GMail: Tips and Tricks

© 2017 - Chris Casal - @mr_casal & @heathcotetech
GMail: Tips & Tricks
A ST@C Course
5/10/17
Chris Casal
@mr_casal
blog.mrcasal.com

Preface
● Always use Chrome
● In a shared computing environment always use Incognito Mode
○ Incognito This will ensure you are logged out of your Google account when you quit Chrome
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Welcome
blogs.scarsdaleschools.org/heathcotetech/stc/

GMail in Chrome

GMail
Inbox
overview

GMail
Sidebar
1. Click the word Mail to access Contacts
and Tasks
2. Labels are folders
a. Numbers in parenthesis represent unread
message in that Label
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GMail
Top bar
1. Search box
a. Search within GMail
2. Refresh Inbox
3. Settings
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GMail
Select a message to see more options
1. Archive
2. Flag
3. Delete
4. Archive to specific Label
5. Label but keep in Inbox
6. More
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Select to see options
1. The menu bar only appears when a message is selected
2. If no message is selected you only see basic functions
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New message
Standard email features
1. To
2. Subject
3. CC/BCC
a. Tap to expand
b. BCC is blind
i. Always BCC Groups
ii. Hides who got the email
iii. Helps prevent spam
4. Delete draft
a. Starting a new email automatically
creates a Draft
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New message
Standard formatting features
1. Text
a. Font
b. Bold/Italic/Underline
c. Lists
d. etc
2. Attach
a. From desktop
b. From Drive
3. Insert
a. Photo
b. Link
c. emoji
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New message
More options
1. Hidden “More options”
2. Read receipt
a. Only works with
@scarsdaleschools.org
addresses
3. Canned responses
a. Pre filled responses
b. Helps to eliminate repetitive
typing for common
messages/replies
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Organization
Labels
1. Label
2. Move to
3. Archive
Think of your GMail as iTunes. It’s all of your messages. Labels are like Playlists. A
message can be in multiple Playlists (Labels) and you can “hide” them from your
Label:Inbox
1. You can give message a Label but also leave it in the Inbox (Label)
2. Or you can give a message a Label and Archive it to that Label (Move to)
3. Archive, to Label or All Mail, to clean up your Inbox
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Label a message
1. Select the
message
2. Choose a label
3. Select an existing
a. or “create new”
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Label a message
1. The email has now been added to the “BOE” label
2. It still appears in the Inbox, with the “BOE” label
3. It will leave the Inbox, and remain in the “BOE” label when I Archive it
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Move a message
To immediately organize and
Archive a message away from
your Inbox
1. Select the message
2. Select Move to
3. Choose Label
4. This will give the message
the label and remove it
from your Inbox
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Label vs Move to
1. Labeled and not
in Inbox
2. In Inbox but not
Labeled
3. Labeled and still
in Inbox
You can Label and
keep in the Inbox or
“Move to” to file away
& clean your Inbox
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Filters
Use filters to
automatically Label
messages as well as
automate organization
1. In a message, click
“More”
2. Click “Filter
messages like
these”
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Filters
“Filter messages like these” will let you
choose the reasons to filter, for
instance…
1. By who it’s From
2. The Subject
You can also do a Search to see how
many messages fit your criteria…
Click “Create filter with this search” when
ready to continue
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Filters
Now choose what the Filter will do with the
messages you selected on the previous
screen…
1. Want it to Skip the inbox?
2. Automatically apply a Label?
3. Apply these settings to previous
messages?
Once you’ve customized your Filter setting
“Create filter” and you’re done!
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Settings
Access
settings
from the
Gear icon
in the top
right of
your
Inbox

Settings
General
1. Emails per page
2. Conversation view
a. On=all message
w/same subject
connected &
condensed
b. Off=all messages
appear individually
3. Send and Archive
a. Helps with
organization once
you hit Send
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Settings
General
1. Shortcuts for faster
use
a. 25 useful shortcuts
b. Full list of shortcuts
2. Add a profile
picture
3. Auto-create
Contacts
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Settings
General
1. Signature
a. Create a custom
footer with your
contact details that
will automatically
appear on the bottom
of every message
2. Vacation responder
a. Set “away” message
as well as as auto-on
and off dates
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Settings
General
Vacation Responder
Allows for plenty of
customization
including:
1. On/Off dates
2. Text formatting
3. Who gets it
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Labels
Show or Hide
“System labels”
and Categories

Settings
Labels
1. Create
2. Hide
3. Edit/Organize
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Settings
Inbox
Settings for “Important” messages

Settings
Inbox
Type
Customize
which
messages
appear at
the top of
your inbox

Filters and Blocked Addresses
1. See all your Filters
a. With specifics
2. Edit and Delete as
necessary
Settings
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Settings
Labs
Lets you search
through, and
implement,
experimental features

Settings
Multiple Inboxes
● A Lab that
needs to be
enabled
● Lets you create
a multi-pane
Inbox
○ ie: Put
“Unread”
above “Inbox”

GMail on iOS

© 2017 - Chris Casal - @mr_casal & @heathcotetech© 2017 - Chris Casal - @mr_casal
iOS
Main account
Additional
accounts

iOS
Message
Options

GMail Archive
Delete
Mark
unread
More
Options

iOS Message
Options

iOS
Compose
new email
Standard messaging options

iOS
Options
Attachment & Send

iOS
To add CC
and BCC
CC and BCC

iOS
Attachments...
From Camera
Roll
Take a new
photo
Recents
Drive files

iOS
Account
Options

iOS
Standard
boxes
Labels
(folders)
Other
accounts

iOS
Scroll down side
bar to get to
Settings
Settings

iOS
Configure Google
Apps integration
for all accounts
signed in to the
app
Link Google
Apps for all

iOS
Customizing
Google Apps
means you can
get links in GMail
to open in
Chrome, not
Safari

iOS
Set some custom
settings on
individually for
each account
Customize accounts
individually

iOS
Signature and
Vacation
responder can be
set on the
desktop version
Biggest item here
is the “swipe to
delete” option
Customize accounts
individually

iOS
To toggle
between
accounts, tap
icons on top
To manage
accounts tap the
white triangle and
select “Manage
accounts”
Other
accounts

iOS
Turn accounts
invisible
Add accounts

Contact
Chris Casal
ccasal@scarsdaleschools.org
@mr_casal
@HeathcoteTech
blogs.scarsdaleschools.org/heathcotetech
blog.mrcasal.com

Created by
Chris Casal
purveyor of geekery
Heathcote School
@mr_casal

GMail: Tips and Tricks

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