Google Training Resourceses

Google Mail

Basics

How does Google Mail work?

Where old email clients are still using files to save messages, Google Mail is using a database in the cloud. This means that all the messages in the mailbox are in one big box and are already indexed and sorted by the system. This makes it quicker and easier to search and find files.

Outlook has to look in to the folder, find the message, read / search inside the message and will give you a result after that. This is because it are different files in different folders, that the system has to open, look at it and close again. Then it will be put in the local index, but still new message have to be looked at.

Gmail already read the message has put this message in a big box with different prefixes (messageID) and labels.

When you search it's already done and it doesn't have to search for it, because everything is a big box. It only has to look at it and answer the question asked by the user. (like Google Search ;))

Google mail can be found via the following ways:

Go to Google.com and press mail on the top left corner of the screen
Go to any Google page and click on the 9 blocks and select Gmail from the menu
Type mail.google.com in your web browser

Seperate message in your inbox

Click the gear icon on the top right.

Scroll at the bottom of the Quick Settings and uncheck Conversation view.

Gmail will reload.

Messages are now listed separately in your Gmail.

Reading pane

Click the gear icon on the top right.

Scroll at the middle of the Quick Settings and select your Reading Pane

Select if you want to split right or below the inbox.

Gmail will reload.

Received messages are now listed in a list on the left or top of Gmail and when opened, they will open on the right or at the bottom.

Preview pane

Click on the gear icon and click See all settings.

In the General section, scroll down to the Preview pane.

Select from the dropdown the time it takes a conversation to be read (Immediately, 3 seconds, 20 seconds or Never).

Save the changes.

Work Offline with Gmail

Click on the gear icon and click See all settings. go to Offline.

Check Enable offline email.

In the Sync settings select the timeframe of the messages you want to store in your computer locally.

Choose the security level

(recommended: Remove offline data from my computer).

Save the changes

Create a bookmark for your inbox by pressing Ctrl + D or clicking the star icon on the URL bar in your browser.

Pop up window in Gmail

To open several messages in the same Gmail window at the same time, you can press SHIFT then click on the messages.

Messages can be moved on your screen and recalled in the application bar at the bottom.

To open several messages at the same time in different browser windows, you can press CTRL and click on the messages.

Save and store attachments

In Gmail, open the message and save the attachment to Google Drive selecting Add to Google Drive

Use Organize to move the file in the correct folder.

Open your computer File Explorer, find the file previously saved.

Click the file and edit it with MS Office. All the edits are also saved in Google Drive in the cloud.

Attach received files to emails

In Gmail, open the received message and type your reply.

Use Attach files using Google Drive to attach a file previously received and stored in Google Drive.

Select Attachment then click Insert to send a copy of the stored file

Select Drive link then Insert to share the file.

Attach an email to an email - (sending)

Click Compose to create a new message.

Select the messages you want to attach using the checkbox on the left.

Drag and drop the messages in the composing window on the right.

The messages are now added as attachments. They can be opened by the recipients and they also include their own attachments.

Attach an email to an email - (replying)

Click the arrow near the recipients, then Pop out reply or the or the WINDOW (yellow) icon on the top right of the composing window.

The message opens in a pop up window letting you to move freely in your Gmail.

Select the messages you want to add to your reply.

Drag and drop them to the pop up window on the bottom right.

To go back to the original thread, go to Drafts or click the message you are replying to, showing Draft in red.

Send Later

In a message you are composing, click the arrow near to Send and select Schedule send.

Select one of the options or Pick date and time to schedule the message to be sent later.

The message is then saved in the Scheduled label on the left and will be sent at the selected date and time (even if you are not connected to Gmail).

To edit or cancel a scheduled message, go to Scheduled.

Open the message and click Cancel send.

The message is opened as a draft and can be edited, deleted and scheduled again.

Snooze

Select one or more messages and click the Snooze icon (in red) on the top

Select one of the options or Pick date and time to schedule the message to be shown later in your inbox.

The snoozed messages can be found in the Snoozed label on the left.

At the selected date and time, the message will reappear at the top of your Inbox.

Make an email a to-do

Select a message and click the Add to Task icon (in red) on the top.

Edit the task information as title, description and due date (this will make the task to be also shown in Calendar).

Search Operators

To make the best use of Google Workspace, it is possible to use search operators. These search operators (properties) can be used to make searching for different items in the Google environment easier.

For example, if you are looking for an email from a specific person for a special date, you can search for this by entering the following command in the search bar:

Now all messages from username (email address)* sent before 11 of April 2022 will be show in the list. When you click on the slider next to the X it's possible to show advanced search options to fine tune your search. For more information about Search Operators you can follow this link or go to search operators in the menu onder Advanced Options.

* If the name of the user is know because of previous contact the username is enough to get a automatic email address.

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