Gmail and Calendar Reference

Gmail


The Gear Icon


  • The Gear icon can be found in the top right hand corner of your window. There are two. If you select the Upper Gear icon you will select Mail Settings for most things in this tutorial. If you select the Lower Gear icon you will select Settings for most things in this tutorial which will automatically take you to the Mail Setting in your account.

Turning Conversations ON and OFF

  • Click on the Upper Gear icon
  • Select Mail Settings
  • Go to the General tab
  • Find Conversation View

  • If Conversation View is on – messages can’t be separated, all messages replied back and forth will show up as one conversation in your mailbox and the from field will show as follows:
    The number indicates how many emails have been sent back and forth within a conversation.

  • If Conversation View is off – new messages will not be grouped, each message will show up separately.

Setting up Auto Signature

(which will put at the bottom of every email)

  • Click on the Upper Gear icon
  • Select Mail Settings
  • Go to the General tab

  • Find the Signature section
  • Type in your signature and make sure to Save Changes at the bottom of the page
  • You can see below that there are two signatures at the bottom of your email when you reply to a message.

Canned Auto Response

  • Click on the Upper Gear icon
  • Select Mail Settings
  • Go to the Labs tab

  • Find the Canned Response tab and Enable it
  • Make sure to scroll to the bottom and Save changes
  • Now select Compose

  • In the body of the email, type your canned response.
  • Select Canned responses

  • Select New canned response

  • Create a name for your canned response

  • Select OK to save it. You can now use this response anytime.
  • Now when you compose a new message, you can select your canned response

  • You can also delete your canned response by selecting Canned Responses

  • Selecting the canned response you want to delete under Delete

  • Confirm you want to delete the response by selecting Ok

Setting up Out of Office

  • Click on the Upper Gear icon
  • Select Mail Settings
  • Go to the General tab
  • Find the Vacation Responder section


  • You can set this ahead of time for specific start and end dates or just leave it open ended
  • Type in a subject and the message you would like people to receive
  • There is an option to only send this message to your contacts or people at EC, if you leave these unchecked, your vacation response will send to everyone who emails you
  • When you are finished, make sure to Save Changes at the bottom of the page

Hide Web Clips

(these show above inbox)


  • Click on the Gear icon
  • Select Mail Settings
  • Go to the Web Clips tab

  • Unselect Show my web clips above the Inbox

  • Now the web clips will not show above your inbox

Show or Hide Labels

  • Under Compose is a standard set of labels that you can show or hide.

  • To change these labels, Click on the Upper Gear icon
  • Select Mail Settings
  • Go to the Labels tab

  •   Select which label you want to show or hide on your home page

Compose a Message

  • Above your Inbox, near the top left corner, select Compose

  • In the “To:” box start to type the person’s name you are looking for. This will bring up a directory of who is in the Global Address Book for Google and your personal contacts

  • Select the person you want
  • If the person is not in the list, you can just type their email address in
  • Enter a subject and type your message

Adding an attachment

  • Select Attach a file under the subject line

  • You will locate the file on your computer
  • In some cases we forget to attach a document before we send an email. If in the message you put “I’ve attached”, Google will ask you prior to sending the message if you want to put an attachment on.

Adding an attachment with drag and drop

(Firefox, Safari, or Chrome only)

  • Drag the file from your Desktop to your email. When you do this you will see a box that comes up and says “Drop files here”

  • In some cases we forget to attach a document before we send an email. If in the message you put “I’ve attached”, Google will ask you prior to sending the message if you want to put an attachment on.

Sending a message

  • When you are ready to send your message select Send
  • You can also select Save Now or Discard your message from here as well
  • Notice to the right it notifies you that this draft has been auto saved at a specific time

Replying to a message

  • Within your message, select the arrow in the top right of the message box

  • If you want to Reply All, you will need to select the arrow pointing down and then select Reply All.
  • Or you can click at the bottom of your message the Reply or Reply All button

  • You can add additional recipients if you like or just type in the reply message field and then select Send when done.

Forward a message

  • Within your message select the down arrow in the top right of the message box and a drop down box will appear. Select Forward.

  • Or you can click at the bottom of your message, the forward button

  • Then type in the To: field who you want it to be forwarded to and write your message
  • When done, select Send

Spell Check

  • Type your message
  • Select Check Spelling in the top right corner

  • Anything that you have misspelled will highlight in yellow

  • Left click on the words in yellow and a list will show with suggestions, pick the one you want



  • Now select the Recheck button (same location Check Spelling was)

  • If nothing else highlights in yellow, you can select Done and send your message

Auto Spell Check

(Safari, Firefox, and Chrome)

  • As you are typing if you type something incorrectly, the word will be underlined in red

  • Right click on the word and you can choose from a list of similarly spelled words

Creating a filter

  • Select email

  • Or already be in the email
  • Select More from top of screen

  • Select Filter messages like these

  • Select Create filter with this search

  • A new window will open up, so that you can create your filter. There are many options to choose from. You can also make the filter apply to other conversations as well.

  • When done select Create filter

Calendar

  • Select Calendar at the top of the screen

  • A new window will open with your calendar

Calendar Sharing

  • To the right of the calendar you need to make changes to select the arrow pointing down

  • Select Calendar settings
  • Select Share this Calendar

The Share this calendar with others is default, so you will have to unselect unless you want the entire campus to have access to your calendar. You can also give specific rights to an individual. Type in their email address below and use the arrow next to See all event details.


  • Once you have selected which rights you want the person to have, select Add Person

  • You can now notify the person that they have rights to your calendar and that they can add your calendar to their view

Setting notifications

  • To the right of the calendar, select the arrow pointing down next to the name of your calendar.

  • Select Calendar settings
  • Select Notifications


  • Here you can set defaults for reminders and set up how you want to be notified (there is an option to set up SMS on your cell phone)
  • Once you have made the changes, click on Save

Create a Calendar Event

  • Select Create

  • A new screen will show up like the one below

  • Fill out the event title, location, description.
  • If you want to add a guest – type in email address and select Add
  • When complete, select Save

How to add a shared calendar

  • Under “Other calendars” type in the email address of the calendar you want to add

  • Hit enter
  • The calendar will now show up in your other calendars list if you had rights for it, if not it will ask if you want to request rights

Google Notifier

  • You must be using Google Chrome in order to do the following
  • Click on the Upper Gear icon
  • Select Mail Settings
  • Go to the General tab


  • Go to Desktop Notifications:
  • Select Chat notifications on
  • Select New Mail notification on

  • When you are done, make sure to Save Changes at the bottom of the page

  • Now go to http://toolbar.google.com/gmail-helper/notifier_windows.html and download the notifier
  • Select Save when the File Download box appears.
  • If the application does not install immediately, click on the Gmail Installer icon and follow the installation instruction prompts
  • Now that you have downloaded Google Notifier you can go back to using IE or Firefox if you like.
  • Now you will see one of the three icons in the bottom right hand corner of your desktop

  • If you receive the Error icon it is probably because you have to log back into the system
  • You should put in your entire email and password

  • This notifier will:
    • Automatically checks for new messages every two minutes and alerts if there is any new message.
    • Show snippet of mail messages up to 30 unread messages
    • Makes Gmail your default email application
    • Select a sound to indicate when you have new mail
    • If you do not have your mail open in a browser already the notifier will still show you the notifications but you will be unable to view them until you open a new browser window.
    • You can do this by selecting View Inbox from the notifier window

Appendix

Gmail Delegation

  • Click the Gear icon
  • Select Settings
  • Click the Accounts tab
  • Select Add another account
  • In the new window type in the email address to the person you want to have access to your emails and then select  Next Step.
  • Now select Send email to grant access
Now you will see that a confirmation email has been sent.
 
Now back on the Accounts tab you will see pending on the right hand side.
 
The person who you granted access to will receive the below email which they must accept in order to have access to your account.  
Once they have accepted you will see accepted on the Accounts tab under grant access. 

To open Delegated Account
  • Select profile carrot in top left of email, then select the additional account you would like to open
  • Note that a new window will show up with the second account, so that you can manage that account.

Multiple Log-Ons

  • Select your email address in the top right hand corner (not the gear icon) and select Account settings

  • Select Edit next to Multiple sign-in

  • Turn on Use multiple Google Accounts in the same window and select the three boxes

  • Select Save
  • Select the arrow next to your email address in the top right hand corner and select Switch account

  • Sign into your other account and make sure to put the entire email address (@elmira.edu)

  • Now you can go back and forth between multiple accounts by selecting Switch account
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