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Frequently Asked Questions
Frequently Asked Questions
How do I update my signature?
How do I update my signature?
Go to email Settings: Click the "Gear" icon in the top right corner of your Gmail window. Select "See all settings" from the dropdown menu.
Find the Signature Section: In the Settings menu, scroll down to the "Signature" section.
Create a New Signature: If you don't have a signature or want to add another one, click the "Create new" button. Give your new signature a name. You may copy your signature from a previous email.
Format Your Signature: Use the formatting tools to change the font, size, color, add links, images, or even a company logo. Right-click the attached signature image, then click "Save Image As..." to save the file to your "Downloads" folder. Click the Insert Image button, then click the Upload tab, drag the file from your "Downloads" folder onto the "Drag a file here" window.
Choose your default signature: Under Signature defaults, click the drop downs that show No Signature then click the name of your new signatures.
Save Changes: Once you're happy with your signature, scroll to the bottom of the settings page and click the "Save Changes" button.
How do I create a follow-up task from an email?
How do I create a follow-up task from an email?
Open your Gmail inbox
Open an email that you'd like to turn into a follow-up task
Above the email, you'll see a new set of buttons, click the Add Task button (shown in Fig. 1)
Once you click the Add Task button, you'll notice that a new task will open at the right of your screen. Here you'll be able to add Details, Due Date/Time and the email will be attached to the task (shown in Fig. 2)
Note: If you'd like to view your tasks in a separate window, you can access them here: https://tasks.google.com
Create follow-up tasks in mass:
Open your Gmail inbox
Find the emails that you'd like to convert to tasks, click the checkbox next to all emails you'd like to convert, then click the Add to Tasks button (shown in Fig. 3)
You'll notice that individual Tasks are created for all emails you had selected
How can I "install" the Gmail client?
How can I "install" the Gmail client?
Mac
Open https://gmail.com
Click the 3 dots at the top right corner of the window.
Click Cast, Save, and Share > Install Page as App (Fig. 1)
If prompted, click Install (Fig. 2)
This will pull down an "App" container that will open Gmail. It'll be installed to /Users/userID/Applications/. Feel free to drag that to your Dock for easy launching.
PC
Open https://gmail.com
Click the 3 dots at the top right corner of the window.
Click Cast, Save, and Share > Install Page as App (Fig. 1)
When prompted, click Install (Fig. 2)
Once installed, a new icon will be added to the Start Bar and Gmail will open in a new window
How can I attach a file (from the O: drive) to my email?
How can I attach a file (from the O: drive) to my email?
Mac
Instructions coming soon.......
PC
In your email, click the Paperclip icon at the bottom of the compose window
When the Explorer window opens, click your machine on the left side of the window (e.g. my machine is called cnechkash LT25627) (Fig. 1)
Then you should see some drive listings, click on OrgStorage (O:) (Fig. 2)
That should get you into the O drive where you can open your folders then select your file to attach
How can I designate a message as "important" or "urgent"?
How can I designate a message as "important" or "urgent"?
Gmail does not directly include this feature. To enable something similar, it is recommended to have everyone prepend their subjects like this: Important: Subject of email OR Urgent: Subject of email Then, in your Gmail "Filters" area, create a new Filter to look for "Important: " or "Urgent: " and then apply a label called "Important" or "Urgent". Finally, set the color of this label to be one that will stand out in your Inbox and be easy to see.
How can I "recall" an email I have sent?
How can I "recall" an email I have sent?
Once the message is delivered, it is not possible to recall it. Gmail does provide an "Undo Send" feature, however. To enable this feature, go to Mail Settings and then to Labs. Enable the "Undo Send" lab. Once this is enabled, go to your mail General Mail Settings page and configure how long you want to be able to undo sending a message. Once you enable this, you will have "X" number of sections, after clicking Send, to cancel the send and continue editing your email. Some organizations enable this lab for the entire domain, in which case you just navigate directly to General Mail Settings, and configure the time of message delay there.
If I archive an email how do I find it?
If I archive an email how do I find it?
Archived emails move to your "All Mail" label but they will also exist in any other labels that you have applied to the email. Email NEVER leaves your Gmail account unless you "delete" it or move it to the "trash" [unless your company has a retention policy by which the emails erase after a specified time period]. Search is the best practice to find archived messages, as your "All Mail" label contains all chats and drafts as well.
If I want my email organized, what's the best way to do this?
If I want my email organized, what's the best way to do this?
The easiest way to manage your Gmail is to "Archive" anything that you no longer need to take action on. However, you can also create some labels to help you classify your email. You can get as specific as you like, but selecting "big buckets" is often the best option. For example: "Customers", "Team", "Projects", "Expenses". A few labels might be enough because you can then locate your emails through Search. You can also assign stars of different colors to represent different stages of your emails within your workflow, for example, "red star" can be used to mean "needs immediate attention", and "orange star" can be used to mean "waiting on an external response", and so on.
How can I send encrypted email with Gmail?
How can I send encrypted email with Gmail?
It depends on how your IT group implemented Google Apps. Google does have the ability to do message encryption, but it must be purchased separately (called Google Message Encryption) and then enabled. Check with IT for that question. In the interim, you can do the following: Put the confidential information in a file Use WinZip (version 11 or later) to create a new WinZip archive (aka "zip file") CHECK (enable) the WinZip option to "Encrypt added files" Add the confidential information file into the WinZip archive WinZip will prompt you to assign a password to the WinZip archive Attached the WinZip archive file to your email Provide the password by the telephone, or separate communication channel.
How can I sort my email by sender, subject, or date?
How can I sort my email by sender, subject, or date?
Gmail does not using sorting to locate email. Make use of the powerful search options to locate your messages. For example, if you want messages from a particular person use "from:" in the search box.
Is there a "read receipt" in Gmail?
Is there a "read receipt" in Gmail?
Read receipts must be enabled as a feature for your company. If available, the option will appear when sending a new email. If you do not see the option, your Google Apps administrator has chosen not to enable the feature.
How do I create and modify tables from Excel in Gmail?
How do I create and modify tables from Excel in Gmail?
Use Sheets, copy and paste
How do I change the subject of an email (reply or forward) to start a new conversation?
How do I change the subject of an email (reply or forward) to start a new conversation?
In the Gmail reply (or forward), there is a drop-down at the top left of the message. Click the drop down menu, then click Edit Subject. A new pop-out window will open and allow you to edit the subject of a message before sending as a reply or forward.
How do I flag messages for follow up later?
How do I flag messages for follow up later?
There are several strategies for flagging messages for follow-up in Gmail: 1) Use the "*" to tag messages that need follow-up and use the "Starred" label view to review those items. Un-star them when completed. 2) Apply a "Follow up" or "To-do" label to messages that need special attention. Enable the "Multiple Inboxes" lab and add the following to one of the "Panes": label: Follow up OR label: To-do These messages will now always display along with your regular Inbox. Simply remove the label on messages to remove them from view. 3) Turn a message into a "Task" by opening the email and clicking the "More" option and selecting "Add to Tasks". Once you add an item to the tasks list, assign a due date. Finally, enable the display of your "Tasks" calendar in Google Calendar to see your "Tasks" in your calendar.
What's the most effective way to use the vacation responder?
What's the most effective way to use the vacation responder?
The Vacation Responder should be used any time you are unable to respond to email in your normal time frame. Set a "Start Date" and then put in a message to people that explains you are unable to respond to emails in a timely manner. You may be specific and tell people that you are on vacation or you may simply state you are out of the office as long as the recipients will be understanding. Otherwise, be very generic. Any text in your "Signature" will be applied to your Vacation message so there is no need to enter that information again. It is generally best practice to enable the "Only send a response to people in my Contacts" and/or "Only send a response to people in " so that unknown senders will not receive these messages. However, if you deal with a lot of "random", non-regular people, you would not want to enable these last two options.
Can I search for email in the trash?
Can I search for email in the trash?
Yes, however they will not be returned in the main search results. Look at the bottom of the first page of results and you'll see a small trash can icon along with a link to view search results from the Trash. You can directly search the trash by searching for "in: trash" along with your keywords.
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