SBCSC Gmail - South Bend Community School...
Transcript of SBCSC Gmail - South Bend Community School...
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SBCSC Gmail
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Apps Grid: Other Google Apps, calendar, drive etc.
Account Access: Log out and account settings
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Inbox tabs: Organize your Inbox (customizable) Inbox: The main location for most new mail
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SBCSC Google: Indicates you are in your SBCSC Gmail
3 Gear/Settings: Manage your Gmail settings Page navigation: Navigate pages of emails
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Labels: Messages can be labeled and stored; the labels are then listed in the sidebar
Compose: Opens a new message dialogue box
5 Toolbar: Tools available depend on whether you are working in the inbox or with messages
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Mail: Dropdown navigation tool to move between Mail, Contacts, and Tasks
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• sign in at Google.com • blue sign in button • type entire SBCSC email address • your email address appears upper
right • click the Apps Grid, choose Mail
Search: Search within your Inbox, labels and all mail (very, very helpful!)
CREATING A MESSAGE
• Click the Compose button on left • Enter the address and text and click Send Note: Click the double headed arrow to make compose window larger, For ability to move and resize compose window, Shift-click on the double-headed arrow .
Formatting a message: Formatting options are at the bottom of the Compose Window. • Click on the A to show the Formatting toolbar • You can set a default formatting style in Settings >
General If you always want a new compose window to be large, click the more dropdown (lower right corner) and choose default to full screen (cannot move or resize this)
Adding an attachment: In the Compose window, click the Paperclip icon at the bottom and attach your file
Saving as a draft: Google automatically saves every message or reply you start as a draft ◦ To return to a draft message, click the Draft label from
the sidebar and click on the draft to resume typing
◦ To discard a draft, click the Trashcan icon at the bottom of the Compose window
WORKING WITH MESSAGES
Reading a Message: • From the Inbox, click on the sender’s name or the message
you want to read and the message will open in the Inbox area
• To return to the Inbox, click the back arrow on the toolbar
Replying, replying to all and forwarding a message:
• Click the Reply button on the right of the message to reply only to the sender
• Click the dropdown arrow from the Reply button and choose the Reply to all or Forward option
• You can also make these choices in the Reply box at the bottom of a message
Opening an attachment: Hover over the Attachment icon at the bottom of the message.
• Click on the icon to see a preview
• Click on the Download arrow to download the file to your computer
• Click on the Google Drive icon to save it to your Google Drive space
Deleting a message: • In the message list, click in the box to the left of the
message and then click the Trashcan icon in the toolbar • In the message itself, from the Reply dropdown, choose
Delete this message • A message stays in the Trash or Spam only 30 days before
it is permanently deleted
Printing a message: In the message, click on the Print icon in the upper right, then click Print
CREATING A LABEL
Method 1: • In the Sidebar, click the More dropdown menu, then click
the Create New Label link • In the dialogue box, enter a name for the label • Choose what other label you would like to nest this one
under, if any, and then click Create
Method 2:
• With a message open or selected in the message list, click on the Label button in the toolbar and choose Create new
• The new label will be attached to the selected message
Method 3: • From Settings > Labels, choose Create new label
WORKING WITH LABELS
Labeling a message: • With a message open or selected in the message list, click
the Label dropdown in the toolbar • Select the label(s) from the list-click apply
Moving a message out of the inbox: • With a message open or selected/checked in the message
list, click the Move dropdown in the Toolbar (folder icon) • Select the label to which you want the
message to move; that label will be applied and the Inbox label on the message will be removed
Editing a label: • From the labels listed in the sidebar,
click the dropdown arrow next to the label to access a menu of settings or select Edit to change the name and nesting order
• Or, from the Label dropdown in the top toolbar, select Manage labels-Change the show/hide specifications Or click on edit next to the label you want to edit
Removing a label: • Find the label at the top of the message and
click on the X to remove it. • Deleting a label does not delete the message. A message
with no labels can always be found in All Mail
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All Mail, Archiving, Trash
All Mail contains all the mail that is in your account, both what you sent and received, except for what is in Trash and Spam.
• To Archive a message(s), select the message(s) and click the Archive button on the toolbar. Archiving removes messages from your inbox, but keeps them in your account so that you can always find them
• Any deleted message (instead of archived) will be automatically and permanently deleted after 30 days If you often find yourself replying to a message and then immediately archiving the conversation: Settings > General, scroll down to Send and Archive, Select Show "Send & Archive" button in reply, save changes. Once setting is enabled, you'll have two options when you reply to a message: 1-‐Send & Archive to send the reply and archive the previous message in one step, 2-‐Send to send your reply but leave the original message in your inbox.
Contacts
Opening contacts • Click on the Mail dropdown in the top-‐left corner
of your Gmail page
• Or, click on the Apps grid and choose Contacts (this will open contacts in a new browser window)
Adding new contacts: Click the New Contact button in the top-‐left corner
Finding a contact: • Click on the name in any group the person belongs to • Or, use the search field at the top of the page
Editing a contact: • Find and open the contact you want to edit • Click in the field you want to edit or click the Add
button
Note: changes you make to a contact’s information are always saved in My Contacts, never the district directory
Deleting a contact: • Find the contact you want to edit • Click the More button, then select Delete contact
Creating & adding to contact group: • Select New Group from the sidebar, enter a
name and click OK • In the sidebar, click on the name of the group
Click the Add to icon on the toolbar. As you begin typing, the name of the contact a dropdown list of names will appear. If the contact is on the list, select the name. If not, type in the complete name. Click the Add button
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• From the directory check any name(s) select the groups icon, check the contact group(s) for these people select Apply
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• From a group email (if you didn’t send it, hit reply all) click to the left of the first recipient name to activate the “To”-‐contacts open, at the bottom choose save as group and give the contact group a name. It may take a few minutes/or refreshes to appear in contact list
To utilize the “dl_” lists as we new them, they can found and used by: Compose a new message, click on the To: type dl_ in the search line, click the magnifying glass Check the list(s) you want to use, choose Select
Keyboard shortcuts
Creating Tasks
Your task pane: Click the down arrow next to word Mail in the top left corner of your Gmail page, choose Tasks
Adding tasks: • Use the + button at the bottom of your list
• Use arrow to “pop out” (make larger) task window
Adding tasks from emails: With message open, you can create a task about that message by:
• using the keyboard shortcut Shift + T • or by choosing Add to Tasks from the More menu
Working with tasks: • Switch between existing lists or create new ones
using the List icon in the bottom right corner
• Create Subtasks by using Actions • Move tasks by grabbing them to the left of the
check mark and dragging them up and down
• Add new tasks to the middle of a list by clicking at the beginning or end of an existing task and pressing Enter
• Check off Tasks when you’re done, and use Actions > Clear completed to hide them
• Print your tasks by clicking Actions and selecting Print task list
To see keyboard shortcuts, type the ? while in the Gmail window (without setting the cursor) and a window with all shortcuts will open. If you are typing, you will get a ?. Note there are some you need to be enable in order to use
Important Contact Information: In contacts, the Directory lists all SBCSC students and staff. Students do not have SBCSC Gmail available to them Student accounts are: [email protected] Staff accounts are typically [email protected]
Student example: [email protected] Staff example: [email protected]
SBCSC Gmail—More Features
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SBCSC Gmail—More Features
SETTINGS
• General: Set basic features • Labels: Create, show/hide, edit and delete labels • Inbox: Set the specifications for your inbox • Accounts: Manage your account settings • Filters: Create, edit and delete filters • Themes: Change the look of your email interface
SEARCHING FOR MESSAGES
• Type the word/email address/name you’re looking
for in the Search box and click the Magnifying glass icon
You will get a list of messages containing that term and a list of your Google Docs and more where that term is also found ADVANCED SEARCHING: • Click on the dropdown arrow on the right of the
Search field to open an advanced search dialog box. • Enter as much information as you can and click the
Magnifying glass EVEN MORE ADVANCED SEARCHING: Advanced search operators are query words or symbols that perform special actions in Gmail search. These operators allow you to find what you're looking for quickly and accurately. Some common search queries:
from:david to:amy from:david or from:amy
newer_than:2d has:blue-star filename:pdf
subject:dinner cc:david filename:suehomework.txt
FILTERS
Filters perform actions on emails and can be based on labels, sender, or other items (ex auto label and move an email from a certain sender) Creating Filters: • Go to Settings > Filters • Click on Create a new filter at the bottom of the window • Enter the criteria for the filter, then click the Create filter
with this search link • Select the actions you want the filter to apply to the
message, then click Create Filter Creating a Filter From A Particular Message: • Select the message and click the More button in the
toolbar, then Filter messages like these • Enter the criteria for the filter, then click the Create filter
with this search link • Select the actions you want the filter to apply to the
message, then click Create Filter Editing Filters: • Go to Settings > Filters • Next to the filter you want to edit, click edit • Make your changes and click Update filter DELETING FILTERS: • Go to Settings > Filters • Next to the filter you want to delete, click delete
VACATION RESPONDER
• Go to Settings > General > Vacation Responder • Turn the vacation responder on and set the date range,
subject and message • Check who should get the message; leaving both boxes
unchecked will result in everyone who sends you email getting the message
• Click Save Changes Note: Your reply is only sent once to people who email you. However, if the same person contacts you again after four days and your vacation responder is still on, Gmail will send another vacation response
SIGNATURES
Google only allows a user to have one signature per email account. • Go to Settings > General > Signature • Create your signature and click Save Changes Note that you can insert images or hyperlinks, add colored or bolded text, and much more.
EXTRAS:
Change message Subject in a reply: • While in reply window, click the dropdown to the
left of the recipients names-‐choose edit subject People Widget • Settings-‐general-‐People Widget-‐turn on • People Widget is now located on the right-‐hand side
of your messages, shows you contextual information about people you’re interacting with (recent emails, profile picture, quick way to add info to contact)
• Quick way to email person (that sent message) click envelope) or entire group-‐click the people link (can choose all or individuals from here)
To access other Language Keyboards and Handwriting Input • Settings-‐General-‐Language-‐click Show All Language
options and check the box for Enable input tools. • Move from left side to the "Selected input tools" • Re-‐order your by selecting up and down arrows 3/19/15 Maureen Hosinski ([email protected]) email with questions!
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