Gmail user guide Your guide to Gmail Gmail user guide Welcome to Gmail! This gu

Gmail user guide Your guide to Gmail Gmail user guide Welcome to Gmail! This guide outlines some of the key settings and features of Gmail. Getting started How to access your Gmail account page 3 Settings and personalisation page 4 Which web browser should I use? page 4 Composing a message page 4 Searching for an email page 5 Organising your email How to view your email page 6 Labels page 6 Deleting messages page 7 Accessing shared mailboxes page 10 Tips and tricks Reporting spam page 12 Setting your email signature page 12 Setting your Out of Office message page 13 More tips and tricks page 14 Further information and support page 16 Page 3 Resetting your password allows you to access Google directly rather than through the Bristol single sign on. 1.  Reset your password using the change password tool at bristol.ac.uk/password 2.  Follow the quick setup instructions for mobile devices at bristol.ac.uk/it-services/mobile-migrate (you can use the QR code below to access straight from your mobile) Getting started How to access your Gmail account Easiest ways to log in: • From your University desktop computer, find the Gmail icon in your start menu: • From any computer worldwide, go to  bristol.ac.uk/email and click ‘Login to your staff Gmail’. •  Via MyBristol bristol.ac.uk/mybristol All the above options use Bristol Single Sign On.  Alternative ways to log in: You can also access Gmail • on a mobile device • by logging in at gmail.com • via other email software If you want to access your email on a mobile device or in one of these other ways you must first reset your password. Gmail user guide Settings and personalisation All of your email settings can be altered by clicking on the cog symbol in the top right of the screen and selecting Settings. Selecting Settings will open up a series of tabs, which control all of your email settings. All of the settings described here are set on the general tab, which is the default tab that opens. Which web browser should I use? We recommend using Google Chrome as Google products work best together and the best and newest features appear in Google Chrome first. Composing a message Google recently introduced a new compose experience . There are a number of benefits to the new format: • Check emails as you compose • Minimise email drafts to continue later • Compose multiple messages at once • Print a draft email • Attach files directly from Google Drive (up to 10GB in size) 3.  If you need to send an attachment, click on the ‘paperclip’ icon. Another way is to simply drag files (from your desktop screen) into the compose window. 4. Compose your email as normal. 5. Click on Send when you’re finished. (Emails you send are automatically saved in the Sent Mail folder). Gmail saves messages automatically, so you don’t lose long emails you’re composing. You can find your draft under the drafts label on the left hand side of your inbox. 1. Click on the Compose button in the top left 2.  Start typing in the To: field. Gmail starts offering you suggestions for names from the UoB contact directory. This includes all staff who work at the University. You will have to type in the full address of people external to the University only the first time you send them an email (Gmail will remember them after that). Page 5 Undo send Gmail has a tool, found under the Labs tab in Settings, which enables you to undo an unintended send within 10-20 seconds. After sending an email you see the following: To undo the unintended send, click on the Undo link in the yellow bar at the top of the screen. You can enable this ‘Lab’ by clicking on the Labs tab in the Settings menu and ‘Enable ‘ the Undo Send lab. You are free to enable any Lab you like in your Google account, however, be aware that Labs are experimental features and they may change or disappear at any time. Searching for an email As you would expect from Google, Gmail contains a very good search tool - it’s easy to use and can search through all your email in seconds. To find a particular email in your account, use the search bar at the top. It works just like Google search. If you’re looking for a message that contains the word “shopping”, simply type shopping in the search box and press the search button. You can customise your search to find the exact email you are looking for by clicking the drop down arrow on the right of the search box. Gmail user guide Labels Gmail uses labels to help you organise your messages into any categories that you choose. Labels do all the work that folders do, but with an added bonus that you can add more than one to a message. To create a label 1.  On the left side of the page, click More at the bottom of your labels list. (If you don’t see “More,” grab the grey dividing line with your cursor and drag it down to show more labels.) 2. Click Create new label. 3.  Type the name of your new label and click Create. You can also add sub-labels underneath another label that’s already in your account by checking the box next to ‘Nest label under’ and selecting which label you’d like to nest it under. Organising your email How to view your email The Conversation View works like threads in Mulberry. Email ‘conversations’ or ‘threads’ can get quite long, with replies going back and forth between many people, sometimes over long periods of time. You can decide whether you’d like your emails bunched together into conversations, or listed individually. Have a look at the example below to see the difference: Gmail with conversation view off. Emails appear separately when they arrive. Gmail with conversation view on. Emails appear bunched together in one long ‘thread’. To switch conversation view on or off, click on the small cog in the top right of the screen and select settings. 1.  Under Conversation view, click on or off according to your preference. 2.  Don’t forget to scroll down to the bottom of the screen and click on the Save Changes button. If you have the conversation view on, do check carefully when new messages arrive that you have read all the new ones that have come in for that thread. If you have been copied in to a long conversation which doesn’t concern you, you can ‘mute’ it so it doesn’t appear in your inbox. You will still find it via a search later. Click the ‘More’ down triangle at the top and choose Mute. Page 7 Deleting messages Now that you have 25GB of storage in your personal email account, you are far less likely to need to delete emails to stay under quota. When you delete an email, it goes from your inbox into the Bin folder. After 30 days it will disappear for good. Alternatively you can archive an email. This moves it from your inbox to another folder called All Mail. This will remove it from your immediate view, but you can still find it via the search box. Historically, people have reported the following reasons for wanting to delete messages: 1. To get them out of my inbox / out of the way. 2. To free up space. 3.  Because it’s something sensitive I don’t want to hang around (e.g. it shouldn’t have been emailed to me in the first place) 4. Because it’s junk mail. In Gmail, you can do the following in response to the points above: 1.  Use Archive, this gets it out of the way but you can still find it with the search box. 2.  Google’s space is very generous so there is really no need. 3. Yes, delete this email. 4.  Use the Report spam button (see page 10). It helps Google learn, and you’ll be less likely to see that sort of spam in future. If you are using conversation view, you can choose to either delete the whole conversation thread, or individual messages within it. Using labels If you prefer to use them in a ‘traditional’ mode, select the folder icon at the top of the message which will enable you to move the email into the label (folder). Alternatively, if you hover the mouse over the left hand side of the message in your inbox, a little hand will appear and you can use this to drag the message into your folder. If you want to use them ‘the Google way’, once you have created labels you need to apply them to messages. The easiest way is to drag the label from the left side, and drop it on the message. You can also apply a label by uploads/Litterature/ gmail-guide.pdf

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