Google Apps: Google Mail Got Gmail?....Need Help? Mrs. Connor.
Slide 1 Google Apps: Google Mail Got Gmail?....Need Help? Mrs. Connor Slide 2 Slide 3 Slide 4 Google Mail What is Google Mail (Gmail)? A free search-based webmail service that combines the best features of traditional email with Google's search technology. Gmail makes locating messages so easy that you'll never need to shuffle mail in your inbox again. Slide 5 Inbox Where your incoming/new e-mails are accessed All Mail All Mail is your archive, a storage place for all the mail you've ever sent or received, but have not deleted. Search Mail Powerful & User-friendly search engine of your e-mail Take a Look at GMail Interface Slide 6 Labels (The new Folders) Labels do all the work folders do to organize. Once you've created a label, you can view all the messages with that label Archive Moves messages out of the inbox & into All Mail for tidying your Inbox up Filters Allow you to manage the flow of incoming messages. Automatically label, archive, delete, star, or forward your mail - all based on a combination of keywords, sender, recipients, and more. Slide 7 Take a Look at GMail Inbox Slide 8 Deleting vs Archiving Deleting When you're positive you won't need a message, use the Delete button to send it to Trash. Deleted messages and conversations are permanently removed from Gmail 30 days after you send them to Trash. If it's possible that you'll need a message or conversation in the future, we recommend Archiving Archived mail moves out of your inbox and in to All Mail -- you won't be bothered with extra messages cluttering your inbox but you'll still be able to find a message if you need it years from now! Slide 9 Please Report Spam button to flag unwanted mail. When you report spam, the Gmail Team can use your report to help improve our spam filters, and keep annoying messages out of your inbox. Teach Gmail About Spam Slide 10 Organizing GMail: Mail-Deleting Deleting Messages And here's how to Delete a Message: Open your email and find the message in question. Click the down arrow next to Reply, at the top right of the message pane. Click Delete this message. Oh no! I've made a terrible mistake! I want that message back! Just after you delete a message, a yellow bar with an Undo link appears at the top of the page. If you click it, your message will be moved from Trash back to its original location. As long as your change of heart occurs within 30 days of deleting the message, you can also retrieve it from Trash by clicking Trash, selecting the message in question, and clicking Move to Inbox. (This won't work if you've already permanently deleted the message, though.) Slide 11 Moving Messages Out of Trash If you find that you need a message you've moved to Trash, follow these steps to put it back in your inbox: 1.Click Trash along the left side of any Gmail page. 2.Locate the message you'd like to move to your inbox, and check the box next to the sender's name. 3.Click Move to Inbox. 4.All conversations and messages in Trash are accessible for 30 days, in case you change your mind. After 30 days, Gmail automatically deletes your trashed messages, and you won't be able to retrieve them. Slide 12 Google Mail Search Advanced Search Operators Basic Search Operators Slide 13 Google Apps Mail: Labels LabelsFolders A conversation can have more than one labelYou can only put a message in one folder A conversation can be in several locations (Inbox, All Mail, Sent Mail, etc.) at once, making it easier to find later You have to remember where you filed a message to retrieve it You can search conversations by labelYou can't always do folder-specific searches Gmail doesn't use folders in the web (or online) version of e-mail. To help you organize your mail more effectively, Gmail uses Labels instead. Labels do the work folders do and give you an extra bonus: you can add more than one to a conversation. Once you've created a label, you can view all the messages with that label by searching, or by clicking the label name along the left side of any Gmail page. Slide 14 Google Apps Mail: Labels Slide 15 Using Labels Labels in Gmail are similar to Folders in My Computer. Labels can be color coded for quick identification of sender. Click the dropdown box to the right of the label, and select the color scheme for the label. Slide 16 Google Mail: Edit Labels There are two ways to edit a label name. 1.Click Edit labels at the bottom of your Labels list. 2.Click rename next to the label you want to edit. 3.Enter the new label name, and click OK. Or, you can: 1.Click the square to the right of a label in your Labels list. A color palette opens. 2.Select Edit name at the bottom of the palette. 3.Enter the new label name, and click OK. 4.All the messages categorized under your old label name are now categorized under your new label. And, if the label you've edited is part of a filter, Gmail automatically updates your filter settings so new messages are categorized with the new label's name. Slide 17 Google Mail: Filters To Create a Filter: 1.Click Create a filter (next to the Search the Web button at the top of any Gmail page). 2.Enter your filter criteria in the appropriate field(s). 3.Click Test Search to see which messages currently in Gmail match your filter terms. You can update your criteria and run another test search, or click Next Step. 4.Select one or more actions from the list. These actions will be applied to messages matching your filter criteria in the order in which the actions are listed -- for example, you could choose to Forward matching messages to a specific email address, then Delete the messages. 5.If you'd like to apply this filter to messages already in Gmail, select the Also apply filter to x conversations below checkbox. 6.Click Create Filter. Slide 18 1.To create a filter from within a message: 2.Click the drop-down menu next to Reply. 3.Select Filter messages like this. 4.Enter your filter criteria in the appropriate field(s). 5.To edit or delete existing filters: 6.Click Settings (at the top-right of any Gmail page). 7.Click Filters. 8.Find the filter you'd like to change and click its edit link, or click delete to remove the filter. 9.If you're editing the filter, enter the updated criteria for the filter in the appropriate fields, and click Next Step. 10.Update any actions and click Update Filter. 11.You can create an unlimited number of filters, but only 20 filters can forward to other addresses. Google Mail: Filters Slide 19 Compose & Send Messages Here's what you'll need to do in order to send a message in Gmail To What Recipient(s) Copy & Blind Copy Subject Line Body of Document Slide 20 Five Easy Steps: 1.Click the Compose Mail link on any Gmail screen (it's on the left, under the Gmail logo). 2.Enter your recipient's email address. You can type the address in the 'To:' field, or find the address in your Contacts list. 3.Enter a subject for your message in the 'Subject:' field. 4.Write your message! Just click in the large field and type away. 5.When you're done composing, click the Send button (located just above the 'To:' field). (You'll see a confirmation at the top of the window that your message was sent.) Compose & Send Messages Here's what you'll need to do in order to send a message in Gmail Slide 21 Attach a file(s) Slide 22 To attach a file(s) to a message you're composing. Click Attach a file under the subject field. Browse through your files and click the name of the file you'd like to attach. Click Open. If you'd like to remove a file you've attached to a message, click remove. To attach another file, click Attach another file. Keep in mind that you can't send executable files or messages larger than 20 Megabytes (MB). Adding Attachments Slide 23 Creating Your Electronic Signature 1.Login to your email. 2.Click the settings link on the top of the page. 3.Click the General Tab. 4.Enter your text signature. Slide 24 Creating Your Vacation Greeting 1.Login to your email. 2.Click the settings link on the top of the page. 3.Click the General Tab. 4.Enter your text signature.