Basic ICT Skills: Communication and Collaboration

Using Gmail

Sending e-mail

using Gmail

LOBB

Basic ICT Skills: Communication and Collaboration

Creating and sending e-mail using Gmail

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

This e-torial make use of the following

programmes or tools:

A browser (Internet Explorer/Firefox)

An online tool www.gmail.com

Outcomes

Tools

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

Quick reference card

Self assessment rubric

Close

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?

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

Video: Click here to open video in player,

pause to practise

Basic ICT Skills: E-mail

Some advantages of using Gmail

It is free

It is always available (provided

you have internet access)

It has great spam filters

Built-in chat: text, voice, or video

(great for meetings)

It allows you access to other good

online tools….

Picasa (online photo album

sharing)

Google docs (Free online

office suite)

Blogger (free online blogging

tool)

Google reader (Keep up to

date)

Gtalk (an instant messenger

service)

For more reasons why Gmail is great, click here

You can

log into numerous

sites using your Gmail

address and password

(great for privacy

easily access it using

your cell phone

organise your e-mail

in numerous ways

separate your work

and private e-mail

forward your Gmail to

your work e-mail

set it up to download

into Outlook for offline

reading

Lots of space

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

Basic ICT Skills: E-mail

Registering for a Gmail Account

How and where do I sign up?

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

account

www.gmail.com

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

Basic ICT Skills: E-mail

Registering for a Gmail Account

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

Remember me on this computer

Fill in your name

And your surname

Choose a username (try to

find something that will not

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

Adam

Tshole

adamtshole

••••••••••

••••••••••

Basic ICT Skills: E-mail

Registering for a Gmail Account

Click on the drop-down arrow

next to Security question

Choose Write my own

question

Type in a simple question

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

Type in the verification code

very carefully

Accept the terms

tshepo@gov.za

lappreeria

If you type the verification code incorrectly, you will be brought back to

this page. Get your glasses!!

My dog’s name

bigbones

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:'

field, or find the address in your

Contacts list.

Use the CC feature when you'd like

to include additional recipients.

Display this field by clicking Add

Cc.

The BCC let you hide recipients'

addresses and names from one

another.

Enter a subject for your message in

the 'Subject:' field.

Write your message!

Click on Send.

john@gov.za

peter@gov.za

gary@gov.za

Workshop

Hi All,

We all need to get ready for our workshop at…..

When you begin to type an address in the 'To:,' 'Cc:,' or 'Bcc:' fields,

Gmail will suggest complete addresses from your Contacts list.

Basic ICT Skills: Gmail

Attaching documents to messages

Sometimes we need to send

documents to others. We can do

this by attaching it to our e-mail!

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

john@gov.za

You can send attachments up to 20MB. But remember others might not

be able to receive it!

Basic ICT Skills: Gmail

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

Basic ICT Skills: Gmail

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

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.

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

Basic ICT Skills: Gmail

Forwarding to your e-mail to another account

You also can set up filters to forward messages that meet specific criteria.

You can create 20 filters that forward to other addresses.

Sign in to Gmail.

Click Settings at the top of any

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.

Gmail lets you automatically

forward incoming mail to

another address, if you'd like.

Basic ICT Skills: Gmail

Opening attachments

You can change the document name if you so choose!

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

Basic ICT Skills: Gmail

Print your e-mail

Follow the instructions on your print screen

Open the message you want to

print.

Click the down arrow next to

Reply, at the top-right of the

message.

Select Print.

Open the conversation you want to print.

On the right side of the screen, click

Print all.

How do I print one message?

How do I print an entire conversation?

Basic ICT Skills: Gmail

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’ 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

Teachers

If you click Archive; the message will disappear from your Inbox, but

will remain listed when you click the ‘Teacher' label, or All Mail.

Basic ICT Skills: Gmail

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

Basic ICT Skills: Gmail

Quick reference guide for Gmail

Follow the instructions on your print screen

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.

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!

This e-torial was developed by maggiev

for the Department of Education for use

by subject advisors, teachers and learners

Basic ICT Skills: Gmail

About this Presentation

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