Get e-mail (Gmail) A tutoriall

Basic ICT Skills: Communication and Collaboration
Using Gmail

Sending e-mail
using Gmail

B LOB

Basic ICT Skills: Communication and Collaboration
Creating and sending e-mail using Gmail

Outcomes

By the end of this e-torial, you will
 Understand why we should use Gmail
 Have created a Gmail account
 Be able to send, receive and forward
Gmail messages
 Be able to manage your e-mail and
contacts in Gmail

Tools
This e-torial make use of the following
programmes or tools:
 A browser (Internet Explorer/Firefox)
 An online tool www.gmail.com

Basic ICT Skills: Communication & Collaboration
Creating, reading and sending e-mail: Index

 What is Gmail?
 Some advantages of using Gmail
 Registering for a Gmail Account
 Composing & Sending e-mail
 Attaching documents to e-mail
 Reading your & replying to e-mail
 Forwarding to your e-mail
 Forwarding to your e-mail to another
account
 Opening attachments
 Printing e-mail
 Organizing and sorting your mail:
 Labels
 Filters
Close
 Quick reference card
 Self assessment rubric

Basic ICT Skills: E-mail
What is Gmail?
G-mail is an online E-mail (webmail)
platform (tool) where you can
communicate messages electronically
via the Internet. You can sent just about
anything instantly (Letters, documents,
photo's and files) to one or more
people!

Why should I have a
Gmail account?

Video: Click here to
open video in player,
pause to practise

Gmail can act as a key to lots of good free online resources

Some advantages of using Gmail
 It is free  You can
 It is always available (provided  log into numerous
you have internet access) sites using your Gmail
 It has great spam filters address and password
 Built-in chat: text, voice, or video (great for privacy
(great for meetings)  easily access it using
 It allows you access to other good your cell phone
online tools….  organise your e-mail
 Picasa (online photo album in numerous ways
sharing)  separate your work
 Google docs (Free online and private e-mail
office suite)  forward your Gmail to
 Blogger (free online blogging your work e-mail
tool)  set it up to download
 Google reader (Keep up to into Outlook for offline
date) reading
 Gtalk (an instant messenger  Lots of space
service)

For more reasons why Gmail is great, click here

Registering for a Gmail Account

www.gmail.com
How and where
do I sign up?

 Make sure that you are
connected to the Internet
 Open up your browser (eg
Internet Explorer)
 Type in www.gmail.com into
your browser address bar
 As you are a new user, click
on Sign up for Gmail

Video: Click here to open video in
player, pause to practise

In order to sign up for Gmail, you will first have to create a Google
account

 Fill in your name
 And your surname
 Choose a username (try to
Adam
Tshole
find something that will not
adamtshole
already be taken!)
 Check availability…..

••••••••••
 Choose new usernames till
•••••••••• you get one that is available!
 Type in a password (one that
you will remember!)
 It must consist of at least
6 characters (use
numbers and letters)
 Retype password

If you are using a school or work computer used by others, un-tick
Remember me on this computer

 Click on the drop-down arrow
next to Security question
My dog’s name  Choose Write my own
question
bigbones  Type in a simple question
tshepo@gov.za and answer
 If you have another e-mail (eg
work), insert it otherwise, leave
blank
 Click on the dropdown next to
location and choose
South Africa
lappreeria  Type in the verification code
very carefully
 Accept the terms

If you type the verification code incorrectly, you will be brought back to
this page. Get your glasses!!

Basic ICT Skills: Gmail
Composing & Sending messages
 Click the Compose Mail link on any
Gmail screen
 Enter your recipient's email address.
You can type the address in the 'To:' john@gov.za
field, or find the address in your
Contacts list. peter@gov.za

 Use the CC feature when you'd like gary@gov.za
to include additional recipients.
Display this field by clicking Add Workshop

Cc.
 The BCC let you hide recipients' Hi All,
addresses and names from one
We all need to get ready for
another. our workshop at…..
 Enter a subject for your message in
the 'Subject:' field.
 Write your message!
 Click on Send.
When you begin to type an address in the 'To:,' 'Cc:,' or 'Bcc:' fields,
Gmail will suggest complete addresses from your Contacts list.

Attaching documents to messages
Sometimes we need to send
documents to others. We can do
this by attaching it to our e-mail! john@gov.za

 Compose your message
 Click Attach a file icon under
your subject
 Navigate to where the file is
stored
 Click once on the main
folders in the right hand
pane which will open up the
subfolders
 Double click on the subfolders on
the right
 Double click on the file(s) that you
want to insert
 It will be attached to your message
 Send your message
You can send attachments up to 20MB. But remember others might not
be able to receive it!

Reading & replying to your e-mail
 Click on the Inbox on the left

 You will see all your messages
on the right
 Click on the message subject –
it will open it up
 To reply just click on the Reply
button to the top right of your
message
 You will also see other options
by clicking on the arrow next to
Reply
 Reply to All or Forward
 Delete
 Add the sender to your
Contact list

There is also a space at the bottom of your received e-mail where you
can click on reply or forward the message to others

Forwarding to your e-mail
If you are in your message:
 Click on the arrow next to
Reply (Top right of your
message)
 There is also a space at the
bottom of your received e-
mail
 Type in the new recipient
address, subject and add to the
top of the message body
 If the message has attachments,
you can choose not to forward
them by deselecting the checkbox
next to the filename below the Subject field
 Send

Gmail allows you to forward an entire conversation and will add all
messages from a conversation into a single message. Each message will
be clearly marked, and will be listed in order from oldest to most recent.

Forwarding to your e-mail to another account
Gmail lets you automatically  Sign in to Gmail.
forward incoming mail to  Click Settings at the top of any
another address, if you'd like. Gmail page
 Open the Forwarding and
POP/IMAP tab
 Enter the email address to which
you'd like your messages forwarded.
 Select the action you'd like your
messages to take from the drop-
down menu.
 You can choose to keep Gmail's
copy of the message in your
inbox, or
 you can send it automatically to
All Mail or Trash.
 Click Save Changes.

You also can set up filters to forward messages that meet specific criteria.
You can create 20 filters that forward to other addresses.

Opening attachments

Your message attachment will be
at the bottom of the message.
You have a choice of
 Opening it as HTML in your
browser
 As a Google document or
 To download it to your
computer and save it in the
format that it was created in
eg Word /Excel
 Click on Download
 Tick Save file OK
 Save it in a folder where
you will be able to find it
again

You can change the document name if you so choose!

Print your e-mail

How do I print one
message?

 Open the message you want to
print.
 Click the down arrow next to
Reply, at the top-right of the
message.
 Select Print.
How do I print an entire
conversation?
 Open the conversation you want to print.
 On the right side of the screen, click
Print all.

Follow the instructions on your print screen

Organizing and sorting your mail: Labels

You can create labels and apply them -- manually or automatically -- in order
to group related messages together. For example, let's say you want to keep
messages from your teachers all in one place.

 Tick the boxes next to your
Teachers
teachers’ messages in your Inbox.
 Click on the labels button on top
 If you do not have this label yet,
type it in (Create new) OK
 You can find all your messages that
have this label attached by clicking
the label's name in the Labels
button

If you click Archive; the message will disappear from your Inbox, but
will remain listed when you click the ‘Teacher' label, or All Mail.

Organizing and sorting your mail: Filters

If you don't want to mark all your messages from your teachers one-by-one,
you can set up a filter. The filter will detect when a teacher emails you, and
automatically applies the ‘Teacher' label (and if you'd like, you can send the
message straight to the Teacher section and skip the Inbox).
 Open the message
 From the More Actions drop-
down menu, select Filter
messages like these.
 The teacher’s e-mail should show
in the From field
 Click Next Step >.
 Check the Apply the label: box
and select Teachers from your
Choose label... drop-down menu
 Click Create Filter.

You can also create filters to detect messages with certain words in the
subject line, the body of the email, or messages sent to a specific person

Quick reference guide for Gmail

Compose Mail opens a new message. If you're feeling shaky,
you can read more to brush up on sending messages.
Inbox shows your conversations (the number in parentheses
indicates how many unread conversations you have).
Starred shows you only messages you've marked with a star
(use stars to mean whatever you'd like).
Chats lists your archived Chat conversations.
Sent Mail shows messages you've sent.
Drafts houses messages you've started and saved to work on
later.
All Mail shows you almost all of your mail; you'll see content
from your Inbox, Starred, Chats, Sent, Drafts, and all your
archived messages; you won't see Spam or Trash.
Spam is where we send the messages we think are suspicious.
Trash is where messages you delete end up; you can empty the
trash whenever you feel like it.
Contacts lists the email addresses of people you've
corresponded with; you can add more details as you see fit.

Follow the instructions on your print screen

Basic ICT Skills: Creating an assessment tool
Self assessment rubric

Assess your level of skill: 1 Still need lots more practice;
2 Getting there! 3 Can do it- No problems!

About this Presentation

This e-torial was developed by maggiev
for the Department of Education for use
by subject advisors, teachers and learners

More information and tutorials on Gmail
can be found at
http://mail.google.com/support/

All e-turials can be found on the
Thutong portal:
www.thutong.org.za

Get e-mail (Gmail) A tutoriall

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