gmail: tips and tricks

© 2017 - Chris Casal - @mr_casal & @heathcotetech

GMail: Tips & TricksA ST@C Course

5/10/17Chris Casal

@mr_casalblog.mrcasal.com

http://twitter.com/mr_casal

https://twitter.com/heathcotetech

https://twitter.com/mr_casal

http://blog.mrcasal.com/

http://mopria.org/spotlight-wall?page=2

http://mopria.org/spotlight-wall?page=2


Preface

● Always use Chrome

● In a shared computing environment always use Incognito Mode○ Incognito This will ensure you are logged out of your Google account when you quit Chrome

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Welcome

blogs.scarsdaleschools.org/heathcotetech/stc/




GMail in Chrome




GMail

Inbox

overview




GMail

Sidebar

1. Click the word Mail to access Contacts

and Tasks

2. Labels are foldersa. Numbers in parenthesis represent unread

message in that Label

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GMail

Top bar

1. Search boxa. Search within GMail

2. Refresh Inbox

3. Settings

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GMail

Select a message to see more options

1. Archive

2. Flag

3. Delete

4. Archive to specific Label

5. Label but keep in Inbox

6. More

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Select to see options

1. The menu bar only appears when a message is selected

2. If no message is selected you only see basic functions

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New message

Standard email features

1. To

2. Subject

3. CC/BCCa. Tap to expand

b. BCC is blind

i. Always BCC Groups

ii. Hides who got the email

iii. Helps prevent spam

4. Delete drafta. Starting a new email automatically

creates a Draft

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New message

Standard formatting features

1. Texta. Font

b. Bold/Italic/Underline

c. Lists

d. etc

2. Attacha. From desktop

b. From Drive

3. Inserta. Photo

b. Link

c. emoji

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New message

More options

1. Hidden “More options”

2. Read receipta. Only works with

@scarsdaleschools.org

addresses

3. Canned responsesa. Pre filled responses

b. Helps to eliminate repetitive

typing for common

messages/replies

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Organization

Labels

1. Label

2. Move to

3. Archive

Think of your GMail as iTunes. It’s all of your messages. Labels are like Playlists. A

message can be in multiple Playlists (Labels) and you can “hide” them from your

Label:Inbox

1. You can give message a Label but also leave it in the Inbox (Label)

2. Or you can give a message a Label and Archive it to that Label (Move to)

3. Archive, to Label or All Mail, to clean up your Inbox

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Label a message

1. Select the

message

2. Choose a label

3. Select an existing a. or “create new”

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Label a message

1. The email has now been added to the “BOE” label

2. It still appears in the Inbox, with the “BOE” label

3. It will leave the Inbox, and remain in the “BOE” label when I Archive it

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Move a message

To immediately organize and

Archive a message away from

your Inbox

1. Select the message

2. Select Move to

3. Choose Label

4. This will give the message

the label and remove it

from your Inbox

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Label vs Move to

1. Labeled and not

in Inbox

2. In Inbox but not

Labeled

3. Labeled and still

in Inbox

You can Label and

keep in the Inbox or

“Move to” to file away

& clean your Inbox

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Filters

Use filters to

automatically Label

messages as well as

automate organization

1. In a message, click

“More”

2. Click “Filter

messages like

these”

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Filters

“Filter messages like these” will let you

choose the reasons to filter, for

instance…

1. By who it’s From

2. The Subject

You can also do a Search to see how

many messages fit your criteria…

Click “Create filter with this search” when

ready to continue

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Filters

Now choose what the Filter will do with the

messages you selected on the previous

screen…

1. Want it to Skip the inbox?

2. Automatically apply a Label?

3. Apply these settings to previous

messages?

Once you’ve customized your Filter setting

“Create filter” and you’re done!

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Settings

Access

settings

from the

Gear icon

in the top

right of

your

Inbox




Settings

General

1. Emails per page

2. Conversation viewa. On=all message

w/same subject

connected &

condensed

b. Off=all messages

appear individually

3. Send and Archivea. Helps with

organization once

you hit Send

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Settings

General

1. Shortcuts for faster

usea. 25 useful shortcuts

b. Full list of shortcuts

2. Add a profile

picture

3. Auto-create

Contacts

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https://blog.hubspot.com/sales/gmail-keyboard-shortcuts#sm.00001rbkdt2mtid2iwt5sjgk7s0vx

https://support.google.com/mail/answer/6594?co=GENIE.Platform%3DDesktop&hl=en


Settings

General

1. Signaturea. Create a custom

footer with your

contact details that

will automatically

appear on the bottom

of every message

2. Vacation respondera. Set “away” message

as well as as auto-on

and off dates

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Settings

General

Vacation Responder

Allows for plenty of

customization

including:

1. On/Off dates

2. Text formatting

3. Who gets it

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Labels

Show or Hide

“System labels”

and Categories




Settings

Labels

1. Create

2. Hide

3. Edit/Organize

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Settings

Inbox

Settings for “Important” messages




Settings

Inbox

Type

Customize

which

messages

appear at

the top of

your inbox




Filters and Blocked Addresses

1. See all your Filtersa. With specifics

2. Edit and Delete as

necessary

Settings

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Settings

Labs

Lets you search

through, and

implement,

experimental features




Settings

Multiple Inboxes

● A Lab that

needs to be

enabled

● Lets you create

a multi-pane

Inbox○ ie: Put

“Unread”

above “Inbox”




GMail on iOS



© 2017 - Chris Casal - @mr_casal & @heathcotetech© 2017 - Chris Casal - @mr_casal

iOS

Main account

Additional

accounts





iOS

Message

Options





GMail Archive

DeleteMark

unread

More

Options





iOS Message

Options





iOS

Compose

new email

Standard messaging options





iOS

Options

Attachment & Send





iOS

To add CC

and BCC

CC and BCC





iOS

Attachments...From Camera

Roll

Take a new

photo

Recents

Drive files





iOSAccount

Options





iOS

Standard

boxes

Labels

(folders)

Other

accounts





iOS

Scroll down side

bar to get to

Settings

Settings





iOS

Configure Google

Apps integration

for all accounts

signed in to the

app

Link Google

Apps for all





iOS

Customizing

Google Apps

means you can

get links in GMail

to open in

Chrome, not

Safari





iOS

Set some custom

settings on

individually for

each account

Customize accounts

individually





iOS

Signature and

Vacation

responder can be

set on the

desktop version

Biggest item here

is the “swipe to

delete” optionCustomize accounts

individually





iOS

To toggle

between

accounts, tap

icons on top

To manage

accounts tap the

white triangle and

select “Manage

accounts”

Other

accounts





iOS

Turn accounts

invisible

Add accounts





Contact

Chris Casal

[email protected]

@mr_casal

@HeathcoteTech

blogs.scarsdaleschools.org/heathcotetech

blog.mrcasal.com



mailto:[email protected]



https://blogs.scarsdaleschools.org/heathcotetech

http://blog.mrcasal.com/


Created byChris Casal

purveyor of geekery

Heathcote School@mr_casal




gmail: tips and tricks

Education