Gmail provides a suite of communication and collaboration tools including email, chat, video chat, contacts, and calendar integrated into one system. Key features include conversation view that groups related emails, labels that allow messages to have multiple categories, and archiving that moves messages out of the inbox while keeping them searchable. The interface is customizable through options like themes, filters, and gadgets to organize email and integrate other Google apps.

1. Introduction to Gmail

2. Gmail Basics…what’s new
• Gmail Environment
You will notice the Gmail environment looks pretty similar to your traditional email.
• Conversation view
Gmail groups emails and their replies in your inbox, so you always see your messages in the context of
your conversation. Related messages are stacked neatly on top of each other, like a deck of cards.
• Labels instead of folders
Labels do the work of folders with an extra bonus: a conversation can have several labels, so you're not
forced to choose one particular folder.
• Archive instead of delete
You shouldn't ever have to throw things away. Archiving moves messages out of your inbox and into "All
Mail," so they don't clutter your inbox but remain searchable in case you ever need them again.
• Chat and video chat
You don't have to use another program -- chat is built right into Gmail. Video chat is available if you
have a built-in or attached webcam.

3. Navigate to other Google Change Settings
Switch To Contacts applications here
or Tasks
Create labels to
organize your email
Chat with your contacts.
New email will show up here Video chat with those that
in your inbox. have the capabilities.
Unread messages are bold
Keep track of
how much space
you are using

4. Understanding Icons
1 2 3 4 5 6 7 8 9 10
1 - Selection Options: Select All, None, Starred
2 – Archive: Sends selected message to All Mail
3 – Report SPAM: Sends selected messages to your SPAM folder
4 – Delete: Sends selected messages to the Trash folder
5 – Mark as Read: un-bolds selected messages
6 – Move to: Moves selected messages to a designated folder
7 – Label: labels selected message. Does not move it.
8 – More: allows you to manage selected messages
9 – Preview Pane: Allows you to view a selected message in a preview pane
10 – Settings: Change email Settings, Access help, change themes, etc.

5. Priority Inbox

6. Composing
Email
Add Attachments
Add an invitation to
your calendar
Create a Signature
Use familiar word
processing tools to
compose your message

7. Saving Attachments
Messages that contain
attachments will have a
paperclip icon showing at
the end of the message line
Choose to view or
download the
attachment

8. Introducing Conversations
Email messages that involve any replies are collected into a conversation for
easy tracking of the…conversation.

9. Groups list Contacts
Contacts you have not placed
in a group or saved
Create a new group or import
a contacts list

10. Managing Your Contacts
1 2 3 4 5 6
1 – Switch between mail and contacts
2 – Selection: select none or all of your contacts
3 – Add to My Contacts: Puts selected contact into My Contacts
4 – Groups: add or remove a selected contact from groups
5 – Email: send an email message to selected contact
6 – More: manage contacts in My Contacts (delete, export, import, sort)

11. Finding Duplicates: Merging Contacts one at a time

12. Finding Duplicates: merge all duplicates

13. Organizing your messages with Labels
• Labels are used instead of folders
• Labels do everything a folder does…and more
• Email messages can have more than 1 label
• You can simply “label” conversations or you
can “move” conversations into a label to keep
your inbox clean.

14. Customizing Labels
Options menu

15. “Move to” vs “Labels”
• Move to – moves the selected message into a
label (treats it like a folder)
• Labels – puts a tag on the selected message but
leaves it where it originally was

16. Archive Your Email
• Archiving simply means moving your email out
of your inbox and storing it for safekeeping.
Archived messages are placed in the All Mail
location and you are able to search for them.
– To archive: click on the select button of your
message(s) and click on Archive.

17. Why Archive?
Phone numbers and addresses
You never know when you'll need a phone number someone emailed you or an address that was in a signature.
Procrastination
Sometimes you want to get a message out of your inbox, but you don't want to deal with organization, and you don't
want to trash it.
Winning arguments
“But on May 5, 2005 at 8:43pm EDT you said….”
Mailing lists
You belong to a mailing list, but don’t always have time to read email from them as they arrive in your inbox. Save for
later.
Birthdays
Search for “grandma birthday” and voila, find the message you sent her last April. Aren't you glad you archived instead of
deleted?
That guy
Remember that guy you thought you’d never need to get in touch with ever again?
Because you can
May as well use the free storage space. Plus, clean inbox = clean mind.
1. Fate-tempting is bad. You just never know
Thirty-one days after you send that message to the Trash and it gets permanently deleted, you're going to need it. Don't
tempt the fates.

18. Chat…One of the BEST features in Gmail
Click on your contact in the Chat window to
start a chat.
If you have a webcam, you can video chat.

19. Changing your Gmail Settings
• Change the general look and feel of your environment
• Setup other email accounts to work with Gmail
• Manage your Labels
• Set Filters to determine what to do with incoming email
• Change your Chat options
• Turn Web Clips (sponsored links above your inbox) on or off
• Add fun and function with Labs gadgets
• Enable Offline options to see messages without Internet connection
• Personalize your environment with Themes
Tip: Make 1 or 2 changes and test when
playing with your settings. If you don’t
know what an option is…don’t change it.

20. Customize GMail
Color-coded Labels to
organize messages Chat Window on Right
Sunset Theme
Added Calendar & Docs Gadget

21. Advanced Features in Gmail

22. Filtering Your Email
Set instructions for Gmail to handle incoming messages.
• Star email from important people
• Label certain email messages as they come into your inbox
• Forward email from a specific recipient to another email
• Delete email based on a specific criteria
• Think of Filters as Rules Click Create a Filter
Choose your filter options

23. Choose Action
Choose the action you desire,
then click Create Filter Tip: You can also set up Filters
from the Settings environment.

24. Editing Your Filters
1. Go to Settings and choose the Filters tab
2. Click Edit on the Filter you want to change
3. Make your changes
4. Click Update Filter
• To delete a filter, go to the Filter tab in
Settings and click the Delete option next to the
filter you wish to delete. Tip: Deleting a filter doesn’t undo its
actions while it was active. It is simply
no longer applied to any new email

25. Importing Contacts from Outlook

26. • Open your Outlook account
• Click on "File"
• Choose "Import and Export"

27. • This box should open
• Choose "Export to a file"

28. • Choose"Comma Separated
Values (DOS)"
• Click next

29. • Choose the "contacts" option
• Click next

30. • Click browse

31. • Choose a location to save the
file
• ie. "Desktop"
• Name the file
• Click "OK"

32. • Click "finish"

33. • Open your district Gmail
account

34. • Open your contacts

35. • click "Import"
• Choose the saved contacts file

36. • Your screen should look like
this if the import was
successful

37. • Verify that your contacts are
correct

38. Importing Contacts from Entourage

39. •Launch Entourage email program
•From the File menu choose Export…

40. •From the Export window, click Contacts to a list
•Navigate to the desired location on your
computer
•Name the export file and click Save
•Click Done when the export has finished

41. •From the BPSMail Homepage, click on Contacts

42. •Click on Import
•Click on Choose File
•Navigate to your export file and double-click it.
•Click on the Import button
Once you have successfully uploaded your contacts,
Gmail will display the number of contacts imported.

43. Gmail & Google Resources
• Gmail Blog: http://gmailblog.blogspot.com/
• Google Apps Blog: http://googleapps.blogspot.com/
YouTube:
• Gmail Playlist: http://www.youtube.com/user/Gmail
• Google Docs: http://www.youtube.com/user/GoogleDocsCommunity