Gmail User Manual
Contents
1. Figure 3 An emoticon is a pictorial representabon of a facial expression usually written to express a person s mood 18 Getting started Gmail Manual 1 Attachments What is An Attachment From Wikipedia the free encyclopedia An email attachment is a computer file sent along with an email message One or more files can be attached to any email message and be sent along with it to the recipient This is typically used as a simple method to share documents and images A paper clip image is the standard image for an attachment in an email client Size limits Over the Internet a message will often pass through several mail transfer agents to reach the recipient Each of these has to store the message before forwarding it on and may therefore need to impose size limits The result is that while large attachments may succeed internally within a company or organization they are unreliable when sending across the Internet and for that reason sending systems often arbitrarily limit the size their users are allowed to submit 1 As an example when Google s gmail service increased its arbitrary limit to 25MB it warned that you may not be able to send larger attachments to contacts who use other email services with smaller attachment limits 2 3 In general 10MB is considered safe for the maximum size of an email 4 Dangerous file types Email users are typically warned that unexpected email with2. AZ 13 iv Table of Contents 10 11 12 13 Printing Message Emoticons Adding an Attachment Spell Check Sign Out Change Your Password 15 16 18 22 22 24 Creating Your Own Gmail Account You have been using a temporary student gmail account during our class and if you would like to set up your own personal secondary email account here are the steps You may want to print these in structions and write in your information so you are prepared before you start the registration process Open your browser and go to www gmail com Look for the blue box usually in the upper right hand corner of the web page that reads Create An Account Click on this button and a new window will open with a form for you to fill out Here are the boxes you have to complete Click in the first box and type in your first name First Name Click in the second box and type in your last name LastName Here is where you should have made some preparation This next box is where you en ter the Username you want as part of your email address My gmail address is klein123 gmail com therefore my Username Login Name is kleind123 This Username has to be unique You can t have a Username that someone else on gmail has already chosen Try to select a Username that is easy for you to remember and also easy for others to remember when they want to send you an email Desired Username
3. Gmail User Manual Email From Start Finish Google V R Fulden Institute FOR LIFELONG LEARNING INDIAN RIVER STATE COLLEGE Disclaimer The creation of this manual is the sole responsibility of Don Klein Peer Leader The manual was created for use by students in the Beginning Computer Class Email From Start To Finish of the Fielden Institute for Lifelong Learning The Fielden Institute for Lifelong Learning is a health club for the brain and is designed for men and women age 50 and better who are interested in exploring shared topics of interest in a college atmo sphere Programs are peer led and peer directed by the membership Peer leaders volunteer to lead discussion and study groups hands on activities field trips lectures book and film groups all in a welcoming and appropriate environment for the adult learner Most of the material for this manual was taken directly from the Gmail web site at www gmail com Also be aware that Google changes the look of gmail quite frequently GMAIL MANUAL Table of Contents Creating Your Own Gmail Account Selecting a Username Password Birthday Gender Moble Phone Email Address Default Homepage Prove you re not a robot Location Terms of Service Main Menu Items Opening and Reading Messages Replying to a Message Conversations Forwarding Messages Creating Contacts Editing Contacts Composing Message Q N N N N KF 10
4. Indicates one unread message box 4 gt Don Klein Starred Click on the message subject to read it Questions for Lesson one les Think In Different Terms Important Sent Mail 6 Getting started Gmail Manual Replying To A Message After you have opened the message you can Reply by left clicking the Reply button in the upper right hand corner of the message Cp gt More gt Free Scores Now 3 Bureau Credit Report View your latest Credit Scores from all 3 bureaus in 60 seco 0 Questions Regarding Lesson One Inbox x gt 18 Don Klein 1 39 PM 0 minutes ago X tome EA Latin English Translate message Turn off for Latin x Lorem ipsum dolor sit amet consectetuer adipiscing elit Nulla condimentum Morbi libero Ut pulvinar urna eget ultricies semper lectus eros venenatis dolor at tempus dolor magna sed lacus Etiam congue Nulla volutpat urna non turpis Nulla ipsum sapien pellentesque vitae interdum vitae varius ac justo Nam et mauris Maecenas tortor sapien porttitor nec interdum nec laoreet et leo Sed adipiscing Nullam eget enim Phasellus at sapien vitae enim consectetuer ornare Nunc nulla When you click the Reply button a new window opens as shown on the next page You can start typing your message in the text box above the originial message After you have completed typing your message click on the Send button in the uppor left corner of the window GM
5. From your INBOX open the message you want to print by clicking the Subject 2 new window will open showing the message you want to print 2i On the upper right side of this message window you will see the Print icon z 4 Make sure your printer is on and then click of the Printer icon The message you have selected will print WAIT 16 What is an Emoticon Getting started Gmail Manual Emoticons emoticon is a pictorial representation of a facial expression using punctuation marks and letters usually written to express a persons mood Wikipedia How do you insert an Emoticon into a Gmail message 1 Open a Compose window See Figure 1 2 Enter an email address 3 Type a subject 4 your message 5 Place the insertion point where you want to insert the emoticon 6 Open the Emoticon panel 7 Click on the Emoticon you want to use See Figure 2 8 Ihe Emoticon will appear at the insertion point in your message See Figure 3 9 Close the Emoticon panel GMAIL MANUAL 17 Don Klein kleindi23 gmail com Add Add Bee Subject Ermobcons Attach a file insert Invitation Figure 1 B 7 Uu T T T GG Hello An emoticon is a pictorial representation of a facial e usually written to express a person s mood E JUT Ff Mv i i 3939 EE 522 Jt amp T TY5 Cee D 9 Figure Jo
6. After you type in the Username you want to use check to see if anyone else has chosen that name Press the Enter Key If someone else has that Username Gmail will provide you with some similar names that no one else has chosen If you like one of Gmail s suggestions then click on it If you dont like their suggestions try typing 2 Getting started Gmail Manual in another Username and check the avail ability of that one Keep trying until you find a Username that is available WRITE DOWN THE USER NAME LOGIN THAT GMAIL HAS ACCEPTED FOR YOU The next text box you will have to fill in is your password Have a password ready that is at least 8 characters long combination of letters and numbers is considered more secure Gmail does not care or know what your password is Remember passwords are case sensitive 1 use all lowercase letters WRITE IT DOWN Choose a password Next you will have to renter your password This is Gmails method of making sure you know your password lf you make a mistake you will have to start this whole process again so be careful Re enter your pass word Birthday Gmail asks for your birthday in the next section lm not sure why but perhaps it has something to do with minors trying to set up accounts Fill in this section using the drop down meuns for the month and text boxes for the day and year Birthday Gender This is another drop down menu box for you to choos
7. attachments should always be considered suspicious and dangerous particularly if the email message is not sent by a trusted source However in practice this advice is not enough known trusted sources were the senders of execut able programs creating mischief and mayhem as early as 1987 with the mainframe based Christmas Tree EXEC so since the ILOVEYOU and Anna Kournikova worms of 2000 and 2001 email systems have increasingly added layers of protection to prevent potential malware and now many block certain types of attachments It is a good idea to install your own anti virus software and make sure it is set up to scan emails that you receive These safeguards are not foolproof however so remember to be cautious about opening any at tachment that you are unsure of It is also a good idea to save an attachment to your hard disk if you want to keep it You can then delete it from your inbox as attachments take up a lot of space GMAIL MANUAL 19 Adding attachments To attach a file to a message you re composing follow these steps 1 In the Compose window click Attach a file found under under the subject field See Figure 1 2 A new window will open See Figure 2 Browse through your files and click the name of the file you d like to attach Click Open 3 Your message 15 ready to Sent See Figure 3 To attach another file click Attach another file Keep in mind that you can t send executable files or message
8. from the list to replace the misspelled word 4 Click Done along the top of the message to continue composing or click Send to send your message 12 Sign Out Signing out To end your Gmail session click your account photo or email address in the top right corner see Fig ure and select Sign out see Figure 2 We encourage you to log out of Gmail after each session to protect the security of your email infor mation Logging out of Gmail is especially important if you check your email on a public computer If you ve forgotten to sign out of another computer you can sign out of your other session by going to the bottom of your Gmail clicking Details then Sign out all other sessions GMAIL MANUAL 23 Cal FIGURE ES M 0 More COMPOSE LPN Degree Online lopcareerschools com nursing Get Your Licensed Practical Nursir Why this ad EREILLY2165 John 4 Re Message 2 Reply Don receiver Feb 9 Gmail Inbox mmn i b S m Pager looks j m Gmail Calenda ments Photos Si ch More 2 com 9 Gmail FIGURE 2 Don Klein 12 COM C More Join Google Privacy COMPOSE LPN Degree Online Mweggerschools cominursing Get Your Lid Account settings Inbox EREILLY2165 John 4 Important Bonne me 3 Breakout Room Sent Mail Drafts 5 Patricia B Oyler Pri
9. AILMANUAL 7 Questions Regarding Lesson One Inbox x Don l r 1 35 PM 19 howrs agai Ls Lobnm mE English Translate message Turni MT for Latin x Lorem ipsun dolor sit amet one sig elit ulla condimentum Alor Erro LIE pulvinar urnam eget ultricies semper lactus en dolor as bans dolor magno sed acus congue Nulla urna ran hapis Nulla ipsum sapien paelbonbesqua vitit interdum wil Waris ac jusbo Hem et mauris NMimecocanas borbor sapien porttiber nec intierdum mec Iaoregct es Iro Sed adipiscing Nullam get enim at sapien enim ecmsecbotuer orm Nune mulla Enter your text here Conversations Gmail groups all replies with their original message creating a single conversation or thread In other email systems responses appear as separate messages in your inbox forcing you to wade through all your mail to follow the conversation In Gmail replies to replies and replies to those replies are displayed in one place in order making it easier to understand the context of a message or to follow the conversation When you open one message in a conversation all of your related messages will be stacked neatly on top of each other like a deck of cards We call this Conversation View In Conversation View each new message is stacked on top of the ones that arrived be fore it so that the newest message is always the one you see first To see all th
10. ailable to chat GMAIL MANUAL Don is not available to chat sena add email address here uestion Regarding Lesson One Type your message here Forwarded message From Don Klein lt kleind123 gmail com gt Date 2011 11 13 Subject Question Regarding Lesson One To Lifelong Learning Student01 lt studentLLIO1 gmail com gt Hello This is the Forward window where you enter the email address of the person you are forwarding the original message and where you enter your message Ihe Send button is in the upper left of the window 9 10 Getting started Gmail Manual Creating Contacts To create a Contact name to address book Click on Contacts in the main menu on the left side of the page Fig 1 new button will appear in the menu New Contact Click on this button new window will open Fig 2 Left Click the New Contacts button in the top left corner of the Contact Man ager 5 Enter your contacts information in the appropriate text box In the Add name box notice it is blue Therefore just start typing Click in the Email text box and carefully enter the email addres of your new contact 6 Your contact information will be automatically added as you type oe You do not have to enter additional contact info Only the email address is required Email addresses are automatically added to your Contacts list each time you use the Reply Reply t
11. e from Mobile phone Gmail uses your phone number to helps them with things like keeping your account secure For example they can send you a text message to help you access your acount if you ever forget your password You may leave this blank Moble phone number Your current email address Gmail uses this address for things like keeping your account secure helping people find you and sending notifications You always have control over this function ality through your Account Settings You may leave this blank Your primary email address Default homepage Your default homepage in your browser is the fitst page that appears when you open your browser If you want Google to be your default then dont do anything If you do not want to change your default age then UNCHECK this box Prove youre not a robot The purpose of this entry is to determine that you are a human and not a computer program trying to set up a gmail account Gmail believes only a human can figure out what letters and or numbers are shown Be careful when typing in the characters you see If you make a mistake you will have to start this registration process all over again Remember you can make this window larger thus making the characters easier to identify by using the key s When you are able to identify the characters in the picture carefully type then into the text box Location You should not have to do anyt
12. e messages in a conversation just click the Expand icon 8 Getting started Gmail Manual Forwarding A Message To forward an individual message 1 Open the appropriate conversation and select the message to forward 2 Click Forward from the bottom of the message card 3 Enter the email address es to which the email should be forwarded and add any notes in the message field If the message has attachments you can choose not to forward them by deselecting the checkbox next to the filename below the Subject field 4 Click Send Virtual Trade Options www optionsXpress com Test Options Strategies Risk Free Le t Archive Spam Delete gt gt Move tow Labels w More Question Regarding Lesson One gt Inbox x r Don Klein kleind123 show details 8 35 PM 11 hours ago 4 Reply v Hello It eum vel utatueriurem nostie eratio consequipit vulluptate dolenisl ullam qui et susto odolorem iriustis niat velis nulput alisim dipis eugait vel ipsustrud essequam quat ad eugiat quis nullan henis am velesenissi bla feuipis dolenibh ecte feu feum veniat ipit aci bla consequis alisisi bla faccum quat Ip er sis el utpat wis augait ipit veliquisim num eugue modit landit del iureet alit num in ulla augiat venisi te exer si ecte feuisisi blan et adit ad tatum zzriure tet aliscinci bla faccumsan hent in exeros dolesed del dolobore etuero conulla oreraes sequisi Don Klein Reply gt Forward Don is not av
13. hing here because the default is United States Terms of Service Finally you will have an opportunity to read the Gmail Terms of Service and click the I agree box Click the Next step button If you have entered all of the requested in formation accurately you should see a new GMAIL MANUAL window that shows your Gmail account has been set up Check to make sure it is the Username you thought it would be Make sure you write down your new Gmail email account address As part of their verifica tion process Gmail may ask you to provide them with a telephone number so they can give you a verification code Give them your phone number and almost immedi ately they will call you with a verification number Be prepared to write this number down You will need it to complete your gmail account registration If you manage to set up your own Gmail account send me a message so 1 can add you to my Contacts list Thanks Kleind123 gmail com PS If you take the LLI Intermediate Comput er Class they will expect you to have your own email account It does not have to be a Gmail account although all of the teach ers are familiar with Gmail 4 Getting started Gmail Manual The Gmail Menu Gmail click on this item to view the drop down menu see below Google Gmail Closes the drop down menu Contacts Click here to add edit Contacts Tasks is used as a To Do list We will not cover it in this class Gmai
14. l Compose opens a blank new message window Is Inbox shows your conversations the number in parentheses indicates how many unread conversa COMPOSE tions you have Starred shows you only messages you ve marked with a star use stars to mean whatever youd like Inbox Important this is an advanced label we will not use in this class Starred Sent Mail shows messages you ve sent Drafts messages youve started and saved Google Im to work on later Circle Like labels circles can help you sent Mail Gmail organize your messages and easily find messages from people who are important to vou Scan all the emails from vour book Drafts club members or quickly get to niin Contacts from your very best friends And unlike with Circles labels messages from people in your circles Tasks are automatically grouped together so you dont have to manually create a label and More starred filters in order to see a set of messages from one of your social groups GMAILMANUAL 5 Opening and Reading Messages open a message 1 In the Inbox move the cursor to the subject line link Click the link to open the message 3 The page will refresh with the opened messages Click the Expand all link to view all the messages in the conversation pv Mall 7 ASTD s TechKnowledge astd org TechKnowledgeConference TechKnowledge 2012 in Las Vegas Learn more about 12
15. l format 1 Open the message containing an attachment 2 Click Download at the bottom of the message This will save the attachment to your computer To view the attachment without downloading it 1 Open the message containing an attachment Figure 4 shows the Inbox with a message containing an attachment Figure 5 shows an open message that contains an attachment You can view the attach ment on your monitor or download the attachment to your computer 2 Click the View link at the bottom of the message This works with the following file types pdf doc xls ppt rtf sxw sxc sxi sdw sdc sdd and wml 3 When you re finished viewing the attached file just close the new browser window to return to Gmail FIGURE 4 Don Klein Attached Letter Don have attached the Letter we were discussing Joe 8 42 Attached Letter FIGURE 5 Don Klein 8 42 AM 0 minutes ago to me Don have attached the Letter we were discussing Click here to download Joe Letter To the editor rtf TK View V Downloa Click here to view 22 Getting started Gmail Manual 1 Spell Check Using spell check It s easy to check your spelling while composing Gmail messages Here s how 1 Click Check spelling along the top Right of the message you re composing 2 Click the misspelled word highlighted in yellow to see Gmail s suggestions for similar words 3 Select a suggested word
16. nting Sign oul 24 Getting started Gmail Manual 3 Change Your Password Here s how to change your Gmail password Click the gear icon at the top of any Gmail page See Figure 1 Then Mail settings See Figure 2 Open the Accounts and Import tab See Figure 3 In the Change account settings section click Change password See Figure 4 In the new window enter your current password and your new password See Figure 5 MB WN Re Make sure you create a unique password to help keep someone from breaking in to your account Here are a few tips for creating your password and keeping it safe Your password should be easy for you to remember without being obvious for someone else to guess Don t choose a dictionary word as your password Include a variety of characters such as punctuation marks numbers and mix capital and lowercase letters Never tell anyone your password Never write down your password Even if you don t think that somebody would know that it was your Gmail password if they saw it think of a way to remember it so that you don t have to write it down Periodically change your password If your password isn t working you ll need to go through the password recovery process Kleind123 qmail com Tt 1 8 018 lt m FIGURE GMAIL MANUAL 25 Mail Settings FIGURE s Uu RE Mail settings General Labels Accounts and Impor
17. o all or Forward functions to send messages to addresses not previously stored in your Contacts list If these addresses dont appear immediately try waiting a few minutes or signing out of your account and signing back in Also each time you mark a message as Not Spam your Contacts list is automatically updated so that future mes sages from that sender are received in your inbox GMAIL MANUAL 11 Google Gmail C More Gmail ESPN com UNC s streak at 12 after Notre Dai Contacts Tasks Don Klein arre Figure 1 GeTauit courniry ror IN Contacts Add to My Contacts M More nsa mama My Contacts Add a picture 2 1 Starred Most Contacted 2 Other Contacts 2 New Group Email Import Contacts Phone max Address 3 Birthday Scolombo Don Klein ERES Figure c2 Figure 2 12 Getting started Gmail Manual Editing contacts edit or delete a contact open your Contacts list by clicking Contacts on the side of any page Then edit a contact 1 Find and click the name of the contact in the Contacts list 2 Make any changes youd like to make Exit the editing field to save automatically or click Save now in the upper right hand corner delete a contact 1 Select the contact in the Contacts list 2 Under the More actions drop down menu click Delete Contact 3 If you change you
18. r mind or mistakenly delete a contact you ll be able to recover deleted contacts for 30 days But 30 days after you delete a contact it will be removed permanently GMAIL MANUAL 13 Composing A Message mail pO bey mori Mail Contacts Tasks Compose mail CO Don Klein Exi dita Figure 1 Enter email address here 2 Type brief subject here 3 Type the text of your message here Figure 2 14 Getting started Gmail Manual To Compose a Message See Figure 1 1 Left Click on the Compose Mail link along the left side of any page new window will open See Figure 2 3 Fill in the TO box the SUBJECT box and enter the TEXT of your message 4 Check your spelling by left clicking on the CHECK SPELLING link on the right side of page 5 Click SEND and your message is on its way You can ATTACH a file or photo by clicking the ATTACT A FILE link The Auto Complete Feature Gmail has an auto complete feature that you can use when entering an email address into the T O CC or BCC box If you have the intended recipient in your Contacts List as you start typing Gmail will bring up similar names from your Contact list as shown in the figure below d Start typing email address and the auto fill box will open showing all contacts with similar spelling Click the one you want to use GMAIL MANUAL 15 Printing A Message To Print a Message 1
19. s larger than 25 MB uem Draft autosaved at 3 10 0 manutes ago Save How ro Don Klein klemd123 gmail com Subject Letter To The Editor imatation Canned responses T have attached the letter to the editor FIGURE 20 Getting started Gmail Manual Don bi Folder Libraries 5 ea de System Folder Computer System Folda TurboTax 2011 Shnrtc ut 244 KB Quicken Premier 2012 shortcut 1 74 KB Dan s Quicken Data Shortcut 2 E mm at hi n FIGURE 2 Gmail SEND Save Now Discard Draft autosaved at 3 14 0 menutes ago COMPO SE Don Klein lt 12 com E inbox Add Cc Add Important Subject Letter To The Editor piae Insert imatation Canned responses E Letter To The Editor docx 233 00K Admin stuff LLI Attach another file Cantent Begin Clas Class 10 T T A T GQ Mos iz X PlainText Check Spelling Personal Chat have attached the letter to the editor we spoke about Joe FIGURE 3 earch r HC GMAILMANUAL 21 Reading Attachments Did your cousin just send you a picture of his new puppy You may want to download the photo or share it with your friends See how you can access and share attachments with Gmail To download an attachment in its origina
20. t Filters Mail help Language Gmail display language 1 8of8 lt Labs Important Maximum page size Show 50 conver 5 FIGURE 4 General Labels Accounts and Import Filters Forwarding and Change account settings Change password Change password recovery options Other Google Account settings Google accounts FIGURE 5 Change password To reset your password provide your current password OR the answer to your security question Note you can t reuse your old password once you change it Curent 1 1 OR What is the name of your best friend from childhood New password 2 Confirm new password 3 The Fielden Institute of Lifelong Learning Indian River State College Vero Beach Florida
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