Gmail

1. Is there a way to add a sound notification when I receive a new email in my inbox?

There is not a sound notification feature in Gmail like there is for Calendar.

2. How do I turn on new Gmail notifications?

When you first log into Gmail, you will receive a prompt to enable desktop notifications for Gmail. Click on OK. After this is enabled and you wish to turn off notifications, click on the cogwheel, settings, and on the general tab scroll down to desktop notifications and select "mail notifications off". In addition, notifications must be enabled in chrome:

• Open your settings in chrome

• Scroll down to advanced

• Choose content settings then notifications

• Click add and type in the following URL: https://mail.google.com

1. Can you expand settings to show more than 50 emails?

Yes, under settings you can add up to 100.

2. Why does the Preview Pane in Gmail require scrolling horizontally to see the entire message? How can I fix this?

There are a number of reasons why this may be happening. Most often, this is caused by an abnormally large image that is stretching the width of the email beyond the normal email boundaries. Other times, it could be a glitch of Preview Pane interacting oddly with New Gmail. It could also be because you’re using Gmail in Internet Explorer (which is not optimized for Google Workspace), rather than in Chrome.

Regardless of the cause, here a few ideas to make your email viewing a bit easier.

1. Since this issue often occurs while in Preview Pane “Vertical Split” mode, try changing your Preview Pane view to “Horizontal Split” or even “No Split” while viewing the email.

2. Use Google Chrome to temporarily Zoom Out of the page so that the email content is smaller and therefore fits in the available email window (and don’t forget to zoom back In once you’re done reading the faulty email)

3. Try popping out the email into its own moveable window by following the instructions here. (When accessing Google Support pages, please note that it opens in a new tab. To return to the Going Google Site, return to this tab.)

3. Is there a way to delete/archive only certain responses in conversation view without deleting the whole thread?

Conversation view "groups" together messages, for better or for worse! If you delete or archive a conversation thread, then all messages will go into the trash together. To delete just one message, use the three dots (skinny snowman) to the right of a specific message.

If you regularly prefer to just delete/archive one of the messages within the thread, then it might be better for you to turn off conversation view. (When accessing Google Support pages, please note that it opens in a new tab. To return to the Going Google Site, return to this tab.)

4. Is there a way to show the most current email on top of the conversation view?

That functionality is not built into Google and is only available through a Chrome extension, however, the project team has not finalized the list of approved Chrome extensions.

5. In conversation view, if someone modifies the subject line when replying, will it still group? Or will it start a new thread?

Conversations are held together by the subject line. Once the subject line is edited, a new conversation is started.

6. Can I get mail preview pane in Gmail?

Yes. You need to enable that feature. Go to Mail, Settings, Advanced, then click on "Enable" Preview Pane, then click Save. Once done you will see a new preview icon on the mail interface that will let you toggle between the listing and preview (either side or bottom).

1. How do I use personal contact groups in Gmail?

Once a personal contact group has been created (or confirmed to have been migrated successfully into Google Contacts), you can send emails to the personal contact group via Gmail or via Google Contacts. For more information on how to email Personal Contact Groups, click here. (When accessing Google Support pages, please note that it opens in a new tab. To return to the Going Google Site, return to this tab.)

2. Posted Gmail - How do I know that the person I am sending an email is the correct person especially if there are contacts with the same name?

Type the name of the person in the “to” field and then hover over the name to see the title.

3. Why are some email addresses outlined in orange when composing new email messages?

When a contact appears outlined in orange, it means that it's not part of your Personal Contacts. (To see what contacts are in your personal contacts, use the Google Workspace navigation waffle and find Google Contacts.) However, the moment that you email someone, then the person is added to your list of contacts in Google Contacts, which means that the orange outline will go away!

4. Can you pop out a reply like the Shift + Compose option for new emails?

Yes, in the email reply click on the icon (looks like a box with an arrow pointing up and right) next to the printer icon in the top right of the email when hovered over, the icon is named "In New Window" select the icon to pop the window out.

5. How can I send emails as attachments in Gmail?

Sending emails as attachments is an Outlook-specific function that does not exist in Gmail. Therefore, if forwarding the email is not an option, then you can “print” a copy of the email. Choose to save that email as a PDF instead of printing. Then attach the PDF to the email as a hard copy attachment.

6. Can you drag an existing email as an attachment to a new email?

To attach an email to a new email, print email as PDF and then save it to a destination of your choice. Then attach the pdf to new email. For more instructions, click here. (When accessing Google Support pages, please note that it opens in a new tab. To return to the Going Google Site, return to this tab.)

1. I organize my emails in Outlook using folders within my inbox, what will happen to my folders and the emails stored within them?

All the email within your folders and subfolders will be copied to Gmail and will be labeled with the same folder names. However, please note that any folders that contain a “/” (a slash) in their name will be divided into a folder and a subfolder when moved in Gmail.

3. What is the difference between just labeling an email and leaving it in your inbox vs. moving the email to the label?

If you are someone who likes to keep your inbox cleaned up, then you will want to remove an item from your inbox (aka. archive or remove the Inbox label). Moving the email will apply a label while also moving the message out of your inbox (aka. archiving).

Maybe you want to label an email, but keep the conversation visible in the inbox until it's resolved. In that case, you may not want to "move".

4. How can I move one label under another label (like you used to be able to click and drag one folder under the other to create a subfolder)?

The secret is to use "nested labels." To make one label under another label (like a subfolder), hover over the label you’d like to nest and click the 3 vertical dots. Select “Edit”. Within the resulting pop up window, you'll see an option to check a box "Nest Label under." Check that, and then you'll be able to select which Label it should live under.

If you are modifying many labels, it may make more sense to do your organizing from the Settings. Go to Gmail Settings gear, and select "Settings." Then go to the Labels tab, and scroll down to the bottom of the page where you can see all of your custom labels. Find the label you'd like to nest and on the right-hand side, click "Edit." Within the resulting pop up window, you'll see an option to check a box "Nest Label under." Check that, and then you'll be able to select which Label it should live under.

5. How would you move all messages under one label to another label? ie. Move "In Progress" to "Complete"

Taking this example, start in the 'In Progress' label and use the select all box at the top of the mail list. You may need to use the drop down arrow next to the check box to select All. Once you’ve selected the emails that you want to move, click the Label Icon along the top and uncheck the 'In Progress' label and check the 'Complete' label. Select Apply.

6. How can I use the different colored stars?

To enable colored stars in Gmail, click on the Gmail Settings Gear, then on Settings, and you'll find yourself in the General Settings tab. From there, scroll down about halfway down the page, and you'll find the "Stars" section. Drag the colored stars (or non-stars) you'd like to use into the "In Use" line, and then once you're done, scroll to the bottom and click "save settings." Then, to use the different colored stars, click on the star on a message repeatedly and you'll see the colors cycle through! More instructions here. (When accessing Google Support pages, please note that it opens in a new tab. To return to the Going Google Site, return to this tab.)

7. What are stars?

A stars meaning is fairly arbitrary. They mean what you want them to mean and are only visible to you in your inbox. In your default view, stars are on the left of the message near the checkbox. In Preview Pane view with Horizontal split, the star is on the right side of the list.

The default star is yellow. You can enable additional stars in the General tab under Settings. To cycle through stars, enable them first and then keep clicking through until you find the color star you want. To unstar an item, click the star again to turn it off.

1. Is there a way to create a rule in Gmail so that all emails coming from a particular email address (or other specific criteria) are automatically organized into a specific label? Can I also set up a rule that automatically organizes past emails, in addition to organizing all future mail, that meets that criteria?

Yes. In Google, these type of rules are called "Filters." To create a filter in Gmail, click on the drop down arrow on the right side of the Gmail search bar. Enter in your specific criteria (e.g., "All messages from fjones@company.com sent to me after Date] "). Once finished with your criteria, click on the "Create Filter" link in the bottom right corner of the search box. In the resulting window, you will be able to specify where you want the email routed, and can even bypass your inbox. Lastly, if you'd like to apply your filter to items currently in your inbox, as well as to all future messages (which is the default behavior of a filter), check the box that says, "Also apply this filter to "#" matching conversations."

2. How do I create an advanced filter (i.e. with multiple users in the From field)?

Gmail filters are akin to Outlook’s Rules, and are ideal for automatically organizing certain types of messages according to your specifications.

Gmail filters can accommodate multiple criteria, such as “Please delete all messages that my Aunt Kathy sent me between Nov. 2012 and Nov. 2014 that contained reference to “Cats” or “Katz,” However, creating a filter that appropriately layers multiple criteria can be quite a challenge. (When accessing Google Support pages, please note that it opens in a new tab. To return to the Going Google Site, return to this tab.)

• For a basic introduction to creating and managing filters in Gmail, click here.

• For in-depth detail about what type of advanced search operators can be leveraged when searching or creating filters in Gmail, click here.

• Lastly, to see how advanced filters are utilized in real-life scenarios, check out this article here for even more ideas.

1. How do I sort my mail in Gmail to find specific messages?

Gmail, as a Google tool, is known for its strength in message searching rather than sorting. You can sort mail by oldest first vs. newest first by clicking the "1 - 50 of XX" that displays the number of messages in your inbox; but Gmail's search capabilities can also help you find those hyper-specific messages that you may have previously used 'sorting' for, such as "find a message from a specific colleague" or "find a message from a certain date." For these specific searches, hover on the right side of the Gmail search bar to reveal a small drop down arrow. Click on that arrow to reveal a drop down menu. To search for an email from a specific colleague, fill in the "From:" line. To find a message from a certain date range, select the desired date range in the "Date within" field. Or, simply conduct a Keyword search, which will search through all your mail, attachments and message content.

For more details about Gmail search, click here. (When accessing Google Support pages, please note that it opens in a new tab. To return to the Going Google Site, return to this tab.)

2. Is the AND for searching case sensitive?

Yes. If using Boolean search operators (AND and OR), they must be capitalized to work.

1. What happened to my Outlook Shared Mailbox?

When converting Shared Mailboxes to Google, there are 4 possible Google solutions: (1) Google Groups, (2) Delegated Account, (3) Shared Calendar, or (4) Calendar Resource. To learn more about your Shared Mailbox such as when it will migrated to Google and how you can access it after it does, check out the Shared Mailbox page on the Going Google Site.

2. I have a shared mailbox that I use with a team. Will our team mailbox also be moved into Google?

Yes! Team-related mail and calendar items such as Shared Mailboxes, Team Calendars and/or Shared Calendar Resources will be mapped to similar options in Google Workspace throughout the go-live phases. To determine how your Shared Mailbox has transitioned to Google, click here.

We understand that there may be business-critical workflows associated with your Shared Mailboxes or team calendars. If you are the owner of a Shared Mailbox or Team Calendar, please stay tuned for more information about the changes.