Gmail Basics

Table of Contents

Accessing Gmail

Toggle between Preview Pane and Default Setting

Know Your Inbox

Mail, Contacts, Tasks

Toolbar Features

Mark your emails icon

Archive your Message icon

Delete Message icon

Move to Folder / Label icon

Add / Create / Edit a Label icon

Report Spam icon

More email Options dropdown menu

Messages

Create a New Message

Delete a Draft Email

Reply to a Message

Forward a Message

Delete a Message

Print a Message

Mark Message as Unread

Add Attachments to email

Add a File from Computer

Add a File from Drive

Add a Photo

Add a Web Link

Viewing Attachments in an Email Message

For additional help with Gmail you can access the Google Help page: https://support.google.com/mail/?hl=en#topic=7065107 


Accessing Gmail

Open a new tab in a Chrome Browser

Click the Google App symbol  (aka the waffle)

Google options will open up.  Select Mail

Your email pane will open in a new tab and you can begin using your Gmail.

Toggle between Preview Pane and Default Setting

If you prefer to preview your email messages you need to set up Preview Pane.

If you have not activated the Preview Pane you will need to follow the directions in this document HERE.

When you open email the first time it will be in Default view.

Click on the Preview Pane icon in the top right corner of your gmail.

Click on the dropdown arrow and choose between No Split, Vertical Split or Horizontal Split view.

These settings can be changed by clicking on the Preview Pane icon again.

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Know Your Inbox

Each of the topics below help you find the different options to view and manage your email messages, especially if you are doing a bulk task.

Mail, Contacts, Tasks

Toolbar Features

Mark your emails icon

Archive your Message icon

Delete Message icon

Move to Folder / Label icon

Add / Create / Edit a Label icon

Report Spam icon

More email Options dropdown menu

Mail, Contacts, Tasks

Your default view is to see Mail.

If you need to access your Contacts or Tasks you can choose from the dropdown menu. Click on the links to access “how to” with Contacts or Tasks.

Your Mail includes your Inbox, Starred items, Sent Mail, Drafts, and all of your Labels (aka Folders in Outlook). Click on each box to access the emails in that label/folder.

To see MORE labels scroll down the left side and click on More.

Toolbar Features

The email toolbar features several icons which offer different options for your email messages.

The toolbar is located at the top of your email page.

The toolbar helps you manage messages in bulk, but will also work when looking at individual email messages. 

Click on each link below to see what the icons mean and how they will help you manage your email messages.

Mark your emails icon

Archive your Message icon

Delete Message icon

Move to Folder / Label icon

Add / Create / Edit a Label icon

Report Spam icon

More email Options dropdown menu

Mark your emails icon

To select multiple emails or sort through messages quickly you can mark your emails.

Click on the Select icon  at the top of the page to choose your email messages.

It will open a dropdown menu and you can choose to view messages which fall under the categories listed.

Archive your Message icon

If you want to save your message but not add it to a folder / label you can archive it for access later.

To archive an email check the box next to the message.

Choose the Archive icon  at the top of the page.

The message will be moved to your Archive label on the left side of your page.

Delete Message icon

There are many ways to delete email. This option uses the toolbar at the top of your screen.

You can access more directions HERE.

To mass delete emails check the box next to each message you want to put in the trash.

Click on the Trash Can icon   at the top of the page.  

This will move the message(s) to your Trash Can. These can be viewed by scrolling down the left side, choose More then choose Trash

 

     

Move to Folder / Label icon

You can move multiple messages to a Folder/Label in order to organize your email message(s).

Click on the Folder icon at the top of the page. This will open a dropdown box.

Choose where you want to Move the message(s) from the dropdown menu or use the search bar.

You can access the message(s) in that folder/label by choosing it from your list on the left side of the page.

Add / Create / Edit a Label icon

In Outlook you could move your messages to a folder. In Gmail they are called Labels.

To Create a new label or Manage labels look at the Advanced Gmail Options document.

If you need to label a message, create a new label or edit a label you are using click on the Label icon at the top of the page.

A dropdown box will open and you can move your message(s) to any of the labels listed by checking the box next to the Label name or searching for a label.

Report Spam icon

Have a suspicious email? You can mark it as Spam.

Check the box next to the message.

Click on the Exclamation Point icon at the top of the page.

This will move the message to the Spam label on the left side of your page.

More email Options dropdown menu

You can mark your messages as Unread, Important, Add to Tasks, Add star, Filter messages or Mute a conversation

Click on the More icon at the top of the page.

This will open a dropdown box and you can choose any of the options listed.

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Messages

In Gmail you can Create, Reply, Forward, Delete, Print and manage your email messages.

Scroll down the page or click on the links below to learn how to work with Messages.

Create a New Message

Delete a Draft Email

Reply to a Message

Forward a Message

Delete a Message

Print a Message

Mark Message as Unread

Create a New Message

Click the Compose  button in the top left corner of your gmail.

A box will pop-up in the bottom right corner of your email page where you compose an email.

If you want to copy or blank copy another person click on Cc/Bcc in the top left of the box. Complete the To, Cc, Bcc field(s).  

   

Type in the Subject of the message

Type in the Body of the message

To edit the text click on the A at the bottom of the box. This will open up a pop-up box. Click on the A again to put the pop-up away.

When you are ready click Send

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Delete a Draft Email 

Started a message but need to delete it? These directions show you how to delete a message you have started.

If you need to delete an email draft you can click on the Trash Can icon from the toolbar at the bottom of the message box.

  

All drafts are automatically saved in the Draft label found in the list on the left side of your email page. You can return to your drafts to work on any messages you did not send or delete.

Deleted Drafts will appear in your Trash Can. These can be viewed by scrolling down the left side, choose More then choose Trash

 

Reply to a Message

There are multiple ways to reply to a message and either option will work almost the same way.

Reply Option A

When viewing a message by default you will see a Reply, Reply All, and Forward box at the bottom of the email message.

You can click on your options or click in the box to activate a Message box.

Your reply will appear below the main body of the message.

You can respond to the sender by entering your text in the box. You will have all of the same tools listed across the bottom of the pages as if you were creating a new message.

Reply Option B

In the top right corner of the message click on the Arrow    this gives you the option to do a Quick Reply to the Sender.  

Your reply will appear below the main body of the message.

You can respond to the sender by entering your text in the box. You will have all of the same tools listed across the bottom of the pages as if you were creating a new message.

Reply Option C

Click on the dropdown arrow at the top of the email message.

This will open a dropdown menu and you can choose Reply or Reply to All

Your reply will appear below the main body of the message.

You can respond to the sender / group by entering your text in the box. You will have all of the same tools listed across the bottom of the pages as if you were creating a new message.

Special Options when replying to an email conversation

You can click on the dropdown arrow to choose who you want to reply to, forward the message or update the Subject line.

Forward a Message

There are multiple ways to Forward a message and either option will work almost the same way.

Forward Option A

When viewing a message by default you will see a Reply, Reply All, and Forward box at the bottom of the email message.

You can click on Reply, Reply All, and Forward or click in the box to activate a Message box.

Your message will appear below the main body of the message you are Forwarding

Enter the name of the Recipient in the To, Cc, Bcc box.  If you want to copy or blank copy another person you will need to click on the Cc/Bcc option in the top left of the message box.

You can post a message to the recipient / group by entering your text in the main box. You will have all of the same tools listed across the bottom of the pages as if you were creating a new message.

Forward Option B

Click on the arrow icon  at the top of the email message.

This will open a dropdown box and you can choose Forward

Your message will appear below the main body of the email message you are Forwarding

Enter the name of the Recipient in the To, Cc, Bcc box.  If you want to copy or blank copy another person you will need to click on the Cc/Bcc option in the top left of the message box.

You can post a message to the recipient / group by entering your text in the box. You will have all of the same tools listed across the bottom of the pages as if you were creating a new message.

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Delete a Message

Delete a Message Option A

Quick Delete when viewing a single message in Preview Pane

Make sure the message you want to delete is highlighted in your Inbox list. Click on the Trash Can icon at the top of the page.

This will move the message(s) to your Trash Can. These can be viewed by scrolling down the left side, choose More then choose Trash

   

 

Delete a Message Option B

Quick Delete multiple messages from list

If you want to delete multiple messages, click on the box for each message you want to move to the Trash.

Click on the Trash Can icon at the top of the page.

This will move the message(s) to your Trash Can. These can be viewed by scrolling down the left side, choose More then choose Trash

 

Delete a Message Option C

Delete a single message you are reading

Click on the arrow icon  at the top of the email message.

This will open a dropdown box and you can choose Delete this message.

This will move the message(s) to your Trash Can. These can be viewed by scrolling down the left side, choose More then choose Trash

 

Print a Message

There are multiple ways to print a message and either option will work almost the same way.

Print Option A

To print all messages in a conversation choose the Printer icon at the top right corner of the email message.

A new tab will open in your browser and you will go through the steps to send the item to a printer.

Print Option B

Click on the arrow icon  at the top of the email message.

This will open a dropdown box and you can choose Print.

A new tab will open in your browser and you will go through the steps to send the item to a printer.

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Mark Message as Unread

To mark your message as Unread click on the arrow icon  at the top of the email message.

This will open a dropdown box and you can choose Mark as unread.

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Add Attachments to email

In Gmail you can add attachments (documents, files, resources) in multiple ways.

Click on each link to see how to add an attachment to an email message.

File from Computer

File from Drive

Photo

Web Link

Delete a Draft

Add a File from Computer

To add a file from your computer, click on the Paperclip icon from the toolbar at the bottom of the message box. This will open a pop-up box and you will need to locate your file on your computer.

The document will be added to the email as an Attachment.

Continue to compose your email message.

Add a File from Drive

To add a file from your Google Drive, click on the Drive icon from the toolbar at the bottom of the message box.

This will open a pop-up box to your Drive.

Search My Drive, Shared with Me, Recent, or Upload from your computer and click on the document you want to attach to the message.

You can Insert the document as a Drive Link or an Attachment. Choose your option in the box at the bottom right corner of the pop-up box.

Insert as a Drive Link allows recipient to view document in their own Drive through Document Sharing Options. The file will have an icon next to it in the body of the email message.

Or Insert as an Attachment (no special permissions needed). Notice no icon is listed next to the document name in the body of the email message.

Click on the Insert button

Continue to compose your email message.

Add a Photo

To add a Photo from your Google Drive, click on the Photo icon from the toolbar at the bottom of the message box.

This will open a pop-up box to search for a photo.

Choose the Photo you want to use. You will see a blue checkmark next to the image(s) you want to attach to your message.  

Choose if the Photo will be Inserted Inline (part of the body of the email message) or Inserted as an Attachment.

Click on the Insert button  

Continue to compose your email message.

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Add a Web Link

To add a link to a website click on the Link icon from the toolbar at the bottom of the message box.

A pop-up box will open.

Complete the information in the boxes. Include the Text to Display in the body of the message and the URL web address.

Important *Change the radio button to Email address if the link is meant to go to an email and not a website.

Click the OK button to save the Link information.

Continue to compose your email message.

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Viewing Attachments in an Email Message

When you receive an email with an attachment you can view it, download it to your computer and Add (save) it to your Drive.

A message with attachments will show as a small version of the document.

There are four options to view the item

  1. Click on the item and it will open in another tab.
  2. Click on the arrow to download it to your computer
  3. Click on the Drive icon to add to your Google Drive
  4. Click on the pencil to edit the document

If you Add to Drive you can Organize which folder you want it added to

  1. Scroll through the list to add it to a folder in your Google Drive then click on Move Here
  2. Create a new folder by clicking on the Folder icon then find it in your list and click on Move Here

Click on an attachment in an email to view it. You will have the option to Open with connected apps. These are found at the top of the page in the dropdown menu.

You can also use the icons in the upper right corner.

  1. Add to Drive
  2. Print
  3. Download to your computer
  4. More … See Details or Open in a new window

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