Mail & Calendar‎ > ‎

Google Mail Video Transcripts

Note: Microsoft Word files with transcript information are linked from the bottom of this page.

Transitioning to Google Email

(Title: Google Apps—Transitioning to Gmail)

Narrator: As you transition from Microsoft Outlook to Gmail, you’ll notice some dramatic differences between the two applications. So let’s take a few moments to better acquaint you with some of the differences, features, functionality, and benefits you’ll experience with Gmail.

One of the big differences between the two applications you may not even notice or be aware of. Gmail, the Google Apps email application, is not installed on your computer like your previous email application. Gmail is a web-based application that runs in the cloud. So what does that mean to you? Well, since Gmail and the rest of the Google Apps applications, like Google Calendar, Google Docs, and Google Sites, are stored in the cloud, they can be accessed from any computer using a modern web browser like Internet Explorer, Firefox, Safari, and Google’s own web browser, Google Chrome. And your email is no longer stored in web servers your company has to purchase and maintain. Your email is stored in the cloud as well, on Google’s very secure servers. So since your email is stored in the cloud, and since Gmail is accessible through a web browser, it means you can access your email using any web browser, anywhere in the world, like your home, from a business client halfway around the world, right up the street at your favorite Internet café, and even on your mobile phone. Your information is available anywhere you can access the Internet.

We mentioned that your email is stored on Google’s secure servers, but we didn’t tell you how much email you could store there. Gmail provides 25 gigabytes of storage for every Google Apps business user. On average, that’s fifty times more storage space than other email solutions. So let’s put that in perspective.

Let’s say this block represents one gigabyte of storage. Most email systems give you on average about 500 megabytes—roughly half a gigabyte or half the size of the block. Then on average, about once a year, you were probably forced to compress that block of email, archive it, and save it on your computer to make space for your next 500 megabytes of mail. Well, now you don’t need to worry about compressing and archiving your messages, because you have fifty times more storage. That’s right, no more pestering messages telling you you’re running out of email storage space. Pretty cool, right?

Archiving is another thing Gmail handles differently. We use the same term “archive,” but in Gmail it doesn’t refer to compressing and storing your mail. Archiving in Gmail works like this: Gmail has that 25 gigabyte of storage we mentioned earlier, reserved just for you. It’s your archive, but we call it “All Mail,” because it’s where all your email is stored. When new messages arrive for you, they’re automatically archived in your All Mail container. In order to display the new messages in your inbox, Gmail automatically applies a label called “Inbox.” The Inbox label tells Gmail to display the message in your inbox so you can view it. When you’ve finished reading the email, there’s really no reason to have it cluttering up your inbox. Just select the message and click the “Archive” button so it’s no longer visible in your inbox. Clicking “Archive” simply removes the Inbox label from the message. But the message hasn’t gone anywhere; it’s still archived in your All Mail container, where it was when it first arrived. And it will stay there until you delete it.

Speaking of the Inbox label, you may be wondering what “labels” are. Well, Gmail uses labels in place of folders. Labels are similar to folders in some ways, yet much more versatile than folders. With folders, when you had an email in your inbox that contained multiple pieces of information, and you wanted to categorize it, you really only had one option: place it in a single folder and hope you remembered in which folder you placed it. But with Gmail, when you have an email that fits a number of different categories, you simply apply multiple labels to the message. And you can change the colors of the labels. Applying color is another great feature of labels. Colored labels help you see which labels are associated with which labels. And, whenever you select one of the labels, you can view all the messages associated with it. The message isn’t duplicated multiple times, it’s just associated with the different labels you apply.

Another great feature of Gmail is the ability to quickly find email messages you’re looking for. But Gmail doesn’t sort your email; it uses Google’s powerful search capabilities to search for your messages. Simply enter a word or two associated with the message into the Search field. Or use keywords to search by sender, recipient, or the email’s subject.

(Three sample keyword searches are shown: “from (colon)” , “to (colon)” , “subject (colon) holiday party”)

You don’t have to enter the entire subject line, just a single word or two.

Gmail also provides assistance to help you define your search.

(When the word “from (colon)” is typed into the Search field, a list with several name options appears. A cursor clicks the list item that says “from (colon)”, which then automatically appears in the Search field.)

Gmail then looks through all the email messages in your All Mail container and find the messages matching your search information.

(The text “subject (colon) finance” is added to the existing information in the search field)

And as you add additional pieces of information in the Search field and further refine your search, you reduce the number of emails returned until you find the message or messages you’re looking for.

There are additional search keywords to help you define your search. For a copy of the Gmail search and keyboard shortcuts, visit and click “Search and Keyboard Shortcuts.” And to discover more about the benefits of Gmail, and to download a copy of our Life After Microsoft Outlook guide, visit

Return to top of page

Create and Send Messages

 (Title: Google Apps--Create and Send Messages)

Narrator: Creating and sending messages in Gmail is easy. And is even easier with the help of a few keyboard shortcuts. Keyboard shortcuts can quicken the creation and sending process, and make you more proficient using Gmail in general.

Before you can begin using keyboard shortcuts, however, you’ll need to turn them on. To determine whether keyboard shortcuts are on or not, look in your Inbox for a thin blue vertical line at the beginning of one of your messages. In most cases, you’ll find the line on the first message. If you see the blue line, keyboard shortcuts are on. If you don’t see the blue line, press and hold the Shift key and then press the Question Mark key. This keyboard combination displays the Keyboard Shortcut overlay screen. Here, you can see all the Gmail keyboard shortcuts. You don’t need to memorize them all right away; just try and learn and master a few a week. Click “Enable” to turn on your shortcuts. You can come back to this screen at any time to disable them as well. Click “Close” or press the Escape key keyboard shortcut to hide the overlay screen. You should now see the blue line in your inbox to inform you that your keyboard shortcuts are on. If you don’t, click the Refresh icon or refresh your browser.

To test your shortcuts, use the J and the K keys to move the blue line up and down in the inbox. The blue line indicates that that particular message is in focus, and that you can take action on it. To test this, use the J and K keys to focus on a particular message. Then press the X key. The X key selects the message. Press the X key again to deselect the message.

Now that you’ve used a few shortcuts, let’s compose a message. To begin a new email message, click Compose to display the Compose window. Or, using keyboard shortcuts, just type the letter C. Gmail displays the Compose window over your inbox, and places the focus of your cursor in the To field. Here you can enter the names or email addresses of the people or groups you want to send the message to. Just enter a few letters of either their name or their email address.

(The letter “E” is typed into the To field. A list of two people whose first names start with “E” appears under the To field in what Google calls a “selection pane.”)

If the individual exists in your contact list, or you’ve sent the individual messages before, their name and email addresses display in the selection pane below the To field. If you see the individual that you want to send the message to listed, use your Up and Down arrow keys to select the individual and press Enter. Or using your cursor, select a name from the list. In some instances, you may notice the vision line in the selection pane. Names above the line exist in your personal contact list, while names below the line exist in your organization’s global address list. If the user does not appear in either section, type in their full email address. After you’ve added all the recipients, press Tab or click in the Subject field to enter the subject of your message. Enter a short, concise title for your message, one that informs the recipients about the content of the message. To start your message, press Tab again, or click in the main body of the message window. Type in your message. There! Done and looks great.

But Gmail gives you plenty of options to enhance your message. Click Rich Formatting to display the email enhancement options, if they’re not already displayed.  With the formatting options, you can bold words or sections, change the color and size of your font, or create links to take your users to a document, video, or website.

And if you need to add an attachment, click “Attach a File.” You can add as many attachments as needed, as long as the total of all the attachments and the content of the email itself is less than 25 megabytes.

When you’re ready to send your message, click “Send,” or use the keyboard shortcuts Tab and Enter. Tab places the focus of your cursor on the Send button, and Enter sends the message.

In this short video, we’ve shown you a few keyboard shortcuts you can use to quickly create and send messages. But there are many more shortcuts you can use to become even more proficient using Gmail. Just use Shift and Question Mark to display your keyboard shortcuts. And remember, you don’t need to memorize them all right away. Just master a few a week, and in no time you’ll be a Gmail master.


Return to top of page

Drag and Drop Labels

(Title: Google Apps--Drag and Drop Labels)

Narrator: Gmail uses labels to organize and sort your messages. Your inbox is a label, starred messages are just a label, even items you delete are marked with the label “Trash.” And, by default, Gmail includes a few labels that you can use, or you can even create your own. What’s nice is you can quickly sort your messages by dragging and dropping labels onto emails. Let me show you how this works. If I want to mark a message with the label “Follow-up,” I can just drag and drop the label on the message. The labels is applied to the message, and it shows up here in the inbox. And if I want to mark several messages as “Priority,” I can just place a checkbox next to each of the messages and then just drag the label onto one of the messages. Now they’re all marked as “Priority.”

Now let me show you some other things you can do with labels. You can also move messages to a label by dragging and dropping it.

(A cursor clicks on the far left edge of a message, and then drags it over to a message label.)

Just click on this portion of the message and drag it to the label. Now, notice when you move a message to a label, the message disappears. It’s removed from the inbox. But don’t worry, the message isn’t gone; you can still get to the messages by clicking on the label to view all messages with that label, or you can search for the messages. Essentially, what dragging and dropping a label to an email does is it removes an inbox label from a message and adds the new label. This is an easy way to keep your inbox nice and clean, and at the same time organize all your messages.

(A cursor clicks on the “Move To” pull-down menu above the list of labeled messages, then selects the “Inbox” menu item.)

You can always move messages back to your inbox by clicking a message and selecting “Move to,” then “Inbox.”


(Text: Get started Become an expert Discover what’s new)

Return to top of page

Ja Vi,
Feb 16, 2012, 12:05 PM
Ja Vi,
Feb 16, 2012, 12:05 PM
Ja Vi,
Feb 16, 2012, 12:05 PM