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1 Gmail Help Guide Created by: Keith Underwood Created: August 16, 2016 Revisions by: UAA IT Services Revised: August 17, 2016

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Page 1: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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GmailHelpGuide

Createdby:KeithUnderwoodCreated:August16,2016

Revisionsby:UAAITServicesRevised:August17,2016

Page 2: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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GmailHelpGuideTableofContentsImportantNotices..................................................................................................................................................................5

GmailLabs......................................................................................................................................................................5

WarningaboutforwardingandreplyingtoemailsinGmail..........................................................................................5

AddingaPreviewPane...........................................................................................................................................................6

ChangeGmailUserButtonsfromIconstoText.....................................................................................................................7

Createrulestofilteryouremails............................................................................................................................................8

OrcreateanewfilterfromSettings...............................................................................................................................8

Choosewhetherrepliestoemailsaregroupedinconversationthreads(emailchains)oreachemailappearsseparatelyinyourinbox..............................................................................................................................................................................9

Creatingmultiplesignatureand/orcannedresponses(emailtemplates)...........................................................................10

EnableCannedResponses............................................................................................................................................10

SaveCannedResponses...............................................................................................................................................11

InsertingCannedResponsesintoEmail.......................................................................................................................12

*Reminder*..................................................................................................................................................................13

Howtocheckspelling...........................................................................................................................................................14

UnderstandingandusingLabels(Gmail’sversionofOutlookFolders)................................................................................15

Tocreatealabel:..........................................................................................................................................................15

Toeditalabel:..............................................................................................................................................................16

Deletealabel:..............................................................................................................................................................16

Addalabeltoamessageyoureceive:.........................................................................................................................16

Addalabeltoamessageyouarewriting:...................................................................................................................17

Moveamessagetoanotherlabel:...............................................................................................................................17

HowtoMuteorIgnoreconversationsfromgroupemails...................................................................................................17

Howtomuteaconversation:.......................................................................................................................................17

Howtofindamutedconversation:..............................................................................................................................17

Howtounmuteaconversation:...................................................................................................................................17

ArchiveamessageinGmail..................................................................................................................................................18

Archiveanemail:..........................................................................................................................................................18

Openthe“AllMail”label:.............................................................................................................................................18

Movearchivedmessagesbacktoyourinbox:..............................................................................................................18

SoundNotificationsfornewemail.......................................................................................................................................19

SearchingforEmails.............................................................................................................................................................20

RecallanemailwithUndoSend...........................................................................................................................................21

First,turnonUndoSend..............................................................................................................................................21

Undosendingyourmessage........................................................................................................................................21

Page 3: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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CreatingContacts.................................................................................................................................................................22

Howtoenteracontact:...............................................................................................................................................22

Howtoenteracontactfromanemail:........................................................................................................................22

Creatingcontactgroups.......................................................................................................................................................23

Howtocreateacontactgroup:....................................................................................................................................23

Addacontacttoagroup:.............................................................................................................................................23

Removeacontactfromagroup:..................................................................................................................................23

ImportantNoteaboutdeletingcontacts:....................................................................................................................23

Renameagroup...........................................................................................................................................................24

Deleteagroup..............................................................................................................................................................24

AddingtheGoogleCalendarwidgettoyourEmailinbox....................................................................................................25

ChangingyourInboxType(e.g.separatingemailsbetweenReadandUnreadMessages).................................................26

KeepingTrackofImportantEmailsUsingtheStarSystem..................................................................................................28

AddaStartoaMessage...............................................................................................................................................28

UseMultipleStarDesignsonYourMessages..............................................................................................................30

FindStarredMessages.................................................................................................................................................31

FindMessageswithaParticularTypeofStar...............................................................................................................31

UsingGoogleTasks...............................................................................................................................................................32

AddaTask....................................................................................................................................................................32

CreateaTaskfromanEmail.........................................................................................................................................33

ReorderTasks...............................................................................................................................................................34

AddTaskstotheMiddleofYourTaskList....................................................................................................................35

CreateSubtasks............................................................................................................................................................36

AddDetailstoaTask....................................................................................................................................................36

MinimizetheTasksWindow........................................................................................................................................38

RenameaTaskList.......................................................................................................................................................39

PrintorEmailaTaskList...............................................................................................................................................40

CreateAdditionalTaskLists.........................................................................................................................................41

SwitchtoaDifferentTaskList......................................................................................................................................42

CheckOffCompletedTasks..........................................................................................................................................43

ClearCompletedTasks.................................................................................................................................................44

ViewHiddenCompletedTasks.....................................................................................................................................45

DeleteaTask................................................................................................................................................................46

ViewYourListinaPop-OutWindow...........................................................................................................................47

Showingandhidinglabels(i.e.folderssuchasSpam).........................................................................................................48

Page 4: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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HowtosaveanemailastextorPDF....................................................................................................................................49

FAQsprovidedbytheUniversity..........................................................................................................................................50

Page 5: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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ImportantNoticesGmailLabsSomeofthefeaturesyoucanaddtomakeGmailmoreuserfriendlyarecalledLabs.Thisbasicallymeanstheyarenotpermanentfeaturesandmaychange,break,ordisappearatanytime.SomeofthefeaturescoveredinthishandoutareLabs.*Remember*Ifonebreaks,youmaynotbeabletoaccessyourinbox.Usethefollowinglinkifyoufindyoucan’taccessyourinboxbecauseoneoftheLabsfeaturesbroke.http://mail.google.com/mail/u/0/?labs=0

WarningaboutforwardingandreplyingtoemailsinGmail

InOutlookwhenreplyingorforwardinganemail,itisveryclearyouaresendingtheentirethreadofemailsandyouhavetheopportunitytoedittheemail.

WhenforwardingorreplyingtoanemailinGmail,youareactuallyforwardingtheentirethreadofemailsofthatparticularconversation.Recentlythereceiverofaforwardedemailwasaccidentlysenttheentirethreadofaconversationandsawcommentsnotmeantforher.

Beawareofwhatthreadsyousendwhenforwardingandreplyingtoemails.Whenindoubt,composeanewemail.

Page 6: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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AddingaPreviewPane1.ClickonthegeariconintherighthandcornerofGmail

2.ThenchooseSettings,onceinSettingschooseLabs

3.IntheSearchforalabboxtypeinPreview.Youshouldthenseetheimageanddescriptionbelow.

4.ChooseEnable5.ClickSaveChanges.6.Youcanarrangethepreviewpaneverticallyorhorizontally,usingthedrop-downmenuontheright.Seeimagebelow.

Page 7: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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ChangeGmailUserButtonsfromIconstoText

Thisisthegeneralappearance:

Ifyouwouldlikefortheiconstoappearastext:

Followtheseinstructions:

Page 8: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Createrulestofilteryouremails

OrcreateanewfilterfromSettings.

Page 9: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Useaparticularmessagetocreateafilter

Choosewhetherrepliestoemailsaregroupedinconversationthreads(emailchains)oreachemailappearsseparatelyinyourinbox.Whenpeoplereplytoanemail,Gmailgroupsresponsestogetherinconversations(i.e.emailchains)withthenewestemailontop.Ifyouleave“ConversationView”onanemailchainwillbreakoffintoanewemailonlyifthesubjectlinechangesorthechaingetstomorethan100emails.ToturnConversationViewoff:

Page 10: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Creatingmultiplesignatureand/orcannedresponses(emailtemplates)EnableCannedResponses

1:InGmail,clicktheGearIcon ,thenclickSettings:

2:ClickthetabthatsaysLabs.

Step3:Searchtheterm"cannedresponses,"clickEnable,thenSaveChanges.

Page 11: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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SaveCannedResponsesWehaveactivatedGmailcannedresponses.Nowweneedtosavethemtouseforlater.Instructionsbelow:

Step1:StartanewemailbyhittingCompose.

Step2:Typetheemailtemplate,signature,orcannedresponseyouwanttosaveasatemplate.

Step3:Clickthedownarrowonthebottom-right-handcornerofthecomposewindow,hoveroverCannedresponses,thenclickNewcannedresponse…

Page 12: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Step4:Anewwindowwillpopupwherewecannamethecannedresponse.

InsertingCannedResponsesintoEmailNowhere'showtoinsertthesavedresponseintoanewemail:Step1:StartanewemailbyhittingCompose.Step2:Clickthedownarrowonthebottom-right-handcornerofthecomposewindow,hoveroverCannedresponses,thenclickonthecannedresponsename(inthiscase,"Exampletemplate")undertheInsertsection.

Page 13: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Step3:Aftertheresponseispasted,addyourrecipient,andclicksend!

*Reminder*Whatevernameyougivetoacannedresponse(inthisexampleitwas“ExampleTemplate”),itwillbeenteredintothesubjectline.Besuretoeditthesubjectlineifneededafterinsertingthecannedresponseorcompletethesubjectlinebeforeusingthecannedresponse.

Page 14: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Howtocheckspelling

Page 15: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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UnderstandingandusingLabels(Gmail’sversionofOutlookFolders)Labelsaremuchlikefoldersinotheremailclients.Thenicethingaboutlabelsisthatasingleemailcanhavemultiplelabels,soyoudon’thavetocopyyourmessageintovariousfoldersifitneedsmorethanonecategory.Youcanalso“move”emailstolabelshaveanemptyinbox.

Tocreatealabel:

1.Tocreateanewcustomlabelthatwillbethemainfolder,clickMoreinthelistoflabelsontheleftsideofthemainGmailscreen.

2.Whenthelistexpands,clicktheCreatenewlabellink.

Page 16: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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3.EnteranameforthelabelinthePleaseenteranewlabelnameeditboxontheNewLabeldialogbox.ClickCreatetofinishcreatingthenewlabel.

Toeditalabel:

Deletealabel:

Addalabeltoamessageyoureceive:

Page 17: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Addalabeltoamessageyouarewriting:

Moveamessagetoanotherlabel:

HowtoMuteorIgnoreconversationsfromgroupemailsIfyou'repartofalongmessageconversationthatisn'trelevant,youcanmutetheconversationtokeepallfutureadditionsoutofyourinbox.

Howtomuteaconversation:

Whenyoumuteaconversation,newmessagesaddedtotheconversationbypassyourinboxsothattheconversationstaysarchived.

Mutedconversationswillonlypopbackintoyourinboxreadyforyourattentionifanewmessageintheconversationisaddressedtoyouandnooneelse,orifyou'readdedtothe"To"or"Cc"lineinanewmessage.

Anyrelevantfiltersyouhavesetupwillstillbeappliedtomutedmessages.

Howtofindamutedconversation:Ifyouneedtofindamutedconversation,orifyouaccidentallymutedathread,don'tworry.Mutedmessagesarenotmarkedasread,andarestillsearchable.Youcantypeis:mutedintoyourGmailsearchboxtofindallmutedconversations.

Howtounmuteaconversation:Ifyounolongerwantaconversationtobemuted,therearetwowaystounmuteitsothatfuturemessageswillbedeliveredtoyourinbox:

Selecttheconversation,clicktheMorebuttonandselectUnmute.ClicktheXonthe"Muted"label.

Page 18: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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ArchiveamessageinGmailIfyouwanttocleanupyourinboxwithoutdeletingyouremails,youcanarchivetheemails.Whenyouarchiveanemail,itgetsmovedfromyourinboxtoalabelcalled"AllMail"andisn'tdeleted.Ifsomeonerepliestoamessageyou'vearchived,themessagewillcomebacktoyourinbox.

Archiveanemail:

1. OpenGmail.2. Openthemessageorchecktheboxtotheleftofit.Toarchivemultipleemails,checktheboxnexttoallemails

youwanttoarchive.3. Nearthetopofthepage,clickArchive .

Openthe“AllMail”label:

TheAllMaillabelisaddedtoeverymessage.Ifamessagehasbeenarchived,youcanfinditbyopeningtheAllMaillabel.

1. OpenGmail.2. Ontheleftsideofthepage,hoveryourmouseoverthelabellist.3. Atthebottomofthelist,clickMore.Youmayneedtoscrolldowntoseeit.4. ClickAllMail.

Movearchivedmessagesbacktoyourinbox:

1. OpenGmail.2. Openanemailmessage.3. ClickMovetoInbox.

Page 19: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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SoundNotificationsfornewemail

Unfortunately,aftersomediggingitappearsthatGmaildoesnotsupportasoundnotificationfornewemailsasOutlookdid.Youcan,however,downloadawebbrowseraddonthroughGoogleChrome(https://chrome.google.com/webstore/category/extensions)orFirefox(https://addons.mozilla.org/en-US/firefox/)forthisfeature.Besuretoreadproductreviewsbecauseadd-onsarenotalwaysdevelopedbyGoogleorFirefox,andsometimesaremoretroublethantheyareworth.

Page 20: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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SearchingforEmails

Tosearchforemailsyousimplyenterornameorwordintothesearchbar.Youcanalsoclickonthedropdownarrowtoenterparametersforadetailedsearch.

Page 21: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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RecallanemailwithUndoSend

Ifyouturn"UndoSend"on,youcanretractamessagerightafteryousentit.

First,turnonUndoSend

1. Onyourcomputer,openGmail.2. Inthetopright,clickSettings .3. ClickSettings.4. Inthe"UndoSend"section,checktheboxnextto"EnableUndoSend."5. Inthe"Sendcancellationperiod"section,settheamountoftimeyouwanttodecideifyouwanttounsendan

email.6. Atthebottomofthepage,clickSaveChanges.

Undosendingyourmessage

AfteryouturnonUndoSend,youcancancelsendinganemail.

1. Afteryousendamessage,you'llseethemessage"Yourmessagehasbeensent"andtheoptiontoUndoorViewmessage.

2. ClickUndo.

Page 22: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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CreatingContactsThereafewwaystosaveacontact.

Howtoenteracontact:1. ClickontheMaildropdownarrowOR1.ClicktheWaffleiconintheupperrightCornerandchooseContacts.

2. FromthedropdownchooseContacts.3. ClickNewContacttoaddContactdetails.

Howtoenteracontactfromanemail:1. Hoveroverthenameofthesenderwiththecursor.2. Anewwindowshouldappear.Seebelow.

3. ClickContactinfoandthenentercontactdetails.4. Note:IfyouclickEmailsnexttoContactInfoallemailsfromthecontactwillthenappearinyourinbox.

Page 23: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Creatingcontactgroups

Howtocreateacontactgroup:

1. GotoGoogleContacts.2. Ontheleft,clickNewgroup.3. Typeanewgroupname.4. ClickOK.

Addacontacttoagroup:

1. GotoGoogleContacts.2. Nexttothecontact’sname,checkthebox.3. Atthetop,clickGroup .

4. Checkthegroupsyouwanttoaddyourcontactto.Removeacontactfromagroup:

1. GotoGoogleContacts.2. OntheleftunderMyContacts,clickagroup.3. Nexttothecontactnameyouwanttoremove,checkthebox.4. Atthetop,clickGroup .5. Acheckedboxwillbenexttoanygroupthecontactisin.Toremoveacontactfromagroup,uncheckthegroup.6. ClickApply.

ImportantNoteaboutdeletingcontacts:RememberthatMyContactsisthemainhubofallyourcontacts.ThecontactRobinWahto,intheimagebelow,ischeckedforbothMyContactsandAHSDirectory.IfMyContactsisuncheckedandonlyAHSDirectoryischecked,RobinWahtoisthenonlysavedinAHSDirectory.IftheAHSDirectorygroupisdeleted,thecontactRobinWahtoisdeletedentirely,includingfromMyContacts.So,longstoryshortallcontactsshouldbechecked(saved)inMyContacts.

Page 24: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Renameagroup

1. GotoGoogleContacts.2. OntheleftunderMyContacts,clickagroup.3. Atthetop,clickMore Renamegroup.4. Typeanewgroupname.5. ClickOK.

Deleteagroup

1. GotoGoogleContacts.2. OntheleftunderMyContacts,clickagroup.3. Atthetop,clickMore Deletegroup.4. ClickOK.

Page 25: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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AddingtheGoogleCalendarwidgettoyourEmailinbox1.ClickonthegeariconintherighthandcornerofGmail

2.ThenchooseSettings,onceinSettingschooseLabs

3.IntheSearchforalabboxtypeinCalendar.Youshouldthenseetheimageanddescriptionbelow.

4.ChooseEnable5.ClickSaveChanges.6.Youcanchangethecalendartoalwaysshowaminicalendarinadditiontoshowingthecurrentday’sevents.TodothatClickOptionsandthecheckShowminicalendar.Seeimagesbelow.

Page 26: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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ChangingyourInboxType(e.g.separatingemailsbetweenReadandUnreadMessages)

InboxstylesallowyoutoorganizeyourGmailinboxinthewaythatsuitsyoubest.Youcanorganizeyourinboxintosectionssuchas“Unread,”“Starred,”and“Important.”

Tochangetoadifferentinboxstyle,opentheSettingsscreenandclicktheInboxtab.

IntheInboxtypesection,selectthetypeofinboxyouwanttousefromthedrop-downlist.

Eachtypeofinboxhasitsownsettings.OnceyouselecttheInboxtype,thesettingsforthattypedisplaybelowtheInboxtypeselection.MakeyourchangestothesettingsandclickSaveChanges.

Page 27: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Youcanalsoquicklychangesomeoftheinboxstylesettingsrightinyourinboxclickingthedownarrowthat’slocatedatthefarrightofeachsectionheading.

Feelfreetoexperimentwiththedifferentinboxstylestoseewhatworksbestforyou.Youcanalwaysswitchbacktothedefaultifyouchangeyourmind.

Page 28: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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KeepingTrackofImportantEmailsUsingtheStarSystem

Gmail’sstarsystemallowsyoutomarkyourmostimportantemailssoyoucaneasilyfindthemlater.Bydefault,starredmessagesarelabeledwithayellowstar,butyoucanaddothercolorandtypesofstars.

Starsdisplaytotheleftofthesender’snameinyourinbox.

AddaStartoaMessage

Toaddastartoamessageinyourinbox,clickthestariconnexttothesender’sname,aspicturedabove.

Youcanalsoaddastartoamessagewhileit’sopen.Todothis,clickthestariconintheupper-rightcornerofthemessagetotherightofthedate.Inconversations,itwillbetotherightofthefirstmessageatthetopoftheconversation.

Page 29: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Toaddastartoamessageyouarecomposing,clickthe“Moreoptions”arrowinthelower-rightcornerofthe“Compose”window.

Moveyourmouseoverthe“Label”optionandthenselect“Addstar”fromthesubmenu.

Page 30: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Inyour“SentMail”label,themessageyousentisstarred.

UseMultipleStarDesignsonYourMessages

Gmailallowsyoutousemultiplecolorsandtypesof“stars”todifferentiatemessagesfromoneanother.

Thisfeatureisusefulifyouwanttomarkmultiplemessageswithvaryinglevelsofimportance.Forexample,youmightuseapurplestarformessagesyouwanttoreadagainandaredexclamationpointformessagesyouneedtofollowupon.

Clickthe“Settings”buttonandselect“Settings”fromthedrop-downmenu.Onthe“General”tab,scrolldowntothe“Stars”section.Dragiconsfromthe“Notinuse”sectiontothe“Inuse”sectiontoadddifferenttypesofstars.Ifyouhavemorethanonetypeofstarinuse,clickingthestariconnexttoanemailmessagecyclesthroughallthestarsinuse.Ifyoustaramessagewhileit’sopen,onlythefirststartypeisapplied.

Page 31: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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FindStarredMessages

Toseeallyourstarredmessages,clickthe“Starred”labelontheleftsideofthemainGmailwindow.Youcanalsosearchforstarredmessagesbytyping“is:starred”inthe“Search”box.

FindMessageswithaParticularTypeofStar

Ifyou’veusedseveraldifferenttypesofstarstomarkyourmessages,youcansearchforaparticulartypeofstar.Todothis,searchusing“has:”withthestar’sname(e.g.,“has:red-bang”).

Tofindoutthenameofaparticularstar,accessthe“General”tabonthe“Settings”screenandhoveryourmouseoverthedesiredstartype.Thenameofthestardisplaysinapopup.

ThereisalsoalistofstarnamesintheAdvancedsearchhelptopicinGmail’shelp.

Page 32: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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UsingGoogleTasksAddaTask

ToaddataskininyourGmailaccountusingGoogleTasks,clickthedownarrowonthe“Mail”menuintheupper-leftcorneroftheGmailwindowandselect“Tasks.”

The“Tasks”windowdisplaysinthebottom-rightcorneroftheGmailwindow.Noticethatthecursorisblinkinginthefirstblanktask.Ifthecursorisnotblinkinginthefirstemptytask,movethemouseoveritandclickinit.

Thentypedirectlyinthefirstblanktask.

Page 33: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Onceyou’veaddedatask,youcanclicktheplusicontocreateadditionaltasks.Pressingreturnafterenteringataskalsocreatesanewtaskdirectlybelowit.

CreateaTaskfromanEmail

Youcanalsoeasilycreateataskfromanemail.Selecttheemailyouwanttoaddasatask.Clickthe“More”actionbuttonandselect“AddtoTasks”fromthedrop-downmenu.

Gmailautomaticallyaddsanewtaskusingthesubjectlineoftheemail.Alinktothe“Relatedemail”isalsoaddedtothetask.Clickingthelinkopenstheemailbehindthe“Tasks”window.

YoucanalsoaddadditionaltexttothetaskorchangethetextinputbyGmailsimplybyclickinginthetaskandtypingorhighlightingtextandreplacingit.

Page 34: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Noticethatthe“Tasks”windowstaysopenevenasyounavigatethroughyouremailinthebackground.Usethe“X”buttonintheupper-rightcornerofthe“Tasks”windowtocloseit.

ReorderTasks

Taskscanbeeasilyreordered.Simplymoveyourmouseoverthetaskonthefarleftsideuntilyouseeadottedborder.

Clickanddragthatborderupordowntomovethetasktoadifferentpositioninthelist.

Page 35: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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AddTaskstotheMiddleofYourTaskList

Youcanalsoorderyourtasksbyinsertingnewtasksintothemiddleofthelist.Ifyouputthecursorattheendofataskandpress“Enter,”anewtaskisaddedafterthattask.Ifyoupress“Enter”withthecursoratthebeginningofatask,anewtaskisinsertedbeforethattask.

Page 36: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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CreateSubtasks

Ifoneofyourtaskshassubtasks,youcaneasilyaddthesesubtaskstothetask.Addthesubtaskunderataskandthenpress“Tab”toindentit.Press“Shift+Tab”tomoveataskbacktotheleft.

AddDetailstoaTask

Sometimesyoumightwanttosimplyaddnotesordetailstoataskwithoutcreatingsubtasks.Todothis,moveyourmouseoverataskuntilanarrowdisplaystotherightofthetask.Clickonthearrow.

Page 37: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Awindowdisplaysallowingyoutoselectaduedateforthetaskandtoenternotes.Toselectaduedate,clickthe“Duedate”box.

Acalendardisplays.Clickadatetospecifyaduedateforthetask.Usethearrowsnexttothemonthtomovetodifferentmonths.

Thedateisinsertedintothe“Duedate”box.Toaddnotestothetask,typethemintheeditboxbelowthe“Duedate”box.Whenyouaredone,click“Backtolist.”

Page 38: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Thenoteandduedatedisplayonthetaskaslinks.Clickingoneitherlinkallowsyoutoeditthatpartofthetask.

MinimizetheTasksWindow

Whenyoumoveyourmouseoverthetitlebarofthe“Tasks”window,itbecomeahand.Clickingthetitlebarminimizesthe“Tasks”window.

Page 39: Gmail Help Guide Help Guide Table of Contents ... Open Gmail. 2. On the left side of the page, hover your mouse over the label list. 3. At the bottom of the list, click More

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Clickingthetitlebaragainopensthe“Tasks”window.

RenameaTaskList

Bydefault,yourtasklististitledwiththenameofyourGmailaccount.However,youcanchangethis.Forexample,maybeyouwantseparatetaskslistsforworkandpersonal.

Torenameatasklist,clickthe“Switchlist”iconinthelower-rightcornerofthe“Tasks”windowandselect“Renamelist”fromthepopupmenu.

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Enteranewnameforthecurrenttasklistinthe“Renamelist”toeditboxonthedialogboxthatdisplays.Click“OK.”

Thenewnamedisplaysinthetitlebarofthe“Tasks”window.

PrintorEmailaTaskList

Youcanprintatasklistbyclicking“Actions”andselecting“Printtasklist”fromthepopupmenu.

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Youcanemailatasklisttoyourselfortosomeoneelseusingthe“Emailtasklist”optiononthe“Actions”popupmenu,picturedabove.

CreateAdditionalTaskLists

Nowthatyou’verenamedyourinitialtasklist,youcanaddanotheroneforadifferentuse,suchasforpersonaltasks.Todothis,clickthe“Switchlist”iconagainandselect“Newlist”fromthepopupmenu.

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Enteranameforthenewlistinthe“Createanewlistnamed”editboxonthedialogboxthatdisplays,thenclick“OK.”

ThenewlistiscreatedandGmailautomaticallyswitchestothenewlistinthe“Tasks”window.

SwitchtoaDifferentTaskList

Youcaneasilyswitchtoanothertasklistbyclickingthe“Switchlist”iconandselectthenameofthedesiredlistfromthepopupmenu.

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CheckOffCompletedTasks

Whenyou’redonewithataskyoucancheckitoff,indicatingyouhavecompletedit.Tocheckoffatask,selectthecheckboxtotheleftofthetask.Acheckmarkdisplaysandthetaskiscrossedout.

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ClearCompletedTasks

Toclearorhidecompletedtasksfromyourtasklist,click“Actions”atthebottomofthe“Tasks”windowandselect“Clearcompletedtasks”fromthepopupmenu.

Thecompletedtaskisremovedfromthelistandanew,emptytaskisaddedbydefault.

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ViewHiddenCompletedTasks

Whenyoucleartasksfromatasklist,theyarenotcompleteddeleted.Theyaresimplyhidden.Toviewhidden,completedtasks,click“Actions”andselect“Viewcompletedtasks”fromthepopupmenu.

Completedtasksforthecurrentlyselectedtasklistaredisplayedbydate.

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DeleteaTask

Youcandeletetasksyouhavecreated,whethertheyaremarkedascompletedornot.

Todeleteatask,clickthecursorinthetextofthetasktoselectit,andclickthe“Trash”iconatthebottomofthe“Tasks”window.

NOTE:Deletionsoftaskstakeeffectimmediatelyinyour“Tasks”window.However,Googlesaysthatresidualcopiesmaytakeupto30daystobedeletedfromtheirservers.

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ViewYourListinaPop-OutWindow

Youcanviewyourtasksinaseparatewindowyoucanmovearound.Ifyouhavealargeenoughscreen,thisisusefulsoyoucanseetheentireGmailwindowwithoutitbeingblockedbythe“Tasks”window.

Tomakeaseparate“Tasks”window,clickthe“Pop-out”arrowatthetopofthe“Tasks”window.

The“Tasks”windowbecomesaseparatewindowfromthebrowserwindow.Allthesamemenusandoptionsareavailableincludingthe“Pop-in”buttonthatallowsyoutoreturnthe“Tasks”windowtothelower-rightcornerofthebrowserwindow.

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Showingandhidinglabels(i.e.folderssuchasSpam)

Youcanhidelabelsifyoudonotwanttoseethem.

1.ClickonthegeariconintherighthandcornerofGmail

2.ThenchooseSettings,onceinSettingschooseLabels

3.ThenifyouwanttoshowafoldersuchasSpam,clickshow.

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HowtosaveanemailastextorPDF

TocreateaPDFfromamessageorconversationwhenyouareusingChrome,choosePrintorPrintAlloptioninGmail,thenclick"Change"intheChromeprintdialogue.Chooseeither"SaveasPDF"or"SavetoGoogleDrive",dependingonwhetheryouwanttosavethedocumentlocallyoronthecloud.

Anotheroptionistosavetherawemailtext.Use"Showoriginal"fromthemenunexttotheReplybuttontoopentherawmessage.Then,useyourbrowser's"Saveas"functiontosaveit.Isuggestgivingthefileanextensionof".eml"tohelpyourcomputerknowhowtoopenit.

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FAQsprovidedbytheUniversity

HereisalinktoFAQSprovidedbytheuniversity:

https://www.uaa.alaska.edu/google-migration

https://www.alaska.edu/google/faqs/general/#mail


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