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Learn how to use Gmail at http://mail.google.com/support/

The first step in using your Gmail account is to log into it.  You should have received an email containing information about your account's username and password. Both your Groupwise and Gmail account have the same address, (user)@rbsd.k12.wi.us.  You determine which account you are using by how you log in.  If you click on the Groupwise link on our website or log into the client in school your are in the Groupwise account.

There are several ways to log into your Gmail account.The first time you log in, you'll be asked to take a moment to set up your account.

1

Compose and send

1.1

Compose a new email

To begin sending emails:

  1. Open your Gmail inbox.

  2. In the left sidebar, click COMPOSE. A new message opens near the bottom corner of your Gmail window.

  3. Choose a window size that’s right for you using the buttons in the upper corner of the compose window.

    Full-screen
    Shift + Pop-out that you can resize or move around your screen.
    Minimize
  4. Just start typing to compose your email. Emails you’ve started writing, but haven’t sent, are automatically saved in Drafts on the sidebar.

Compose a new email
1.2

Add recipients, attachments, images, and more

Add attachments, emphasize key points with font styles, include different kinds of recipients, and more—right in the compose window.

ToRecipients
Gmail formatting optionsFont styles (font, size, bold, color, alignment, bullets, indents)
Gmail attach filesInsert attachment
Gmail insert files using DriveInsert file from Drive
Gmail insert photoAdd images
Gmail insert linkAdd links
Gmail deleteDelete
Gmail more optionsMore options
New message mini
1.3

Send and Undo send

When you’re done composing your message, just click Send.

If you make a typo or change your mind about sending a message, you can take back a message you just sent by turning on the Undo Send feature.

  1. In the top right, click  and select Settings.

  2. Click the General tab.

  3. Scroll to Undo Send and check the Enable Undo Send box.

  4. At the bottom, click Save Changes.

Send and undo send
1.4

Email without Internet connection

You can read and draft emails when you don't have an internet connection, and they'll be sent when you're back online.

Note: This feature is available only if your administrator has turned on Offline access for your organization or team.

  1. In the top right, click  and select Settings.

  2. Click the Offline tab.

  3. Select Enable Offline Mail for this computer.

  4. At the bottom, click Save Changes and follow the directions from there.

Email without Internet connection
2

Reply to emails

Next, we’ll take a look at how to reply to the emails you receive.

In this section:

2.1

View new emails

To reply to a message, just click in the box below the message and type away. Or, you can choose exactly how you want to respond:

  1. Reply or forward: To respond to a message, open it and in the box under the message, click ReplyReply to all, or Forward.
  2. Respond inline: To see the previous message within your reply, scroll down and click the Show trimmed content icon .
  3. Respond to an earlier message in the thread: Select the message you want to reply to. Then, click  next to  to choose how to reply.
  4. Forward an entire conversation: In the menu bar above the conversation, click More > Forward all.
Reply to emails
2.2

Reply to emails

Unread emails are bold. To open a message, simply click it in your message list.

By default, replies to emails are grouped into conversations. It may take some time to get used to conversation view, but keeping all the emails in a thread makes it easier to keep track of them and reduces inbox clutter.

However, if you prefer to separate all of your existing and future emails, you can unthread them:

  1. In the top right, click  and select Settings.

  2. In the General tab, scroll to Conversation View and select Conversation view off.

  3. At the bottom, click Save Changes.

View new emails
2.3

Change recipients and subjects

Here are some of the other ways you can change parts of your reply:

  1. Add and remove recipients: Click the recipients field when you’re replying. Add recipients by typing more email addresses, and remove recipients by clicking X next to an email address.
  2. Edit the email subject: Click  next to the recipient’s name and selectEdit subject.
  3. When you’re done composing your reply, click Send.
Change recipients and subjects
3

Organize your inbox

Now that you’ve learned how to use key Gmail features, let’s get your inbox ready for business by organizing your emails.

In this section:

3.1

Switch to labels from folders

In your previous mail program, you might have stored emails you want to keep in folders. In Gmail, you use labels to categorize your emails. Labels are like folders, but with a twist: you can apply multiple labels to a message, then later find the message by looking in any of its labels.

You can also:

  • Open a label on the left of your Gmail window to see all emails with that label (just like you used to open a folder).

  • Nest labels within labels, just like you did with folders.

  • Search for all emails with a label.

  • See labels on emails in your inbox to quickly identify different types of messages.

Switch to labels from folders
3.2

Create and apply labels

To create a label:

  1. In the top right, click  and select Settings.

  2. Click the Labels tab.

  3. Scroll to the Labels section and click Create new label.

  4. Enter the label name and click Create.

You can even create nested labels, which are like subfolders.

Then, tag one or more emails with a label you’ve created:

  1. Select your emails.

  2. Click .

  3. Check the labels you want to add to your selected emails and click Apply.

To see all the emails that have a particular label, just click the label’s name on the left of your Gmail window.

Create and apply labels
3.3

Move emails out of your inbox

You can also move your emails out of your inbox and into labels the same way you used to with folders.

  1. Select your emails.

  2. Click .

  3. Select the label you want to move your message to.

The emails no longer appear in your inbox, but you can find them by opening or searching for the label.

Move emails out of your inbox
3.4

Star important emails

Want to flag an important message? Click  next to a message in your inbox or a message within a conversation.

To list all your starred emails, just click Starred in the left sidebar.

Star important emails
3.5

Delete or archive unwanted emails

If you no longer need a message, you can delete it by selecting it and clicking . Deleted emails are moved to Trash and then permanently deleted after 30 days.

But with 30 GB of storage or more in your Google Apps account, you don’t need to delete your emails to save space. So, we recommend that you archive them instead.

Archiving removes emails from your inbox to keep it clutter-free. But, the emails stay in your account so you can find them later. It’s like moving emails into a filing cabinet for safekeeping, rather than putting them in a trash can.

  1. Select the emails you want to archive.

  2. Click .

Delete or archive unwanted emails
4

Find emails

It can be hard to browse through all your old emails just to find the one you need. So, try searching Gmail instead.

In this section:

4.1

Search your inbox

You can search for one or more keywords that appear anywhere in the message—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 emails, contacts, labels, or past searches. You can click one of the suggestions to open it or to see a list of results, click .

Search your inbox
4.2

Narrow your search with advanced options

To narrow down your search even further, at the right of the Gmail search box, click . This opens more Search options.

Here, you can enter specific search criteria. For example, you can find a message from Alice that has an attachment and was set within a particular time frame.

Narrow your search with advanced options
5

Create signatures

Finally, you can automatically add a professional email signature to emails you send.

In this section:

5.1

Create a signature

Your signature might include your name, title, and contact information.

  1. Click  and select Settings.

  2. 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.

  3. At the bottom, click Save Changes.





Sign out

When using public computers like in a library or cybercafe, remember that you may still be signed in to any services you’ve been using even after you close the browser. So when using a public computer, be sure to sign out.

Sign out on a computer

  1. Open Gmail.
  2. Click your account photo in the top right corner. If you see your email address at the top instead of a photo, click that.
    Account image
     
  3. Click Sign out.
    Sign out
     

Tip: Switch accounts without signing out

If you want to sign in to another account, you don't need to sign out of the first one. Instead, you can sign in to multiple accounts at once using either of these two methods:

Forgot to sign out?

If you've forgotten to sign out of your email on another computer, you can sign out of your other Gmail sessions by going to the bottom right corner of Gmail, clicking Details, and then Sign out all other web sessions.

Sign out on a mobile device

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