LESSON 1: GMAIL
OBJECTIVE OF THE COURSE:
- To teach trainees steps to compose, send and reply emails.
- To teach trainees how to arrange mails in folder and use labels to distinguish mails
- To teach trainees how to search for mails in a Gmail box
- To teach trainees how to add signature to an email
Statistics about GMAIL
Official release date: April 1, 2004
Storage capacity: 15 gigabytes
Active users: 1 Billion monthly users
Users can receive emails up to 50 megabytes in size, including attachments, while they can send emails up to 25 megabytes. In order to send larger files, users can insert files from Google Drive into the message
Gmail is short for Google Mail. It is basically an email (electronic mail) communication tool for exchanging of information and documents between 2 or more parties. Gmail is widely used by many individuals for business communication. Many times employees who want to communicate with their employer they do so via e-mail.
QUICK THINGS YOU CAN DO WITH GMAIL
With Gmail, your emails are stored safely in the cloud where you can get to them from any computer or device with a web browser like Google Chrome, Mozilla Firefox, etc.
- You can also quickly organize and find important email
- Add your professional signature to email you send
- Read and draft email when you don’t have an Internet connection.
STEPS TO COMPOSING AN EMAIL WITH GMAIL
- Open your Gmail inbox.
- In the left sidebar, click COMPOSE. A new email opens near the bottom corner of your Gmail window.
- Choose a window size that’s right for you using the buttons in the upper corner of the compose window.
- Just start typing to compose your email. Emails you’ve started writing, but haven’t sent, are automatically saved in Drafts on the sidebar.
HOW TO SEND AN EMAIL
- To send an email, you would need to type the individuals emails in space marked “To”
To: This signifies that you are sending an email ‘directly’ to a person or a group of people. They are the set of people you want to directly communicate with.
Cc: This is short for Carbon Copy signifies that you are copying someone or a set of people in an email. In effect the email is not directly meant for them.
Bcc: This is short for Blind Carbon Copy, The major difference from the 2 above is that, the person directly receiving the email (To) and the one whose emails copied (Cc) cannot see the recipients whose email are in Bcc.
- Add recipients by typing more email addresses, and remove recipients by clicking Remove (X) next to an email address
- Add recipients, attachments, images, and more
- To add attachments (pictures, documents) in your email, then click on the Icon that looks like a staple pin.
- The other icons can be used to emphasize key points with font styles, include different kinds of recipients.
- Send and Undo Send
If you make a typo or change your mind about sending an email, you can take back an email using the Undo Send feature. Click Undo at the top of the page.
*Depending on your settings, there's a limited amount of seconds to click Undo before it disappears.
Make sure Undo Send is enabled, or change settings:
- In the top right, click Settings (The button that looks like a spanner) and select Settings.
- Click the General tab.
- Scroll to Undo Send and check the Enable Undo Send box.
- Set the cancellation period.
At the bottom, click Save Changes.
VIEW NEW EMAIL
Unread emails, i.e. emails that have not been read are bold. To open an email, simply click it in your email list. By default, replies to email are grouped into conversations.
It may take some time to get used to conversation view, but keeping all the email in a thread makes it easier to keep track of them and reduces inbox clutter.
SAVE AND PRINT ATTACHMENTS
When someone sends you an attachment, such as a photo or document, you see a preview of the attachment at the bottom of the email.
Download an image or save it to Drive: Hover over the preview and click Download (a downward button) or save to drive (a downward triangle)
See a full-screen view and print: Click the attachment to open a full-screen view. To print, click Print
REPLY TO EMAIL
To reply to an email, just click in the box below the email and type away. Or, you can choose exactly how you want to respond:
- Reply: To respond to an email, open it and in the box under the email, click Reply, Reply to all, or Forward.
Reply: You should click this when you want to respond directly to the recipient who sent you the email
Reply all: You should click this when you want to respond to everyone copied in the email
Forward: You should click this if you want to send the same email that has been sent to you to some else.
- Respond inline: To see the previous email within your reply, scroll down and click Show trimmed content.
- Respond to an earlier email in the thread: Select the email you want to reply to. Then, click the Down arrow to choose how to reply.
- Forward an entire conversation: In the menu bar above the conversation, click More > Forward all.
CREATE AND APPLY LABELS.
In your previous mail program, you might have stored email you want to keep in folders. In Gmail, you use labels to categorize your email. Labels are like folders, but with a twist: you can apply multiple labels to an email, then later find the email by looking in any of its labels.
You can also:
- Open a label on the left of your Gmail window to see all email with that label (just like you used to open a folder).
- Nest labels within labels, just like you did with folders.
Search for all email with a label.
- See labels on email in your inbox to quickly identify different types of email.
Create a label:
- In the top right, click Settings icon and select Settings.
- Click the Labels tab.
- Scroll to the Labels section and click Create new label.
- Enter the label name and click Create.
- You can even create nested labels, which are like subfolders.
Tag one or more messages with a label you’ve created:
Select your messages.
Click Labels (Looks like a tab)
Check the labels you want to add to your selected messages and click Apply.
Add a color to a label:
- In your Labels list on the left, hover over the label and click the Down arrow
- Hover over Label color and choose a color. Or, click Add custom color.
- The change is instantly applied to all messages with that label.
(Optional) To remove a label color, hover over Label color and click Remove color.
- To see all the email that have a particular label, just click the label’s name on the left of your Gmail window.
MOVE EMAIL OUT OF YOUR INBOX
You can also move your email out of your inbox and into labels the same way you used to with folders.
Select your email.
Click Move to folder (Folder is represented by Icon that looks like rectangle)
Select the label you want to move your email to.
The messages no longer appear in your inbox, but you can find them by opening or searching for the label.
STAR IMPORTANT EMAIL
Want to flag an important email? Click Star ? next to an email in your inbox or an email within a conversation.
To list all your starred email, just click Starred in the left sidebar.
DELETE OR ARCHIVE UNWANTED EMAIL
If you no longer need an email, you can delete it by selecting it and clicking (Delete the image looks like a box). Deleted email are moved to Trash and then permanently deleted after 30 days.
But with 30 GB of storage or more in your G Suite account, you don’t need to delete your email to save space. So, we recommend that you archive them instead.
Archiving removes email from your inbox to keep it clutter-free. But, the email stays in your account so you can find them later. It’s like moving email into a filing cabinet for safekeeping, rather than putting them in a trash can.
Select the email you want to archive.
SEARCH YOUR INBOX
You can search for one or more keywords that appear anywhere in the email—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 email, contacts, labels, or past searches. You can click one of the suggestions to open it or to see a list of results, click Search (Image looks like magnifier).
NARROW YOUR SEARCH WITH ADVANCED OPTIONS
To narrow down your search even further, at the right of the Gmail search box, click the Down arrow. This opens more Search options.
Here, you can enter specific search criteria. For example, you can find an email from Alice that has an attachment and was set within a particular time frame.
CREATE A SIGNATURE
Your signature might include your name, title, and contact information.
Click Settings and select Settings.
On the General page, scroll down to the Signature section and compose your signature. Use the format bar to add text colors, styles, links, and even a picture.
At the bottom, click Save Changes.
- Send an email to one of your facilitators containing your signature and attached files. Copy 2 of the facilitators and blind copy one of them. Let the body of the email detail what new thing you have learnt from reading the online course on Gmail.
The attached files should be
- An image (a screen shot) of mails you starred in your box.
- An Image (a screen shot) of use of labels to sort emails
- Forward a random email in your mail box to one of your facilitators
- Reply the email sent back by your facilitator(s) to you.