actions with an 'undo' link). Shift + n Update current conversation Updates your current conversation when there are new messages. 10

q y Move cursor to chat search Remove from Current View* Moves your cursor directly to the chat search box. Automatically removes the message or conversation from your current view. From 'Inbox,' 'y' means Archive From 'Starred,' 'y' means Unstar From 'Trash,' 'y' means Move to inbox From any label, 'y' means Remove the label * 'y' has no effect if you're in 'Spam,' 'Sent,' or 'All Mail.'. Show more actions, Moves cursor to the first button in your Gmail toolbar Displays the 'More Actions' drop-down menu. Displays the 'More Actions' drop-down menu. Ctrl + Down arrow Mac: +Down arrow k j Opens options in Chat Move up a contact Move down a contact Ctrl/ + Down arrow moves from edit field in your chat window to select the 'Video and more' menu Next, press Tab to select the emoticon menu Press Enter to open the selected menu Moves your cursor up in your contact list Moves your cursor down in your contact list o or Enter Open Opens the contact with the cursor next to it. u e Return to contact list view Remove from Current Group Refreshes your page and returns you to the contact list. Removes selected contacts from the group currently being displayed. x Select contact Checks and selects a contact so that you can change group membership or choose an action from the dropdown menu to apply to the contact. Esc Escape from input field Removes the cursor from the current input # Delete Deletes a contact permanently 11

l Group membership Opens the groups button to group contacts z Undo Reverses your previous action, if possible (works for actions with an 'undo' link) Combo-keys Use the following combinations of keys to navigate through Gmail. Shortcut Key Definition Action Tab then Enter Send message After composing your message, use this combination to send it. y then o Archive and next Archives your conversation and moves to the next one. g then a Go to 'All Mail' Takes you to 'All Mail,' the storage site for all mail you've ever sent or received (and have not deleted). g then s Go to 'Starred' Takes you to all conversations you have starred. g then c Go to 'Contacts' Takes you to your Contacts list. g then d Go to 'Drafts' Takes you to all drafts you have saved. g then l Go to 'Label' Takes you to the search box with the "label:" operator filled in for you. g then i Go to 'Inbox' Returns you to the inbox. g then t Go to 'Sent Mail' Takes you to all mail you've sent. * then a Select all Selects all mail. * then n Select none Deselects all mail. * then r Select read Selects all mail you've read. * then u Select unread Selects all unread mail. * then s Select starred Selects all starred mail. * then t Select unstarred Selects all unstarred mail. 12