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Gmail Training

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Natalia LeMoyne

on 25 July 2013

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Transcript of Gmail Training

Module 2: Store and Organize email
Gmail for Guilderland

Online training is available at www.gcsdgoogletraining.blogspot.com

Logging in through GCSD website
Today's training: 4 Modules
Demo and Do sessions for each Module
"Challenge Time"
Closing: Snowball!

Module Overview
Module 1: Send, Receive and Reply mail
Module 2: Store and Organize email
Module 3: Managing contacts
Module 4: Customizing your email: Settings and Labs
Compose Window
Minimizing, pop-out, save & close compose window
To, CC:, BCC, fields
Formatting options
Attachments: files, Google Drive, Pictures, links, emoticons, calendar invites
An email shows it contains an attachment by displaying a paperclip icon on the right of it.
Discard draft- Save and Edit a draft
Switch back to old compose
Label- create a label or apply a label to an email.
Request read receipt
Check spelling
Preset Categories
To get to your contacts you can click on "Mail" on the Top left-hand side of your screen under the Guilderland Logo and select "Contacts"
My Contacts: Everyone you have contacted either by sending or replying to emails.
Most Contacted ( Frequent contacts in GW) Usually set to show 20 contacts.
Other contacts: All contacts and contacts that you have not categorized or are not part of our organization.
Directory: All GCSD employees.
Google automatically shows your "most contacted" contacts first as it auto populates the "to" field when composing an email.
Module 4: Google Groups
What are Groups?
Groups are mailing lists/discussion boards that can be used for large or small online communities
Why would I want to use a group?
• Gmail does not allow you to email more than 500 different people at a time.
• Creating a group allows you to email many people and it acts like 1 address.
• Groups act like discussion boards where past communication can be found and commented on.

Overview of Google groups (Email list, web forum, Q&A Forum and Collaborative Inbox)
District created groups
End User created groups
How to create a group
How to manage created groups
How to reply to a post: reply all and reply to author/owner
How to browse for groups and the directory of groups.

Module 4: Customizing your Gmail: Settings and labs
Accessing your Gmail settings (gear icon on right) and overview of settings options and labs.
General: Default text, Conversation view, desktop notifications, button labels, signature, snippets, vacation responder.
Labels: Hide or show, remove, edit.
Inbox: Types
Filters: Applies to all incoming mail. Create/delete
Chats: On or Off
Labs: Canned Responses- Enable ( compose, select canned responses from arrow, save, use again in future emails)
Themes: If you set your location, your theme will reflect current weather.

Module 1: Send, receive and Reply mail.
Inbox- the place where all email lands.
Starred--Gmail's way to "Flag" messages
Important- mail marked as important will show a yellow "tag" next to it.
Sent mail--All sent mail is automatically saved and archived.
Drafts- this is your "Work In Progress"
All Mail --It's your "Archived" mail
Trash ( permanently deleted after 30 days)
Searching vs Sorting
Reply all
Trimmed Content: Gmail will trim content of long e-mails to adjust to your window size. Three dots at the end of an e-mail's body means the content has been trimmed. Click on the dots to see the trimmed portion.
Re send a previously sent mail.
Conversation Threads: Collapse all and Expand all
Read receipts
Hidden menu: Archive, Report Spam, Delete, Move to, Labels, More (Mark as unread, Mark as important, Add to tasks, Add Star, Create Event, Filter messages like this, mute.
Mail Delegation: If you need someone to have full access to your email and send and receive emails on your behalf.
Module 3: Managing Contacts
Add, Edit and Delete contacts
Creating Contact Groups (Distribution Lists in GroupWise)
Send e-mail to Contact group/list: 1 single email can be sent to up to 500 recipients
GCSD has created set groups for all buildings. A group is a dedicated email address that represents all members of each building. You can use this address to email the group. It will show up as you type the name of the group on the "to" field" it should be "school initials allstaff@guilderlandschools.net"
Add contacts to existing Contact Group
One contact can belong to two or more separate groups.
You can choose to view your contacts first and last or last,first names by clicking on "More"
You can rename a group by selecting the group on the left and clicking on "More"
DO Session:
See you agenda for instructions
Choose to complete either a beginner level activity or an advanced level activity based on your comfort level.
Challenge time!
Do Session: Follow instructions on your agenda
Choose Beginner or Advanced activities
Challenge Time!
Overview of organization: Labels and mail boxes are located on the left-hand side of the screen. As you click on one of these, its contents will be displayed on the right of the screen.
Important messages: Starred Mail and “Important Label”
Creating a Label
Labeling messages: Using existing labels to organize existing mail
Creating and applying a label while composing an email
Applying two different labels to the same email
Creating a Label filter to automate your inbox: To have an email skip your inbox and go directly to a label (Folder)-Create filter with "skip inbox" and "apply Label"
Changing the color of your labels
Creating Nested labels
Deleting a label
Show/Hide labels on the left sidebar
Organize email by checking the check box next to it and choosing from the options: Archive, Spam, delete, move to and label.
"Move to" removes the mail from your inbox and places it under a label you choose.
"Label" just labels the email but it will remain on your inbox (similar to tagging-helpful for searching)
GW vs. Gmail:
Folders are labels
Labels will "behave" as folders if you use the "Move to" option
Sub folders are Nested Labels
Do Session: Choose from Beginner or Advanced activities
Closing: Snowball!
Complete the two outcome sentences
ball up the paper like a snowball and throw it into the basket!
GW vs Gmail
Sorting vs Searching: To sort in Gmail you have to use the search box. You can expand the search box by clicking on the arrow and refining your search/sort. Gmail will display all e-mail with the criteria you selected in the search box.
Archive vs All Mail: To archive in Gmail you will use the archive icon/button. Archived e-mail is stored in the All Mail label. Archive=All Mail.
Deleting vs Archiving:

A message is no longer in your Inbox view
A message is stored in All Mail for all time
A message is available in labels
A message shows up in search
A new incoming message related to the archived e-mail will make the archived email re appear in your inbox

A message is no longer in your Inbox view or anywhere else
A message is in Trash for 30 days, then deleted forever
A message is not in the labels
A message does not show up in search after 30 days because it no longer exists. Before the 30 day mark, can be searched only with the 'in:anywhere' search box
Full transcript