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Gmail Help Center



Basic Functionality



Accessing Email


Nebo School District email is now handled by Google, through Google Apps for Education (GAFE). Your email address is: firstname.lastname@nebo.edu. You can access the email login on the Employees Menu of the Nebo District Homepage. You can also access it directly from any web-connected device (computer or mobile device) at: mail.nebo.edu   You can bookmark the URL or save it to your "favorites" to make it easier to access.


Note: This is not the same way you might access other gmail accounts. This gmail account is within the Nebo domain, so it is accessed through its own portal.



Reading Messages
This section includes information about:
  • The Inbox
  • Conversation View
  • Working with Attachments
  • Replying to Messages
  • Forwarding Messages
  • Archiving Messages
  • Deleting Messages




The Inbox

The Google Inbox looks similar to many other email systems' homepages. The main part of the screen lists the messages, sorted by date and time, with the newest message on top. Note: Google uses the term "message" instead of "email" because there are different kinds of messages that you can find here, such as SMS or voice chats. There are some other subtle, but valuable, differences between the Google inbox being a "label" rather than a folder. These are covered in the section on labels.

The Inbox shows all messages that have been received and not sent to the archive or deleted. Unread messages are shown in bold text. The name of the person or organization sending the message is listed. A number in parentheses indicates that this message is a part of a conversation, such as when you or some other recipient has responded to a previous message. In this case, each of the people that have participated in the conversation will be listed in the sender column. See Conversation View below for more details.

The subject of the message is also shown, with the first part of the actual message also being shown in grayed-out text. The goal is to help you more easily find the specific email conversation that you had with the Media Specialist last week. On the right side of the screen it shows which messages include attachments (paperclip) and the date of receipt.

Above the list of messages are different options for working with messages in the inbox, such as deleting, moving to an archive or other folder, or marking the note as "important". These will be explained individually below.

The left side of the screen gives you access to the different labels that are available, much like folders in other email systems, but a bit more flexible. You will also find quick access to your most commonly used contacts, as well as links to voice, video, and SMS chat. These features will also be explored in more detail below.


Conversation View

In Google, messages are organized by conversation, meaning that all messages that are part of the same email thread are grouped together for quick reference. A number in parentheses beside the sender's name(s) in the inbox or other label view indicates the number of messages that are attached to the same conversation. When you open a message that is part of a conversation, it will open the entire conversation, with the header of the oldest (initial) message at the top and the most recent message open at the bottom of the stack.



You can click on any message in the conversation to open that message. Individual messages can be managed individually, but there are also some actions that can affect the entire conversation. For example, you can reply to an individual message in the conversation, whether it is the most recent message or not. You can also choose to forward an individual message to another person, or choose to forward the entire conversation as a whole. When you add a label to a message, it automatically adds the label to the entire conversation. These options are all explained in the next few sections.

One important feature to note is that the conversation will include all messages in the conversation, even if they have been put in the archive, but not if they have been deleted. That means that you don't need to create a lot of folders to keep track of past conversations or keep everything in the inbox in order to find it again. If someone responds to a message months, or even years later, the entire conversation (minus any messages that have been deleted) will automatically be retrieved to the inbox and attached to the new message. If you need to initiate the response to an older conversation, you could find the conversation simply by searching for a keyword or individual involved in the original conversation.

If you do not want the conversation view, it can be turned off under the Settings/General menu at the top right corner of the page.


Working with Attachments

When a sender has added an attachment to a message, you will see the attachment icon (paper clip) next to the date sent in your Inbox view.


When you open a message with an attachment, the attachments are listed at the bottom of the message. The options that are available to you depend on the type of attachment.



Images will be shown with thumbnails.

Documents that could be converted to a Google format, such as the Excel document in the second image above, can be opened and converted in a single step. From there you would have the option to save the document, print it, etc.

To preview an attachment, click View or View as HTML. This allows you to see what the document contents look like without actually downloading it, or opening it with the associated software. Note: Because Google uses a quick online preview tool, the formatting may not appear exactly as the document will if/when you actually download it. The preview is simply designed to give you a quick look in order to help you decide what you want to do with the actual attachment.

When you download an attachment, it will open the file using the default software and allow you to save the attachment. If the file type requires an unknown, or unavailable program to open it, you can still download and save it.



Replying to Messages

When you have a message open, you have the option to reply to the sender, or to reply to all contacts involved in the conversation.


To reply to a single sender, or to the one who sent the open message in a conversation, click the Reply button in the top right corner of the message window or at the bottom of the message.

To reply to all members of the conversation, click the Reply to All option at the bottom of the message. You can also click the down arrow beside the Reply button and select Reply to All.



Forwarding Messages


To forward a message to another person, click the Forward option at the bottom of the message. You can also click the down arrow beside the Reply button in the top right corner of the message window and select Forward.






1. Enter the name(s) or email address(es) of the individual(s) that you wish to forward this email to. As you type, you will be presented with a list of your contacts that match what you have entered to that point and you can simply select them if they are in that list. If not, you will need to enter the complete email address.

2. You can change the Subject, if desired.

3. You can also choose to remove or to add attachments.

4. If desired, enter a message at the top of the text field where the message being forwarded is displayed.

5. Click Send at the bottom of the message.



Archiving a Message

This is a challenging concept, and one that deserves particular attention. In the past, when you wanted to save an email message, particularly for a long period of time, you would put it into a folder or perhaps save it onto your hard drive in some kind of folder structure. With Google AppsMail, you have far more storage space available than you had in the past, so there is no need to save messages onto your computer. If you are sure you will never need it, go ahead and delete it, but if there is a possibility that you might need a message in the future, archiving it is an excellent way to hide it from the inbox, while still making it easy to find, searchable, and part of a conversation if it is.

When you receive messages in AppsMail, they are put into a big list called "All Mail". This label, which is explained better in a later section, is like a folder that includes all messages that you have received (read or unread) that have not been deleted. However, when you are looking at your messages in the inbox, you are see all messages that have been received and that you haven't deleted or archived. If you archive a message, you are essentially saying that you don't want to delete it, but you also don't want to see it in your inbox when you check your messages. Archived messages are always available by selecting the All Mail label.

If you consistently archive messages after reading them to keep your inbox manageable, you will soon have a large archive of messages. Although you can still search the archives by keyword or subject or contact name, you should consider using labels (they are like folders and are explained below) to better organize messages that you save for later. The "All Mail" archive will still show you all messages, even if they are organized by other labels.


To archive a message that you have just read or accessed, click Archive in the toolbar above the message or conversation.

To archive messages from the inbox view, select the checkboxes beside all messages to be archived, which will cause them to be highlighted. Click Archive in the top toolbar.



Remember, if you archive messages, they are always available by selecting the "All Mail" label in the left-hand area of the screen, though you may have to select "more" to find that label. If a message was also labeled with another label, such as "PLC Stuff", it would also be available by selecting that label. You can always use the "Search Mail" feature at the top of any AppsMail screen to locate a specific message or conversation.



Deleting a Message

If you want to delete a message completely rather than just putting it in the archive, the system essentially relabels it as "Trash" and removes it from both the inbox view and the archive (all mail). However, the "Trash" label is a temporary holding place for deleted items. All messages in the Trash label will be automatically deleted 30 days after they were put there.

If you want to immediately delete a message
, open the Trash label and click the Empty Trash Now link at the top of the list of messages.


If you want to recover a message from the Trash, you must do that within 30 days of putting it there. Open the trash folder. Open the desired message, click the Move To drop-down menu and select Inbox or any other label. From the main Trash view you can also select the checkboxes beside one or more messages and recover them the same way.



Labels


Labels are quite a bit like folders that you might be familiar with other email tools and other computer applications. There is, however an important distinction. If you put a email into a folder in another tool, such as from an inbox, you are essentially cutting it from one place and moving it to the new folder. If you wanted to access that email later, you would go to the new folder and find it. Labels are really more like filters on the collection of all email messages ("All Mail"). If you add a label to a message, it groups it with other messages that have the same label and you could access all of the messages tagged with the same label just by selecting that label from the list on the left side of the screen (though you may have to select the "more" option to see all of the labels).

A message can be tagged with multiple labels, meaning that it would be accessible by selecting any of the labels that are assigned to it. That is kind of like copying the email and putting it in multiple folders, except that it is the same message in each label, so anything you do to it, such as replying or re-labeling, is reflected in all of the labels.

There are a few system labels that everyone has and that you cannot edit or delete, though they can be hidden. These include:
  • All Mail - Literally all messages except those that have been deleted.
  • Inbox - All new messages, as well as those that have not been archived.
  • Priority Inbox - An inbox view that brings to the top important and starred messages, as well as messages from frequent contacts.
  • Spam - Emails that the system thinks may be spam, but has left for you to decide and manage. 
  • Sent Mail - Emails that you have created and sent.
  • Drafts - Any message that you started to create, or reply to, without completing the send process.
  • Trash - Messages marked for deletion (automatic after 30 days).
  • Important - An indication that you attach manually to a message by clicking the + sign in the toolbar.
  • Starred - All of the messages that you have marked as "starred", whatever you have decided that means.
  • Chats - Chats are also included in the Inbox and All Mail view, but can be accessed as a separate group through this label.


Creating Labels

There are different ways to create new labels, depending on the current view. There are no limits to the number of labels that you can create, but for management sake it makes sense to limit them to maybe 10 - 20. You might have a label for messages from specific groups of people, such as parents, your relatives, the PLC, or a particular contact with whom you exchange a lot of email. Other options include subjects that you teach, an upcoming field trip, or the ESL course that you are involved with. Even if the label is temporary, it makes it easier to locate all of the messages concerning Angie's disruptive behavior in class last week so that they can all be deleted when appropriate rather than just letting them clog up the archive forever (although you can do that if you want).



Existing labels are listed on the left side of the screen. Those at the top of the list are the system labels that you have chosen to display. The next few labels are those that are you have created and chosen to display. Below those there is a link, labeled "more", to access all other existing labels that are currently marked as "hide" in the settings. Note: All labels are listed alphabetically and you can't change that - you'll go crazy trying.

To add a new label, click the more link and select Create New Label.


Enter a new label name and click OK. The new label will appear in the list on the left hand side in alphabetical order.



Applying Labels

To apply a label to the message that you are currently reading without archiving it, click the Labels drop-down menu in the top toolbar and select the checkbox(es) beside the appropriate label(s). Then click Apply. You can also create a new label at this time.

To apply a label to the message you are currently reading and archive it at the same time, click the Move to drop-down menu in the top toolbar and select the desired label. You can also create a new label at this point. You can only assign one label to the message if done this way, but it will save you the additional step of archiving it later (a whole 2 seconds more).

To apply one or more labels to multiple messages at the same time, select the checkboxes beside the messages in the Inbox or other AppsMail view and use the same Labels or Move to functionality to affect all selected messages the same way.

Messages with labels assigned will have the various labels listed in colored text before the subject of the message.





The "Important" Label

It's important because it's named important. The "Important" label is represented by an orange arrow beside the subject line rather than the normal label tag. If the message is unread, the important shape will be filled in. It will just be an outline if the message has been read.


The "Important" label is attached, or removed from a message using the + and - signs in the toolbar.


This label functions like other labels, but is more visible in the Inbox or other views. Also, the "Important" label can be effectively used with the Priority Inbox feature.



Removing Labels

When you are reading a message, any labels for that message will be listed at the top, beside the subject. To remove a label, click the X beside the label. If you remove all labels for a message, it will still be available in the All Mail archive.




Managing Labels

Managing labels involves deciding which labels to have displayed on the left side of the screen, and which to leave under the more link below that list. You can also add new labels and delete labels that you have created.

Click the Labels drop-down menu in the toolbar and select Manage Labels, or click more below the list of labels on the left side of the screen and select Manage Labels.



The system settings menu will open with the Labels tab selected.

In the top section, the system labels are listed. You can use the show and hide options to determine which of these will be displayed at the top of the list of labels on the left side of the screen.

In the bottom section, you can do the same for labels that you have created, as well as delete any label you choose by clicking remove. When you delete a label, that label is removed from all messages (the number of affected messages will be shown). That does not mean that the messages are deleted. They will still be available under any other labels that they might have, as well as in the All Mail archive.

You can also create a new label by entering the name in the text box and clicking Create.




Stars


A yellow star is used to mark messages in a visible way. The star means anything you want it to. You might use it to mark messages that require follow-up or that are hot topics currently. Using stars for too many emails waters down the effectiveness of this functionality.

To add a star to a message, simply click the grayed-out star beside the sender's name in the Inbox or other AppsMail view.


To remove a star, simply click it again.

Stars are particularly useful with the Priority Inbox functionality.



Priority Inbox


The Priority Inbox is a special view of your inbox that is designed to give you quicker access not only to new messages, but also to messages that are important to you for a variety of reasons.

The Priority Inbox allows you to create separate sections within your inbox view and pre-sort messages based on different criteria:

  • Starred messages - As highlighted earlier in this document, a star can be used to mark a message to highlight it, but the star has no meaning beyond the purpose you attach to it--it can mean anything you want it to. Messages that are starred can be put into their own section so that they are not only grouped together, but also so that they stay near the top of the inbox until they are archived or until the star is removed.
  • Important - An important label is similar to stars, except that the Google system tries to predict which emails might be important to you based on your message reading patterns. The system looks at the sender or other individuals in the conversation and marks the message as important if it involves your more frequent contacts. Google also scans the keywords for the message and compares them to messages that you have previously received. If the subject of a new message is similar to messages that you have previously read and starred, it is more likely to be labeled as important than if it matched messages that you archived or deleted without reading. Establishing priorities, or deciding what is important, will be more accurate if you receive lots of messages and will refine itself over time. You can manually mark a message as important or not important using the + and - buttons at the top of the inbox.
  • Read/Unread - You can sort messages into one of the sections based on whether or not you have read the message. You could have one section that was for "important" messages that you had not read, which would automatically move to a different "read important" section after viewing it.
  • Labels - You can also set up sections of the priority inbox to display messages that have a specific tag. Although you can always access messages by tag anyway, this could be used to keep a hot topic up front in the inbox view.

Creating and Editing Sections


The image above shows three sections in the priority inbox: Important, Starred, and Everything else.

To create a new section, or to edit an existing section, click the down arrow in the section heading beside the name of the section (what it is showing).


Select what will be included in the selected section of the inbox view. Use the "more options" link to locate labels.

Determine how many messages to show in each section. Messages that exceed that the limit you select are not moved to the main inbox, but are available in the same section by clicking a "more" link.




Email Signature


You can set up a signature to be displayed at the end of all outgoing messages by default. The signature can include not only text, but also images, links, and text formatting.

To set up the message, click Settings in the top right corner of the screen. Under the General tab, you will find the Signature option.


Use the radio button to turn on, or off, a default signature. You can even set up different signatures for each email address that you use to send messages through this account by selecting the desired email address from the drop-down list.

Add the content that you want to have as your signature and click Save Changes at the bottom of the page.





Contacts


This section includes information about:
  • Manually adding, editing, or removing contacts
  • Contact Groups
  • Searching contacts
  • Importing contacts
  • Exporting contacts
  • Printing contact lists

Contacts are similar to what you might expect in an email address book, but you don't have to go to the trouble of saving their information or searching the address book for them when you want to send a message. In fact, if you start typing a name or email address into a message field, the system will automatically try to find the desired contact for you. You will usually be able to quickly select the desired contact from the list that is presented as you start to type.

Contacts are automatically added to your "All Contacts" list when you send, reply to, or forward a message, including chats.



Contacts are accessible through a link in the left-hand navigation menu. A list of your most frequent contacts will also be shown in the chat window if it is turned on.


Manually Adding, Editing, or Removing Contacts

Click the Contacts link in the left-hand navigation menu.



To add a contact that is in the district
, enter the person's name (partial entry okay) in the top search box and click the enter key.



Select the checkbox beside the desired person in the Domain Contacts section and click Add to My Contacts at the top of the list.




To add a contact that is not in the district, click Add to "My Contacts" at the top of the list of contacts.




Enter the name of the new contact in the text field and click Add.

From the list of contacts, click on the new contact's name.


Enter contact details. You can also click Add to create and edit other fields for different kinds of information.

Click Groups to add this contact to one or more contact group.



To remove a contact, select the checkbox(es) beside one or more contacts. Click More Actions at the top of the list and select Delete.



To edit contact information, click the name of the contact.



Edit the information, as desired. Then click Save at the right of the screen.


Contact Groups

Although all of your contacts are available in a single place, and are also searchable, contact groups allow you to organize your massive social network to more easily locate those for whom you have forgotten important information, such as their names (though search is still an excellent option).



The list of existing contact groups is shown in the left-hand navigation window.


Default groups include:
  • My Contacts - You can use this group however you want, such as important people, contacts that you frequently message, etc.
  • Other Contacts - All individuals that you message, or reply to, will automatically be added here.
  • Most Contacted - The 20 individuals that you most frequently correspond with.

To create a new group, click New Group in the list of contact groups and enter the name of the new contact group.

If you click Add to . . . at the top of the window you can type in the name(s) of contacts to be added to this group.




To move contacts into contact groups, select the Other Contacts group, or otherwise locate the desired contact(s).

Select the checkbox(es) beside the desired contact(s).

Click the Groups button above the right section of the screen.

Select the contact group(s) to add the selected individual(s) to.



Searching for Contacts

If your social network becomes unmanageable, you can search for contacts by a wide variety of criteria:
  • First name
  • Last name
  • Prefix
  • Phone number
  • Email address
  • Keyword from the Notes field



Enter the desired search term in the Search Contacts field at the top of the list of contact groups. Partial entry is also acceptable.


Importing Contacts

Importing and exporting contacts allows you to add a large list of contacts from other email address books:
  • Outlook
  • Outlook Express
  • Yahoo! Mail
  • Hotmail
  • Eudora
  • vCard Apps
  • Potentially others
Note that Communigate (old Nebo mail) is not one of the options. Contacts cannot be imported directly from that system.


At the top of any contacts screen, click More Actions and select Import.



Browse to locate the CSV or vCard file.

Use the drop-down list to auto-add the imported contacts to an existing, or new group.

Click Import.


Exporting Contacts

AppsMail contacts can be exported for use in other email applications:
  • Other Google Accounts
  • Outlook Accounts
  • vCard Apps (Apple Address Books)

At the top of any contacts screen, click More Actions and select Export.




Select the contact group that you want to export, or choose all contacts.

Select the format for the export.

Click Export.



Printing Contact Lists

Pretty handy for passing around for treat sign-ups for the next PLC, but printing anything is so last decade.

At the top of any contacts page, click More Actions and select Print.




Select the contact group to be printed, or choose to print all contacts.


Click Print.





Sending Messages



From any email view, you can click Compose Mail in the top left corner to start a new message.


A blank form will be displayed, allowing you to draft a new message. If you exit this message without sending it, it will be saved as a draft, which you can later edit and send. Drafts are auto-saved, or can also be manually saved at any point.

Although your default email address will be listed as the From option, you can select a different address to send from if you have multiple accounts available.

There are three different fields to use for entering email addresses or contact names:
  • To:  Enter the email address of the desired recipient. If you want to add multiple recipients, simply separate those by a comma, or a comma and a space. When you begin to type a person's name or email address, the system will suggest contacts that match what you are typing and you can quickly select the desired recipient from the list. In a second list, directly below the list of contacts, is a district directory that will show all Nebo District personnel which match the search criteria.
  • Add CC: Carbon Copy is a way to share a message with someone other than the main recipient and to inform all recipients of that action. That's right, generally pointless.
  • Add BCC: Blind Carbon Copy sends a copy of the message to another person as well, but prevents all recipients from seeing who might have received a copy of the message.

Attachments

Below the subject line is an option to attach a file. This will open a window to allow you to browse for the desired file. Gmail will not allow you to send executable files (such as those ending in .exe) or zipped files (variety of extensions). You can attach multiple files, but the total size allowable is 25MB (which is huge).


Invitations

You can also use Gmail to send an invitation to the message recipients. Click the Invitation link to open a separate window and complete the information about the event. In addition to setting event details, you can also take advantage of shared calendars with the intended recipients. When the users receive the invitation, they can directly add it to their own calendars, and respond using the Google Calendar functionality rather than being forced to switch applications.


Take advantage of the text formatting options in the body of the message. You can also use spellcheck.



Intermediate Functionality



Filters


A filter is a rule that you create to tell the system how to handle incoming messages. For example, if you get numerous messages from a single person or organization, you might create a rule that automatically attaches a certain label to the message when it arrives in your inbox, or even drop it into the archive for that label, bypassing the inbox altogether.

Filters can be set to act upon the following criteria when a new message arrives:

•    From field keywords
•    To field keywords
•    Subject field keywords
•    Attachments/no attachments

The following actions can be automatically done for any message meeting the specified criteria:

•    Archive the message
•    Mark it as read (but leave in inbox)
•    Star it
•    Attach a label
•    Forward it to a predefined address
•    Delete it
•    Don’t send it to the Spam label



Creating a New Filter

Locate the Mail Settings option (gears for Firefox, other options for other browsers).

Click the Filters tab.

Click Create a New Filter.

Specify the criteria to identify target messages.

Select the option(s) for what to do with the message that meets those criteria. You can choose to apply multiple actions to the same message.

You will be able to define the filter for future new messages, but Gmail will also show you all existing messages that also meet the specified criteria so that you can choose to apply the new filter to those messages as well.


Managing Filters

You can edit or delete existing filters simply by accessing the Filters tab in the Mail Settings functionality and clicking Edit or Delete beside the desired filter(s).







Domain Groups (mailing lists)


Mail distribution lists are handled through domain groups in Google Apps for Education. Groups can be set up for different reasons and all of the group members can then be messaged just by sending a message to the group email address. Examples of groups might be all of the faculty at a particular school, all of the food services personnel in the district, or members of the Canyon Elementary Chess Club.

Rights to create domain groups will be given to administrators, however everyone will have access to send messages to the groups that are created. An example of a group email address is CanyonChess@nebo.edu

Domain groups can also take advantage of other Google Apps functionality, such as shared calendars and shared documents.



Tasks


The task list is more than just an online task list that allows you to record and manage tasks that you want to accomplish. Because of the integration of Google tools, tasks can also be integrated with the calendar and email as well.


The following topics are covered in this section:
  • Adding a Task
  • Checking Off Tasks
  • Linking Emails to Tasks
  • Multiple Task Lists
  • Managing Task Lists
  • Calendar / Task Ties
  • The Task Gadget

Adding a Task

Click the Tasks link in the left-side navigation window next to the list of contacts.


Click the + sign at the bottom of the list.

Enter the text for the task.

Click the more sign > beside the new task.



Enter task details, such as a due date and notes.

If you have multiple task lists, select the list for this new task.

Click Back to list to return. If you added a due date, it will now be shown in the task list.



Checking Off Tasks



From the task list, simply click the checkbox beside the task name to indicate a completed task.

To delete a task, whether checked off or not, select the task and click the garbage can at the bottom of the window.

You can clear all completed tasks by clicking Actions at the bottom of the window and choosing that option.


Linking Emails to Tasks


A task can be created based on an email message which adds a task to your task list, but also includes a link so that you can later access the message directly from the task list.

With any message or conversation selected, click the More Actions button and select Add to Tasks.


The task list will load, with the new task entered. You can add due dates and notes as with other tasks. Click the Related Email link to access the email message from which the task was created. This email link can be removed from the task details.


Multiple Task Lists

To create a new task list, access any task list and click the bulleted list icon at the bottom of the window.

From the menu, select New List.

Name the new list.

When you access the task list from your email screen, you will see the last viewed list. If you need to access a different list, click the bulleted list icon and select the desired list.


Managing Task Lists

The menu for task lists and the tasks on them is available by clicking the Actions link at the bottom of the task list window. Here you can choose from a variety of management options:
  • Changing the order of tasks on the list
  • Indenting tasks
  • Emailing the task list
  • Printing the task list
  • Viewing completed tasks
  • Sorting tasks by due date
  • Clearing completed tasks from the list


Calendar / Task Ties

The task list is integrated with the calendar, allowing you to create task through the calendar, which are automatically added to the task list. Tasks can also be seen in your calendar, if desired.


Adding a Task to a Calendar View

When you add a due date to a task, it is automatically added to a special calendar called Tasks. This calendar is viewed just like any other calendar that you have access to simply by selecting it in the left-side navigation window.



Tasks are not tied to a specific time, so they appear in the all-day event area at the top of the calendar view.  In addition, a task list is displayed to the right of the calendar when the Tasks calendar is shown.


Adding a Task through the Calendar


Click in the all-day event section at the top of a day on the calendar.



Click Task rather than Event. Enter the task name and notes. Then click Create Task.

The task will now be available on the calendar and in the task list.


The Task Gadget

A gadget can be added to a webpage, such as a google site, that displays your task list. This might be very helpful for a shared task list on a group site.






Message Notifications


Notifications are onscreen alerts that you have received a new message (email or chat). These notifications require specific conditions:
  • You must be using Chrome browser.
  • You must be signed into Gmail.

If enabled, you can choose to receive all notification of all email and chat, only one or the other, or only messages labeled important.





Chat


Chat allows you to communicate quickly and conveniently with any of your contacts. This can be accomplished by text, audio, or video, if desired.

The following topics are covered in this section:
  • Invitations to Chat
  • Chatting
  • Blocking Individuals
  • Searching Chats
  • Video and Voice Chat


Invitations to Chat

When you want to initiate a chat for the first time with a contact, simply locate that contact and click Invite to Chat. The invitation will be sent to the desired contact, who must approve the request before chatting sessions can occur. The label, "Invited" will be displayed next to any contact's name that has been invited.

After the invitation has been accepted, you can chat with a contact simply by selecting the contact and clicking Chat.


Chatting


Contacts can choose to publish their availability so that you can see who is, or is not, available to chat. However, availability may not have been set, or updated, so it is not advisable to rely on that icon or status note. You can also chat with contacts that are not available, but they will not receive the chat until they sign in.

To initiate a text chat with a contact that has previously accepted the invitation to chat, click on the contact's name and click Chat.


Type your message into the text field.

Use the icons at the top of the window to initiate a voice or video chat, if enabled, or to include additional contacts to the chat.


Blocking Individuals

To block an individual from chatting with you, select the contact from the list of contacts, click More, and select Block.


Searching Chats

In order to be able to search your chat history, it must be enabled in the Chat Settings. This is enabled by default.

Chats are searchable through the regular email search by default, though you can specifically target chats, if desired, through the search options.




Video and Voice Chat

In order for video or voice chat to occur, you will need to download and install software on your computer. This is accessible through the Chat Settings functionality.

In order for voice chat to work, you will need to have a microphone attached to your computer. A web cam is required for video chat.






Vacation Responder


This is an automated reply to incoming messages, used to inform others that you are unable to respond immediately to their message.

Open the Email Settings functionality and select the General tab.


In the Vacation Responder section you can turn the functionality on or off, or configure it. Because contacts are added to your list of contacts when you read messages from them, selecting the first checkbox means that you will not send the vacation responder message to anyone who is contacting you for the first time--only people with whom you have had some prior contact.

The subject will be the subject of your reply message, replacing the subject of the message that was sent to you.





Offline Access


Offline access to your mail is possible, if needed. To enable, access Mail Settings and choose the Offline tab. Here you can enable offline access by selecting the radio button.

You will also need to specify the date range for the email synchronization and the attachment size limit.




Canned Responses


Canned responses are essentially templates that are used to send the same message to multiple recipients or multiple times. The text of the message is saved and sent, but not the recipients, subject line, or attachments. Think of it as a block of text that you would either need to type each time, or copy and paste from somewhere else.

In order to use canned responses, this functionality must be enabled in Google Mail Labs. Access the mail settings and select the Labs tab. Search for Canned Responses and enable that functionality.


As you compose, or respond to a message, you can access your canned responses below the Subject field.



Insert a saved message to insert the text in the message.

You can create, edit and save, or delete canned responses through this functionality as well.





Webclips


Webclips are links that appear at the top of the inbox.


You can manage which sites are allowed to post content here. Open the Email Settings and click the Web Clips tab.



The list shows all current web clips providers. Click Remove to prevent one of these options.

You can also enable additional options by entering a topic or URL in the search box on the left.




Video Uploading


Nebo District is currently not allowing this functionality to be available.







Manually Refreshing Messages


The system checks for new messages on a schedule that is determined by how busy the mail system is. Although the inbox is generally updated every few minutes, it may take up to 30 minutes for new messages to appear in your inbox, particularly if you are poping your email from another account. Manual fetching of messages (refreshing the inbox) is available, but requires you to add that feature before it can be used.

To enable the manual refresh option, you need to access the Email Settings tools. Under the Labs tab, search for Refresh and select the Enable radio button beside the Refresh POP Accounts option.



Once enabled, the Refresh option will appear as a button or link in the options above the inbox view.





Move From a personal Gmail account

Email, Contacts, Calendars, and Filters, are each moved separately into the New Nebo Email System (Google) from a personal non-Nebo Gmail account (Old Gmail). You only need to follow the steps for those you wish to move.


Move Email



1. Turn off the redirect (forwarding) of email from CommuniGate to OLD Gmail
- Login to Old Nebo Email System (CommuniGate)
  - Go to "Rules"
    - In the "Mail Redirection" section

      - Uncheck "Enable"

2. Turn off "Check mail using POP3"
- Login to OLD Gmail
  - Go to "Mail settings" (Some browsers show this link under a gear icon (Options) next to the name.  Other browsers show a link called "Settings".)
    - Click the "Accounts and Import" tab
      - In the "Check mail using POP3" section

        - Click "delete" next to your Nebo email address and choose "OK"

3. Enable Forwarding and POP/IMAP (This will allow the new Nebo Email to pull existing email from your OLD Gmail)
  - Go to "Mail settings"
    - Click the "Forwarding and POP/IMAP" tab
      - In the "POP Download" section

        - "1. Status"
          - Select "Enable POP for all mail (even mail that's already been downloaded)"
        - "2. When messages are accessed with POP"
          - Select "keep Gmail's copy in the Inbox"



4. Add your OLD Gmail as an "other account"
- Login to the new Nebo Email System
  - Go to "Mail settings"
    - Click the "Accounts" tab
      - In the "Get mail from other accounts" section
        - Click "Add a mail account you own"

          - Set "Email address" to your OLD Gmail address and click "Next Step"
          - Enter your OLD Gmail "Password" and click "Add Account"
          - Answer "No" when asked if "Would you also like to be able to send mail as ..." and click "Finish"

5. Wait
      Note: Mail may take awhile to be moved.  Mail will be moved 200 at a time every five minutes.  You can logout
            of your new Gmail account while the mail is being moved.  Progress can be checked on the "Accounts" tab
            of the "Mail settings" page.  Proceed with the following steps once all mail has been moved.

6. Remove your OLD Gmail as an "other account"
  - Go to "Mail settings"
    - Click the "Accounts" tab
      - In the "Get mail from other accounts" section

        - Click "delete" next to your OLD Gmail address and choose "OK"

7. Cleanup Inbox as desired (Apply labels to move into folders, see instructions above)







Move Contacts


1. Export Contacts
- Login to OLD Gmail
  - Click "Contacts"
    - Check all contacts you want to move
    - Click "More actions" -> "Export ..."
      - "Export"
        - Save file "google.csv" to your computer where you can find it

2. Import Contacts
- Login to Nebo Gmail
  - Click "Contacts"
    - "Import"
      - "Browse" to file "google.csv"
      - "Import"

Note: If you had multiple Groups, you can export/import each Group separately or re-create the Groups after importing.



Move Calendar


1. Export Calendar
- Login to OLD Google Calendar
  - Go to "Calendar settings" (Some browsers show this link under a gear icon (Options) next to the name.  Other browsers show the link called "Settings".)
    - Click the "Calendar" tab
      - Click "Export calendars"
        - Save file "username@gmail.com.ical.zip" to your computer where you can find it

2. Extract Exported Calendars
- Extract files from the saved export to your computer where you can find them.  There will be one ICS file for each
  Google calendar you created.

3. Import Calendars
- Login to the new Nebo Google Calendar
  - Go to "Calendar settings"
    - Click the "Calendar" tab
      - Click "Import calendar"
        - "Browse" to extracted ICS file
        - Select "Calendar" (If you are importing multiple calendars and want them to remain as separate, you will need
                             to create the separate calendars prior to importing.)
        - "Import"



Move Filters


1. Enable Filter import/export
in OLD Gmail
- Login to OLD Gmail
  - Go to "Mail settings"
    - Click the "Labs" tab
      - "Filter import/export" -> "Enable" and "Save Changes"

2. Export Filters
  - Go to "Mail settings"
    - Click the "Filters" tab
      - Select All filters
      - "Export"
        - Save file "mailFilters.xml" to your computer where you can find it

3. Enable Filter import/export in new Nebo Email System
- Login to new Nebo Email System
  - Go to "Mail settings"
    - Click the "Labs" tab
      - "Filter import/export" -> "Enable" and "Save Changes"

4. Import Filters
  - Go to "Mail settings"
    - Click the "Filters" tab
      - Click "Import filters"
        - "Browse" to file "mailFilters.xml"
        - "Open File"
        - Check "Apply new filters to existing email."
        - "Create filters"





Move Email from Nebo to a Personal Account


(Such as when you leave the district.)

You can export select messages from your existing Nebo email to be re-imported to your Personal account by following the steps provided in the document below.  If there are emails that should be shared with another employee, you should forward those emails.

Transfer Select Personal Messages
- Follow these instructions to move email from Work to Personal: Transfer Personal Email
     - Alternatively export and re-import using Google Takeout with these instructions: Transfer Personal Email via Takeout
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