Gmail

GMAIL
User guide book
Abstract
In many ways, Gmail is like any other email service: You can send and receive emails, block
spam, create an address book, and perform other basic email tasks. But it also has some
more unique features that help make it one of the most popular online email services.
E-School Cambodia
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Gmail | E-School Cambodia
@ Gmail
In this free tutorial, get an introduction to Gmail and learn how to manage,
send, and respond to messages.
Using Gmail :
1. Introduction to Gmail
Get an introduction to Gmail.
2. Setting Up a Gmail Account

Here’s how to set up a new Gmail account.
3. Sending Email
Learn how to send messages.
4. Responding to Email
Learn how to response to messages.
5. Managing Email
Learn how to manage your Gmail messages.
6. Gmail for Mobile

Here’s how to use the Gmail app on a mobile device.
pg. 1
& Lesson 1
Introduction to Gmail
pg. 2
@ Introduction
Gmail is a free email service provided by Google. In many ways, Gmail is like any other
email service: You can send and receive emails, block spam, create an address book,
and perform other basic email tasks. But it also has some more unique features that help
make it one of the most popular online email services.
In this lesson, we'll talk about some of the features and advantages of Gmail, and we'll give
an overview of the Gmail window.
pg. 3
@ Google accounts
Creating a Google account is needed to access Gmail because it is just one of the many
services offered by Google to registered users. Signing up for a Google account is free and
easy, and naming your new Gmail address will be a part of the sign-up process. This means
whenever you're signed in to Gmail, you are automatically signed in to your Google account.
You'll be able to easily access other Google services like Google Docs, Calendar, and
YouTube.
Of course, you don't have to use any of these features. You may just want to focus on email
for now.
@ Gmail features
Gmail offers several useful features to make your email experience as smooth as possible,
including:
Ø Spam filtering. Spam is another name for junk email. Gmail uses advanced
technologies to keep spam out of your inbox. Most spam is automatically sent to
a separate spam folder, and after 30 days it is deleted.
Ø Conversation View. An email conversation occurs whenever you send emails back
and forth with another person (or a group of people), often about a specific topic or
event. Gmail groups these emails together by default, which keeps your inbox more
organized.
Ø Built-in chat. Instead of sending an email, you can send someone an instant
message or use the voice and video chat feature if your computer has a microphone
and/or webcam.
Ø Call Phone. This feature is similar to voice chat, except that it allows you to dial an
actual phone number to call any phone in the world. It's free to make a call to
anywhere in the United States or Canada, and you can make calls to other countries
at relatively low rates.
pg. 4
@ Get to know the Gmail interface

When you're working with Gmail, you'll primarily be using the main Gmail interface. This
window contains your inbox, and it allows you to navigate to your contacts, mail settings,
and more. Also, if you use other Google services like YouTube or Calendar, you'll be able to
access them from the top of the Gmail window.
hhsff
pg. 5
& Lesson 2
Setting Up a Gmail Account
pg. 6
@ Introduction
Setting up a Gmail account is easy. You will begin by creating a Google account, and during
the quick sign-up process you will choose your Gmail account name. In this lesson, we'll
show you how to set up your Google account for Gmail, add and edit contacts, and edit
your mail settings.
@ Setting up a Gmail account

To create a Gmail address, you'll first need to create a Google account. Gmail will redirect
you to the Google account sign-up page. You'll need to provide some basic information like
your name, birth date, gender, and location. You will also need to choose a name for your
new Gmail address. Once you create an account, you'll be able to start adding contacts and
adjusting your mail settings.
To sign up:
1 Go to www.gmail.com.
1
2 Click Create account.
pg. 7
3 The sign-up form will appear. Follow the directions by entering the required
information.
4 Next, enter your phone number to verify your account. Google uses a two-step
verification process for your security.
pg. 8
5 You will receive a text message from Google with a verification code. Enter the
code to complete the account verification.
6 Next, you will see a form to enter some of your personal information, like your name
and birthday.
pg. 9
7 Review Google Terms and Privacy Policy, then click I agree.
8 Your account will be created.
pg. 10
@ Signing into your account

When you first create your account, you will be automatically signed in. Most of the time,
however, you'll need to sign in to your account and sign out when you're done with it.
Signing out is especially important if you're using a shared computer (for example, at a
library or office) because it prevents others from viewing your emails.
To sign in:
1 Go to www.gmail.com.
2 Type your username (Your email address) and password, then click Next
To sign out:
In the top-right corner of the page, locate the circle that has your first initial (if you've already
selected an avatar image, it will show the image instead). To sign out, click the circle and
select Sign out.
pg. 11
@ Mail settings
Occasionally, you may want to make adjustments to Gmail’s appearance or behavior. For
example, you could create a signature or vacation reply, edit your labels, or change the
theme. These adjustments can be made from your mail settings.
To access your mail settings:
1 Click the gear icon in the top-right corner of the page, then select Settings.
2 From here, you can click any of the categories at the top to edit the desired settings.
pg. 12
@ Adding contacts
Like all major email providers, Gmail lets you keep an address book of contacts so you don't
have to memorize everyone's email addresses. You can also add other contact information,
like phone numbers, birthdays, and physical addresses.
To add a contact:
1 Click the Google apps button.
2 Click the Contacts button in the drop-down menu.
3 Your contacts screen will appear. Click the Add new contact button in the lower-
right corner.
pg. 13
4 Enter the contact information, then click Save.

4
To edit a contact:
1 In the Google apps drop-down menu, select Contacts.
pg. 14
2 Locate the contact you want to edit, then click Edit Contact.
3 You can now make any changes you want to the contact.
â By default, when you send an email to a new address, Gmail adds the address to your
contacts. You can then go to your contacts to edit the person's information as needed.
pg. 15
@ Importing mail and contacts

You may already have a contact list from another email address, and it would be a lot of
work to re-enter all of this information manually. Gmail allows you to import your contacts
from another email account, and you can even import all of your email messages from that
account. Several email providers are supported, including Yahoo!, Hotmail, and AOL.
To add other accounts:
1 Click the gear icon in the top-right corner of the page, then select Setting.
2 Go to Accounts and click Add a mail account. You can then follow the instructions
2 on the screen to import your mail.
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pg. 16
& Lesson 3
Sending Email
pg. 17
@ Introduction
Now that you've created a Gmail account, you can start sending email messages. Writing an
email can be as simple as typing a message, or you can use text formatting, attachments,
and a signature to customize your message.
In this lesson, we'll show you how to compose an email, add an attachment, and create
a signature that will appear on all of the messages you send.
@ Sending Email
When you write an email, you'll be using the compose window. This is where you'll add
the email address of the recipient(s), the subject, and the body of the email, which is the
message itself. You'll also be able to add various types of text formatting, as well as one or
more attachments. If you want, you can even create a signature that will be added to the
end of every email you send.
pg. 18
To send an email:
1 In the left-menu pane, click the Compose button.
2 The compose window will appear in the lower-right corner of the page.
pg. 19
3 You’ll need to add one or more recipients to the To: field. You can do this by typing
one or more email addresses, separated by commas, or you can click To to select
recipients from your contacts, then click select.
4 Type a subject for the message.
5 In the body field, type your message. When you're done, click Send.
pg. 20
â If the person you are emailing is already one of your contacts, you can start typing that
person's first name, last name, or email address, and Gmail will display the contact
below the To: field. You can then press the Enterkey to add the person to
the To: field.
' Adding attachments
An attachment is simply a file (like an image or document) that is sent along with your
email. For example, if you are applying for a job, you might send your resume as an
attachment, with the body of the email being the cover letter. It's a good idea to include
a message in the body of your email explaining what the attachment is, especially if the
recipient isn't expecting an attachment.
Remember to attach your file before you click Send. Forgetting to attach a file is a
surprisingly common mistake.
To add an attachment:
1 While composing an email, click the paper clip icon at the bottom of the compose
window
pg. 21
2 A file upload dialog box will appear. Choose the file you want to attach, then
click Open.
3 The attachment will begin to upload. Most attachments will upload within a few
seconds, but larger ones can take longer.
4 When you're ready to send your email, click Send.
â You can click Send before the attachment finishes uploading. It will continue to upload,
and Gmail will automatically send the email once it's done.
pg. 22
@ Email formatting
Gmail allows you to add various types of formatting to your text.
Click the formatting button at the bottom of the compose window to see different formatting
options.
â For more serious emails, like job applications, be careful not to add formatting that
would seem too informal, such as bright colors or emoticons.
pg. 23
@ Adding a signature
A signature is an optional block of text that appears after every email you send. By default,
Gmail does not include a signature, but it's easy to create one. It will typically include
your name and some contact information, like your phone number or email address. If
you're using Gmail at work, you may want to include your title and your company's
address or website.
1 Click the gear icon in the top-right corner of the page, then select Settings.
2 Scroll down until you see the Signature section.
3 Type your desired signature in the box. You can also change the font, add other
formatting, or insert an image if you want.
pg. 24
4 Scroll down to the bottom of the page, then click Save Changes.
â You should keep your signature brief. Instead of listing all of the phone numbers, email
addresses, and mailing addresses where you can be reached, just list the most
important ones.
Keep in mind that your signature will be seen by many different people, so you may not
want to include your home address or anything too personal. Even if you only email
people you know, someone can still forward your email to someone else, which can
reveal your signature to even more people.
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pg. 25
& Lesson 4
Responding to Email
pg. 26
@ Introduction
In addition to sending emails, you'll be receiving emails from others. After you read an
email, there are a few actions you can take, including opening an attachment (if there is
one), replying to the message, forwarding it to someone else, or—if you don't have time to
deal with the email—adding a star to remind yourself to read it later. If you'll be out of
town for several days or more, you can also create an automatic vacation replyso people
know you're unable to check your email.
@ Reading Email
By default, any email you receive will go to your inbox. You'll be able to tell which emails
are unread because they'll be bold. You can also see the name of the sender,
the subject of the email, and the first few words of the email body. This means even before
you select an email, you can tell quite a few things about it.
pg. 27
To read an email:
1 From your inbox, click the email you want to read.
2 The email will open in the same window.
pg. 28
' Reading options
In addition to reading the email, you have several reading options.
Ø You can click show details to see the email addresses of the sender and any
other recipients, as well as the date the email was sent.
Ø You can click the Star next to the name of the sender to remind yourself to read the
email later.
Ø You can also click the More button and select Add star from the drop-down menu.
pg. 29
Ø You can Reply, Reply to all, or Forward the email to someone else.
Ø You can click Newer or Older on the right side of the window to view the next email
(or previous one).
Ø You can go Back to Inbox.
' Opening attachments
Sometimes you'll receive emails that contain attachments. Generally, you will need
to download an attachment to view it. However, many common file types, like Word
documents and images, can be viewed within a browser window. If the attachment is an
image, you'll also see a smaller copy of the image—called a thumbnail—inside the body of
the email. You can tell which emails contain attachments because they will have a paper
clip icon to the right of the subject.
pg. 30
To open an attachment:
1 Open the email message that contains the attachment.
2 Click the Download icon to save the attachment to your computer. If your computer
asks whether you want to Open or Save it, choose Save. You can then locate the
file on your computer and double-click it to open it.
You should generally only open an attachment if it's from a trusted source. Some
attachments can contain viruses, especially .exe files. If you don't recognize the
sender—or if you don't know why someone is sending you the attachment—it's safest
not to open it. For more information, read our lesson on avoiding spam and
phishing from our Internet Safety tutorial.
pg. 31
@ Replying to Emails
Most of the time, you will be replying to an email someone else sends you instead of
composing a new message. When you reply, the recipient's email address will automatically
appear in the To: field, so you won't need to worry about choosing the recipient.
Sometimes you'll receive emails where you're not the only recipient, and you'll need to
decide whether you want to reply just to the person who sent the message or reply to
all (the sender and all recipients).
For example, if you're collaborating with a group of people via email, you'll probably want to
use the Reply to all option so everyone gets the message. However, if you want to send a
more private message to the sender, you'll need to select the Reply option so the message
stays between the two of you.
pg. 32
To reply to an email:
1 While viewing the message, click Reply at the bottom of the message. If the
message was sent to multiple recipients, you will also have the option to Reply to
all. You can also click the Reply arrow to respond to the message.
2 You may want to double-check the To: and Cc: fields to make sure you're
sending your message to the correct people. If you are replying to all
recipients, the additional recipients will appear in the Cc: field.
3 Type your message in the Body field, then click Send.
pg. 33
â To see the text of the original email while you're replying, click the gray button in the
lower-left corner of the window, right above the Send button.
pg. 34
@ Forwarding Emails
You can also choose to forward an email. This basically works the same as replying, but it's
used to send the email to someone who wasn't one of the original recipients. Just like a
reply, the original message will appear as a quote. It's usually a good idea to include a brief
message of your own to explain why you're forwarding the email.
To forward an email message:
1 While viewing the message, click Forward at the bottom of the message. You can
also select Forward from the More drop-down menu next to the Reply arrow.
2 Type the recipient's email address in the To: field, or click To to choose a recipient
from your contacts. If the person is in your contacts, you can start typing his or her
name and that contact's email address should appear.
pg. 35
3 Type your message in the Body field, then click Send.
pg. 36
@ Conversations
Sometimes when you view an email, you'll notice that it's grouped with several other related
emails. This is called a conversation. Gmail groups related emails into conversations to
help keep your inbox as neat and organized as possible. Instead of selecting a single email
from your inbox, you're actually selecting the entire conversation, and you can then choose
to view or minimize individual emails.
â When you're viewing your inbox, you can tell how many messages there are in each
conversation by finding the number next to the name of the sender.
To view or minimize individual emails:
1 From your inbox, select a conversation.
2 All of the messages in the conversation will appear to be stacked on top of one
another. Click a message to expand it.
pg. 37
3 Click the top part of the message again to minimize the message.
pg. 38
@ Adding a vacation reply

When you go on vacation, you may be unwilling or unable to check your email for several
days or more. The email will still be in your inbox when you get back, so it may not be a
problem. However, if someone sends you an urgent message that needs a response the
same day, this person may not realize that you won't receive the message in time.
You can prevent this by creating a vacation reply, which will automatically send a reply to
anyone who emails you. Your vacation reply can contain any message you want, but usually
it will include the date you plan to return and your contact information while you are out of
town (or possibly the contact information of a coworker who can handle questions while
you're gone).
To add a vacation reply:
1 Click the gear icon in the top-right corner, then select Settings.
2 Scroll down until you see the Vacation responder section. Click the First
day field to choose the date you want the vacation reply to start. If you want,
you can also choose a Last day, but it's not required.
pg. 39
3 Type the desired subject and message.
4 You may want to select Only send a response to people in my Contacts to avoid
giving your whereabouts and contact information to strangers. However, if you think
you might receive an urgent message from someone who is not in your contacts, you
can leave it unchecked. When you're finished, scroll down to the bottom of the page
and click Save Changes.
â When your vacation reply is active, there will be a bar at the top of the Gmail window
showing your message. To end the vacation reply, click End now.
hhsff
pg. 40
& Lesson 5
Managing Email
pg. 41
@ Introduction
As you use email more and more, your inbox can become cluttered with old messages. It's
important to keep your inbox organized so you can find messages when you need them. The
simplest way to deal with email clutter is to delete unwanted messages. But you can
also archive messages to move them out of your inbox, or you can apply labelsto your
messages based on the category they're in.
In this lesson, we'll talk about deleting unwanted messages, archiving, applying labels,
adding filters, and using Gmail's search feature.
@ Deleting unwanted messages

No matter how many emails you receive, you'll probably never run out of space. Gmail gives
you enough space to hold countless emails and their attachments. However, it's a good idea
to delete messages you don't want to make it easier to find the ones you do want.
To delete a message:
While viewing the message, click the Delete button.
pg. 42
If the message is a part of a conversation, the entire conversation will be deleted. If

you just want to delete one message in a conversation, click the drop-down arrow in
the top-right corner of the message and select Delete this message.
' Dealing with spam

Usually, spam—or junk email—is automatically sent to your Spam folder, so it never gets to
your inbox. However, some spam still gets past Gmail's spam filter. Instead of
simply deleting these messages, it's best to Report them as spam so Gmail knows to filter
them out in the future. The process is the same as deleting a message, except that you'll
click the Report spam button instead.
â Messages in your Spam folder are automatically deleted after 30 days, so you'll never
have to worry about deleting them manually.
pg. 43
@ Archiving messages
Sometimes you may want to remove emails from your inbox, but you don't want to delete
them. Gmail allows you to archive messages so they will no longer appear in your inbox.
Because you can still access archived messages, it's a safer alternative to deleting.
To archive a message:
While viewing the message, click the Archive button.
To view your archive messages:
In the left menu pane, click the more drop-down arrow and select All Mail.
pg. 44
It will then display all of your messages, including archived messages and the
messages in your inbox.
pg. 45
@ Managing multiple messages

If you're deleting, archiving, or reporting spam, you can take action on several messages
at a time by selecting them in your inbox. Simply place a check mark next to each
message you want to manage, then click the desired button. You can also click the top check
mark to select all of the messages that are currently visible.
pg. 46
@ Working with labels

Labels allow you to organize your messages and make them easier to find. Applying a label
to a message is like putting it into a folder, with one important difference: You can
apply more than one label to a message. For example, if you received a message about
a company trip, you could label it as Travel and Work. You can choose to label only the
most important messages, or you can label every single one—it's up to you. You can create
new labels whenever you need to, and you can also choose a color that will make the label
stand out.
To apply a label to a message:
1 While viewing the message, click the Labels button. A drop-down menu will appear
with a list of labels.
2 Place a check mark next to all of the labels you want, then click Apply.
3 Now, when you view your inbox, you’ll be able to see the label next to the message
subject.
pg. 47
To create a new label:
1 While viewing the message, click the Labels button, then select Create new.
2 Type a new label name, then click Create. The new label will be applied to the
2 message.
pg. 48
' Viewing labeled messages

Once you've added labels to some of your messages, you can easily view all of the
messages that contain a particular label. This is where all of the time spent labeling
messages pays off. For example, you may want to view messages with the label Travelso
you can see everything that pertains to an upcoming trip.
To view labeled messages:
1 In the left menu pane, click the name of the label you want to view.
2 Gmail will now display only the messages containing the label you selected. The
name of the label you chose will appear in the search bar.
3 To view all of your messages again, click Inbox in the left menu pane.
pg. 49
â Some labels may be hidden. If you don't see the label you want, click the More drop-
down arrow to view the hidden labels. From here, you can also click Manage labels to
control which ones are hidden.
To choose a label color:
1 In the left menu pane, find the label you want to change.
2 Click the more button to the right of the label name.
pg. 50
3 From the menu, select the desired color.
4 The label will update to reflect the new color.
pg. 51
@ Creating filters
Filters can save you a lot of time by automatically performing actions like labeling or
deleting messages as soon as they arrive in your inbox. You can create filters that look for a
specific sender, recipient, subject, or specific words that are contained in the body of the
email.
To create a filter:
1 Open an email message. Ideally, this message should be similar to the emails you
want to filter.
2 Click the more actions button, then select Filter messages like these.
pg. 52
3 In the box that appears, type one or more search criteria. One or more fields may
already be filled in based on the email you opened, but you can edit the criteria if
necessary. In this example, we're only looking for messages that are from Twitter.
Click Create filter with this search to select actions you want to apply to the filter.
4 Place a check mark next to the desired action. If you want to apply a label,
you'll need to choose the label from the drop-down menu.
5 If you want to apply the filter to existing messages that meet the criteria, place
a check mark next to Also apply filter to matching conversations.
6 Click Create Filter. In this example, the Twitter label will be applied to any new
messages you receive from Twitter, as well as all of the existing ones.
pg. 53
To edit or delete filters:
1 In the top-right corner of the page, click the gear icon, then select Settings.
2 Click Filters and Blocked Addresses at the top of the screen to view a list of filters
that are currently active. You can then edit or delete the desired filters.
pg. 54
@ Search mail
The search mail feature allows you to perform a Google search in your email. This means
you can find any message, no matter how new or old. It searches every part of the message,
so you can find a message even if you don't remember who sent it or if you
never labeled it.
To search for a message:
1 At the top of the page, type some search terms in the Gmail search box.
2 Your inbox will display your search results. You can click an email to read it, or you
3 can try a different search.
pg. 55
â If you're still not finding what you're looking for, you can click Show search options to
perform an advanced search.
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pg. 56
& Lesson 6
Gmail for Mobile Devices
pg. 57
@ Introduction
No matter what type of mobile device you use, it's easy to send and receive Gmail
messages on the go. In this lesson, we'll show you how to set up Gmail with the native
email app on your device. We'll also talk about using the official Gmail app for iPhone and
Android.
@ Gmail for mobile devices

If you have a mobile device, there are two main ways to access your Gmail account:
Ø Option 1: The native email app on your device. If you have multiple email
accounts through different email providers (such as a personal email and a
work email), you may find the native email application to be more convenient
because it allows you to view and manage all of your messages in one place.
Ø Option 2: The official Gmail mobile app, available for iOS and Android. If
you're already an experienced Gmail user, you may prefer using the official
Gmail app. The app looks and feels similar to the desktop version, and it
includes some custom Gmail features that may not be available in the native
email app on your device.
To search for a message:
In this example, we'll explain how to sync a Gmail account with the Mail app for iOS devices,
including the iPhone and iPad. Keep in mind that this process may vary depending on your
device.
pg. 58
1 Navigate to the email settings on your device, then select Add Account.
2 Select Google.
1
pg. 59
3 Follow the instructions to connect your account.

1
4 When you're done, you'll be able to send and receive emails from your Gmail
1 account in the Mail app.
pg. 60
@ Using the Gmail app

We'd like to give you a quick overview of Gmail for Android and Gmail for iPhone. While
the interface for these apps is somewhat different, you'll notice that each app gives you
access to the same basic features.
Gmail for Android Gmail for iPhone
â Remember, if you're using the native email app on your phone, it will look different from
the official Gmail apps above. You can review our lessons on using the iOS Mail app in
our iPhone Basics and iPad Basics tutorials to learn more.
hhsff
pg. 61

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GMAIL

User guide book

2. Setting Up a Gmail Account

6. Gmail for Mobile

@ Get to know the Gmail interface

Setting Up a Gmail Account

@ Setting up a Gmail account

7 Review Google Terms and Privacy Policy, then click I agree.

8 Your account will be created.

@ Signing into your account

To access your mail settings:

1 Click the Google apps button.

2 Click the Contacts button in the drop-down menu.

4 Enter the contact information, then click Save.

1 In the Google apps drop-down menu, select Contacts.

@ Importing mail and contacts

To add other accounts:

1 In the left-menu pane, click the Compose button.

4 Type a subject for the message.

' Adding attachments

4 When you're ready to send your email, click Send.

2 Scroll down until you see the Signature section.

1 From your inbox, click the email you want to read.

2 The email will open in the same window.

' Reading options

In addition to reading the email, you have several reading options.

Ø You can go Back to Inbox.

' Opening attachments

1 Open the email message that contains the attachment.

3 Type your message in the Body field, then click Send.

To forward an email message:

3 Type your message in the Body field, then click Send.

To view or minimize individual emails:

1 From your inbox, select a conversation.

@ Adding a vacation reply

To add a vacation reply:

3 Type the desired subject and message.

@ Deleting unwanted messages

While viewing the message, click the Delete button.

If the message is a part of a conversation, the entire conversation will be deleted. If

' Dealing with spam

While viewing the message, click the Archive button.

To view your archive messages:

@ Managing multiple messages

@ Working with labels

To apply a label to a message:

To create a new label:

' Viewing labeled messages

To view labeled messages:

To choose a label color:

2 Click the more button to the right of the label name.

3 From the menu, select the desired color.

4 The label will update to reflect the new color.

To edit or delete filters:

To search for a message:

Gmail for Mobile Devices

@ Gmail for mobile devices

To search for a message:

3 Follow the instructions to connect your account.

@ Using the Gmail app