Technology has produced the world’s best communication tools and this includes email messaging. If you already have a Gmail account, you are enjoying the benefits of faster and convenient tools of instant communication. Managing your email messages is made easy using Gmail’s organization tools. You can organize and sort your messages using filters and folders. Here are the steps on how to organize your inbox.
Gmail folders are displayed on the left side of your screen. At first glance, you can see the Inbox, Sent Mail and Spam folders. You will also find the Trash, Notes, Personal and Work folders ready for any messages you want to put there.
Click on the message you want to move to a folder.
Locate the folder icon on top of the message and click the down arrow. You will see the names of different folders in the options.
Choose the folder you want your message to move. For example, if you want to delete the message, you can choose the Trash folder. If the message is work-related, you can select the Work folder.
Labels can be used to organize your messages. They work just like folders except labels organize messages in a more specific way.
Find the Label button or icon on top of an opened message. The icon looks like a tag. Click the drop down arrow to reveal the options listed.
Select the label that you want your message to have. If you want to make a new label, choose the Create new option. A text box will appear, prompting you to Please enter a new label name.
You will also find a checkbox with the option “Nest label under”. When you check the box, choose a folder in the drop down menu provided. Your labeled messages will be stored in the selected folder.
All the labels and folders you have created will appear on the left side of the message list. Just click on the link to view your messages.
For labeled messages, new messages from the same email address will be automatically have the same label name to help you distinguish the message among others.
With the advances in internet technology, it is now easier and possible to communicate with several people simultaneously through an e-mail system. Whether you have received an important e-mail that you need to disseminate or compose an e-mail and send it to many people, nothing can be as easier and quicker as doing a few clicks on your computer.
So, here are the step-by-step instructions on how to send an e-mail to several recipients.
The first thing to do in sending an e-mail to several people through your Gmail account is to log in to your Gmail account. (Go to its website accounts.google.com and the link will direct you to its service log in).
You will see a small box shaded in gray on the right corner of the page. Type your username and password on the designated places. Then, click on sign in. If you want to consistently logged in to your account, check the box before the phrase “stay signed in.” But this is only applicable if you own your laptop or computer.
If you have a trouble signing in to your account, click on the phrase “can’t access your account” on the lower part of the gray-shaded box. It will lead you to another link, which is the Google account recovery where you shall be asked to answer a few questions.
After clicking sign in, you will be directed to your Gmail page. On the center is a list of senders who sent you e-mails. On the left side is the list of features that work with a click. It is where you will find the word “compose.” Click the button and the page will open to a new setup.
The page layout is where you type your new e-mail. Begin by typing the e-mail addresses of the people you want to send the e-mail to on the rectangular field designated with a “To”. For more than one recipient, separate the e-mail address with a comma.
However, if some of the recipients are not required to respond but you want to send them the e-mail nevertheless, it is recommended to use the carbon copy (Cc) button. Click the Add Cc button to display its field. And if you want that each of the recipients of your e-mail does not know that there are more people who receive your e-mail, use the blind carbon copy (Bcc) feature by clicking Add Bcc. It will hide the e-mail addresses as well as the name of the recipients.
Provide the subject of your e-mail on the “subject” field.
Start typing your message on the large field.
When you are done with your message and ready to send the e-mail, click the button “send” found on top of the “to” field. Gmail will confirm if your email has been sent.
Though Gmail is not the first to offer e-mail support, it is dubbed to be the revolutionary e-mail system offering features the first of their kind. One convenient option available to all Gmail users is to be notified of a new e-mail using Google chrome web browser.
But even without this option, you can always check your inbox to see if you have a new e-mail. If you have installed Gtalk messenger, a window will pop up on the lower left of your monitor informing you that a certain someone has sent you an e-mail. Of course, this option can be opted out using the settings on the Gtalk Messenger. So here are the step-by-step instructions on how to read a new message on Gmail.
Log in to your Gmail account. Once your Gmail page is loaded on the screen, you are actually seeing your inbox. You will notice that a few lines on it are in bold. These indicate that the e-mails are new or unread. The e-mails are identified by the sender’s name, then by the subject, and finally, by the first line of the message. At the end of that line is the date or the time the e-mail is sent. Generally, newest e-mails are indicated by their time if they arrived on the current date. If they were sent to you yesterday or the day before, the e-mails are indicated by their respective dates.
On the inbox button found on the middle left of the page, there is a number or figure enclosed in parenthesis. The number represents the number of new or unread e-mails you have.
Move your cursor on the sender’s name of an e-mail you wish to read, and click on it. It will load the actual message on the screen. You can now begin reading. Scroll down to see the entire message using the vertical line separating the e-mail body from the list of your chat contacts.
If you want to read another e-mail, simply click on the inbox button on the middle left of the page to navigate back to your inbox. Click on the next e-mail to read. Repeat until all unread or new e-mails have been read.
Have you ever gone through the tedious effort finding your old messages by scrolling down? And if the messages are way too old, it seems you are to scroll down till forever. You can also click “Next” or “Previous”, but it will take you a while. With Gmail, these actions are unnecessary.
If you are a first-time user of Gmail, do not be intimidated by the unfamiliar set-up. If you know what the buttons and the fields are for, in no time you can do your Gmail transaction without difficulty, because these tasks should never be tough to do.
Once you have logged in, there is a search area in Gmail that you will hardly miss. Just type in the keywords of your message without the special characters, as these is not recognized by Gmail. Your message will then appear shortly.
This search is similar to using google.com search. But instead of searching for files on other websites, you are searching your gmail account.
Whether for personal or work purposes, you may receive several emailmessages in a day. Sometimes, you may encounter messages from unknown senders even from companies you have never heard about. Chances are, these messages may be spam. Although Gmail has a filter for these types of messages, there are others who will still appear in your Inbox instead of your Spam folder. When this happens, you need to report the email address to Gmail.
Choose the message that you would like to report to Gmail. Do this by clicking on the checkbox next to the message.
Click on the Spam button located on top of your message list. The button is represented by an exclamation mark icon. If you have opened the message already, just click on the same button.
Sometimes, you may receive messages that are not really spam. You can create a filter for that particular email address to prevent it from showing up in your inbox. Gmail has made it possible to block unwanted email from specific senders and send them directly to the Trash folder.
Look for the down arrow located at the top of the page and click on it. You easily find this in your search box.
Enter your search criteria in the open window.
Select the option – Create filter with this search. This is found at the lower part of your search window.
Choose the action that you want for the unwanted messages by marking the checkbox. It is best to select Delete it.
Click on the option that says Create filter.
Tips and Reminders
Never open a suspicious-looking email for it may contain a virus. Malicious hackers send viruses as email attachments. Downloading and opening the attachment may harm your computer and delete all your files.
Be wary of messages asking for your personal information. Some spammers send mass emails to collect personal information. This is called password phishing or spoofing. Beware of messages asking for usernames, passwords and social security number. They may appear to be sent by legitimate or official sources but don’t be fooled.
Reading and organizing email messages is part of making sure that your inbox remains free from unwanted and unread messages. Gmail provides default folders and organization settings to make it easier for you to manage your messages. All messages, whether read or unread are stored in the Inbox folder.
After composing an email, you might want to check if the system has sent it successfully. You may also need to check whether you have sent the email to the right address with the right content. The best way to do this is to read the messages in the Sent folder to check and confirm the details of what you have sent. Errors in messages can easily be spotted and corrected when you do this.
Open your Gmail account by logging in with your username and password. If you are already logged on, proceed to Step 2.
Click on the Sent Mail link on the left side of the message list. You should be able to find it just below the Inbox link.
Read and check the messages that appear on the screen. What you will see are the messages you have sent to their respective recipients.
As a default setting, a message is sent immediately once you click on the Send button. Gmail will prompt you with a notification message on top of the screen that your message has been sent. All copies of your sent messages will be automatically saved in the Sent Mail folder.
Checking your Sent folder out of habit is a good practice because you can be sure that your email went through and not saved as a Draft. The hectic pace of your work life may sometimes leave you stressed out. Reading messages in the Sent folder will give you peace of mind especially when sending important messages.
Gmail is a free email service that is provided by Google and is available to the public. Like any other email service provider, it can be accessed in different languages as it is available around the world. It also allows users 10GB of free storage but one can have more for a certain amount. What makes Gmail great is that it is very user friendly. Sending emails is a snap, adding contacts and navigating through them is also a piece of cake. So here is a simple tutorial on everything that involves Gmail contacts.
How to add contacts:
The first step is to access your Gmail account. Once there, on the top left corner click on Gmail. It will be a drop down menu where you can choose Contacts.
Next is to click on New Contact. It will direct you to a page where you can enter the contact information such as the name, email address, phone number and so on.
Take note though that Gmail will automatically store email addresses of the people you interact with through email. If you use the compose message, reply or forward functions, it will be added to your contact list.
How to edit or delete contacts:
To edit or delete contacts, follow
Step 2 (to edit):
The names of everyone in your contact list will appear. Click on the name of the contact you wish to edit. You will be directed to the page where your contact’s info is, make the changes. When you exit, Gmail will automatically save the information.
Click on the name of the contact you wish to delete. Above the contact’s name click on More, then choose Delete Contact.
If you accidentally delete a contact or change your mind, do not worry. Gmail allows you to recover deleted contact details as long as it is done within 30 days. Afterwards, it will permanently be deleted.
Receiving several emails a day can be difficult to sort especially if you are already busy at work. It is tedious to organize your emails at the end of the day or even by the end of the work week. This will only feel like work to you. Some messages could just be personal greetings or forwarded messages from friends. Other messages may have been sent by friends, co-workers or your manager containing detailed instructions.
You may want to read these types of emails again later on without going through your entire inbox message list. You can organize your important emails by marking them. Here are the following steps to organize important emails:
Check your inbox and look for emails that you think is important.
Click on the empty Star icon on the left side of the email. The star will turn yellow when marked. When you are viewing an open message or email, look for the Star icon beside the date on the upper right corner of message.
Go to your Inbox folder. You should be able to see your marked important messages under the Starred message list. The next time you access your email, you can just go straight to your Starred messages for reference in mere seconds.
The greatest advantage of starring messages is that Gmail can show you only starred messages if you prefer. To quickly access your starred messages, click on the Starred link located on the left side of the message window.
Marking important messages helps you save time when you need to read those messages again later. Unmarked messages tend to be overlooked and sometimes forgotten due to the steady stream of messages sent to your email address. You don’t want clients, friends 0r suppliers complaining about you not responding to their messages.
Thank heavens for the advancement in technology because now, with the powers of the internet, you can send files to people from anywhere around the world through a single email. There are many different types of files. It can be a text, a spreadsheet, photos, videos, etc. All of these can be sent as an attachment to an email. Sending multiple files is also possible. Here is how you do it.
Access Gmail and log in to your gmail account. From there, open a new email message by clicking Compose. It will open to a smaller window on the lower right corner of your screen allowing you to compose messages right on your inbox.
Add the email address of the person you want to send the file to on the field that says Recipient.
Add a subject to your email on the field that says Subject. A subject is like the title of the email. It is a short introduction to the email that you’re sending.
Click on attach a file icon. It will look like a paperclip symbol. A pop up box will appear on your screen.
Look for the file you want to attach on the email by clicking on the specific folder it is stored. (Could be on your picture folder, video folder, desktop, documents, downloads, etc) Highlight or click on the file/files you would like to send then click open. When you do this, the process of attaching the file will begin.
Wait for the file to be attached completely. Normally, it will say if the file was attached successfully.
If you do not need to write a text to your email, then hit the send button which can be found on the bottom left corner of the compose message window.
From time to time, you will be flooded with unwanted, unimportant emails. And if you happen to be away for too long or you went to the ends of the earth without internet connection, it is to no surprise that when you come back, you will have to do a lot of deleting messages that is of no real use to you. Delete and make room for more relevant messages, here is how:
Choose the message that you want to remove from your Gmail account.
Click the delete button (the button with the trash icon located at the upper left corner of your screen).
The selected message will be gone from your inbox and will be thrown in the trash where it belongs.
By doing this, you have deleted an entire message. You can delete several emails all at the same time by checking the messages on the small box beside them then clicking the delete button. You can also choose to delete a single message from the thread by clicking the arrow beside “Reply”. Then click “Delete this message”.
If you want to banish messages that you are sure will never serve you any purpose in the future, and you want them forever gone from your Gmail, click the trash label which can be found among the options that includes the inbox, draft etc. Then click “Delete forever” button.
No. We are not promoting paranoia. But, do acknowledge that there are hackers that lurk in the midst of the virtual dimension ready to take your account information. But really, the threat is real. Hackers exist. But you are not without protection against them. It is your duty to protect your account and prevent any unwanted damage. There are several ways to do this:
1. A reliable antivirus – there are lots of available anti-virus with their own features depending on the level of your protection needs. With this, your account can be safe from key-loggers, who can send your email transactions, as well as your Gmail id and password to the hacker.
2. Do not feed your curiosity in terms of clicking unfamiliar links, files pictures etc. Do not be a victim to this misleading objects because most of the time, these are created by keyloggers.
3. Verify. Do not ignore this 2-step verification process. This only involves logging in to your Google account, after which you will be sent a verification code. Before logging in you will have to enter this code. The hackers will not be able to tamper with your account even if he knows your password if you do this verification step.
To verify, log-in, click the “account settings”, go to the “security tab”, choose “on” in the 2-step verification.
4. Password. Please avoid the classic password of using your name, birthdate and easy-to-guess passwords.
5. Avoid unknown web pages. Do not fall prey to this phishers. Phishing is when someone tries to acquire or phish your account information such as passwords, usernames and others by making a page appear to be harmless and trustworthy or claims to be a part of a popular website. Because these sites may look like the legitimate ones, you unknowingly enter your username, password and other credentials that it prompts and there goes valuable information, ready for the hacked to use.
There are other steps to protect you from these malicious computer users. Be aware.
Probably, one of the most common reasons why we use email accounts is to send or receive a message. Through the years, creating an email is already like an innate skill in itself. And with time, Google continuously innovates its services to make things easier. If you’re new to using gmail, the first thing you need to explore is in how to compose your messages and send them in an instant. Late last year, Google has changed the way users can compose messages with the introduction of the red Compose button. Could life get any easier?
1.) Go to www.Gmail.com. click the compose button which you can see at the upper left portion of the screen.
2.) Enter your recipient’s email address in the “To” field provided. Ever wonder what cc and bcc fields are for? Cc means carbon copy. And in that field, you can enter other recipients that you want to email but you do not necessarily prompt a response from them. Bbc means blind carbon copy. In this field, you can enter recipients addresses, and these addresses will not be visible to the other recipients of your message.
3.) You may or may not enter a subject at the “subject” field.
4.) Proceed to writing your message.
5.) Click the send button and wait for the confirmation message that will inform you that your message has been sent.
To confirm that your message has been delivered, click the sent mail option. Email away!
If you have already signed up for a Gmail account, you now have access to its many features and email service. You can log in to your account anytime and anywhere as long as you know your username and password.
Go to Gmail.com login page by entering gmail.com on your browser. You may type any of the URLs listed below:
Your browser will direct you to the log in page of Gmail. If you have an open search engine page, you can also enter the word, Gmail, on the search bar. Click on the first search result and you will be directed to Gmail.
Enter your username and password as required in the log in page. If you have clicked the check box indicating Remember me on this computer, you will always be asked for your username and password every time you access your Gmail account.
Click on the Log In button or press Enter after you have filled in your username and password. You can now check your inbox for messages or compose a new email.
Tips and Reminders
Completing the steps above will let you log in to your Gmail account successfully. In some browsers, you can do away with the http:// and just type the web address for Gmail. The browser will redirect you to the correct web address or link to Gmail.
If you find it inconvenient to enter your username and password every time you want to access your Gmail account, you can just click the checkbox for Remember me on this computer. Doing so will sign you in automatically to your account. As long as you don’t sign out of Gmail, you don’t have to repeatedly encode your username and password using your laptop or PC.