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Your account has over 7 GB of storage. You'll probably never run out of space. In fact, a heavy email user who sends and receives lots of file attachments and archives all messages might use up to 17% of this space a year (usually less), so it would take decades to use up all of the available space. Also note that Google Apps restricts the size of file attachments to 20 MB, so you don't have to worry about a few large files using up your storage space.
Yes. Click Settings in the upper-right corner of your Gmail window and, on the General tab, scroll down to Conversation View.
- If Conversation View is off, new messages won't be grouped into conversations, and any existing conversations are ungrouped into separate messages.
- If Conversation View is on, you can't separate the messages in a conversation. However, if you want to send a reply but don't want it to be added to the conversation, you can simply change the subject line in your reply.
Select the message. Then, in the More drop-down list, select Mark as unread.
To search for messages, type a word that the messages contain. Note, however, that Search matches "whole words" only—that is, it doesn't recognize partial or similar matches. For example, if you search for benefits, Search won't find benefit or benef. Also, Search doesn't recognize special search characters, such as square brackets, parentheses, currency symbols, the ampersand, the pound sign, and asterisks.
By default, Search doesn't look in your Trash or Spam folders. To search those folders also, click Show search options next to the Search field, and then, in the Search drop-down list, select Mail & Spam & Trash. You can find more information about using Search in the Gmail Help Center.
Yes, if Google Talk is enabled for your domain. In that case, specify Gmail as your default email program as follows:
- Open Google Talk.
- Click Settings in the upper-right corner of your contacts list.
- In the General dialog box, select Open Gmail when I click on email links.
- Click OK.
Note, however, that this setting doesn't work for all email links.
Yes. Open the conversation and expand the individual message. From the drop-menu at the top-right of the message, click Reply or Forward.
Yes, you can delete one or more messages in a conversation as follows:
- Open the conversation and expand the message you want to delete.
- Open the drop-menu at the top-right of the message.
- Select Delete this message.
Yes, if your browser is set to display pop-ups in a new window, you can do the following:
- If you're reading a message, click the New Window icon in the upper-right corner of the message.
- If you're composing a new message, click the New Window icon in the upper-right corner of the message.
Clilck Check Spelling at the top of the message you're composing. Misspelled words are highlighted in yellow. Click a misspelled word to see suggested corrections.
Yes. To help prevent viruses, Gmail won't accept file attachments that are executable files. There's also a 20 MB size limitation for attachments. For details, see the Gmail Help Center.
Yes, if you're using a Chrome browser. Otherwise, you must browse to a file to attach it.
Because Gmail is a web-based system, you can't drag a file attachment from one message to another. As a workaround, you can do the following:
- Open the message or conversation that contains the file attachment.
- If the file is attached to a single message, click Forward (from the drop-menu at the top of the message). If it's attached to a message in a conversation, click Forward all on the right.
- Delete all the "forwarded" content from original messages, which appears at the bottom of your new message. Note that the file attachment remains with the forwarded message.
- Then compose your new message and send it.
Alternatively, you can download the attachment and then upload it to another message.
No, you can't embed one message into another directly. As a workaround, you can do the following:
- To attach a single message, open it and click Forward (from the drop-menu at the top of the message). To attach a conversation, open it click Forward all on the right.
- Then compose your new message and send it. The earlier message will be included below your new message.
Alternatively, you can copy the text from the earlier message and paste it into a new message.
Instead of folders, Gmail has a "labels" feature. Labels are similar to folders, but are more powerful and flexible, because you can add multiple labels to a message to categorize it in several ways. For details, see the Gmail Help Center.
You can create up to about 200 labels.
Yes, you can apply any number of labels to a message: Select the message in your Inbox, or open it, and select one or more labels in the Labels drop-down list at the top of your Mail window.
Yes. For details, see Create nested labels.
No. All it does is remove the label from the messages.
Deleting or archiving a message removes it from your inbox. If you delete a message, it's placed in the Trash and then permanently removed from your Google Apps account after 30 days. If you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future, using Google's powerful search feature. Since you have plenty of space for storing all your mail (25 Gb), we recommend that you archive messages rather than permanently deleting them.
Messages remain in your archive forever, unless you choose to delete them
Messages remain in the Trash for 30 days. After that, Gmail permanently deletes them.
Find the message in the Trash and select it. Then, in the Move to drop-down list at the top of the Mail window, select Inbox.
If someone replies to a message you archived or trashed, that message reappears in your Inbox as a conversation, bringing the message you archived or deleted, with it. If the message has already been permanently deleted from the Trash, you'll see an option at the bottom of the message to view the deleted messages in the conversation.
There's no need to delete or archive messages in the Sent folder. Messages remain in this folder forever, unless you delete them. But, because you have 25 GB of storage space, you can keep messages in this folder to refer to them later, if needed. Also, note that messages in the Sent folder are actually archived in All Mail, so even if you archive these messages, they stay in the Sent folder.
Yes, in Gmail, you can set up your "vacation responder," which is similar to the Out of Office feature in Outlook or Lotus Notes. For details, see the Gmail Help Center.
Shared mailboxes aren't supported. However, you can easily set up an email filter (rule) to forward specific types of messages to another person.
Yes, Gmail includes a full set of keyboard shortcuts. First, you must enable keyboard shortcuts:
- In the upper-right corner of the Mail window, click Settings.
- Under Keyboard shortcuts, select Keyboard shortcuts on.
- Click Save Settings.
Then, to see the shortcuts, press SHIFT+? while viewing your list of messages in the main Mail window.
Not exactly. But as a workaround, you can create your own mailing list (called a "group") for people who want to share an email address. This requires that Long Lines has enabled User-Managed groups for your domain. If user-managed groups aren't available, then contact Long Lines to set up a mailing list (group) for all the customers who want to share an email address.
Or if email delegation is enabled for your domain, you can use that to allow up to 10 other users access a single email account.
Yes, the Google Task gadget is available in Gmail and Calendar. For details, see Using the Task gadget.
Messages remain in the Spam folder for 30 days. After that, Gmail permanently deletes them.
If messages from a sender outside your domain are being incorrectly tagged as spam, you can prevent this from happening by creating an email filter using the Never send it to Spam option:
- In Gmail, click Settings > Filters > Create a new filter.
- Enter the person's address in the From field, and then click Next Step.
- Select Never send it to spam, and then click Create Filter.