IntroductionWelcome| 00:00 | (music playing)
| | 00:04 | Hi! I am Jess Stratton and
welcome to Gmail Essential Training.
| | 00:09 | In this course I'll show you how to you
navigate Gmail and use all the available
| | 00:13 | features to their fullest potential.
| | 00:15 | I'll show you how to create new messages,
send replies, format emails, and add
| | 00:22 | attachments to all outgoing emails.
| | 00:24 | I'll show you how to organize your
email, including adding stars, creating
| | 00:30 | labels, moving messages out of the
inbox, creating filters to autocross
| | 00:36 | messages, and searching your mail file.
| | 00:40 | I'll also show you how to configure
desktop notification, work with contacts,
| | 00:46 | initiate chats with other Gmail users, and
use keyboard shortcuts to work more efficiently.
| | 00:53 | Finally, I'll show you how to configure
Gmail on another mail client and how you
| | 00:58 | can get your contacts on a smartphone.
| | 01:00 | Let's get started.
| | Collapse this transcript |
| Exploring differences between Gmail and Gmail for Google Apps| 00:00 | Gmail is the product name for the free
email account you can get with Google.
| | 00:04 | Gmail that comes with Google apps for
business is a separate product in which a
| | 00:08 | company can pay per email account and
have a custom email address with their
| | 00:11 | domain, such as username@yourdomain.com.
| | 00:15 | For example we're looking at
the free Google email address,
| | 00:19 | so I can see that it has the
@gmail.com at the end of it,
| | 00:23 | while a Gmail for apps email
address will have the custom domain.
| | 00:27 | You'll also be able to see the
company banner, meaning their logo, in the top
| | 00:31 | left-hand corner, whereas in this
free version I have Google here.
| | 00:35 | I also have an ad banner plunked right
down the middle, and that doesn't come
| | 00:39 | with a Google for business account.
| | 00:40 | You'll also get some more options and
flexibility and modules like contacts,
| | 00:44 | such as the ability to share contacts
with other people in your organization.
| | 00:48 | These accounts, the Google for
business, are usually managed by a company
| | 00:52 | administrator who can control any user
restrictions and set up new email account.
| | 00:56 | There's different versions of Google
apps also, whether your business, a school,
| | 01:00 | or government organization.
| | 01:02 | If this sound like a product that would
suit your needs rather than a free Gmail
| | 01:06 | account, you can sign up for a free trial
to Google apps for business at this URL:
| | 01:10 | www.google.com/enterprise/apps/business.
| | Collapse this transcript |
|
|
1. Getting Started with GmailTouring the Gmail interface| 00:00 | Here is a quick intro to where to find
the things you need in Gmail so you'll
| | 00:03 | be prepared for when I talk
about them in later videos.
| | 00:06 | I'll start right at the
top and we will go clockwise.
| | 00:09 | Right up here at the top is the
navigation bar of all the global products that you
| | 00:13 | now have access to with your
Gmail account--for example
| | 00:16 | YouTube, Google Drive, and Calendar.
Right below that is the main search bar to
| | 00:22 | search your Gmail account. Further over
here on the right is your actual Gmail
| | 00:27 | account settings and profile information.
| | 00:30 | Below that is the Gmail button to
switch between Gmail, Contacts, and Tasks.
| | 00:38 | Up next is the action bar where you can
act on any selected email in your inbox.
| | 00:44 | Further over to the right is how to
navigate through long pages of emails. For
| | 00:49 | example in the Inbox view right now,
I'm looking at message 1 to 25 out of 32
| | 00:55 | messages. To get to the next
page I can click this right button.
| | 00:59 | The gear icon is how to access all my
Gmail settings and to change themes.
| | 01:06 | So, let's continue all the way over to
the bottom left-hand of the screen. This
| | 01:10 | is where I can see my Google talk chat
status and all my contacts for instant
| | 01:14 | messaging right in Gmail.
| | 01:17 | Continuing up, this is my folder and
label pane to access any of my folders
| | 01:22 | that I've made and my labels and any circles
of people that I have in all my Google+ circles.
| | 01:28 | I know I'm currently in the inbox right
now because it's red, and over here is
| | 01:33 | my main message pane right
in the middle of the screen.
| | 01:36 | This is where I can see all my
conversation threads and all my new emails.
| | 01:40 | Any email they haven't read yet--so
it's unread--is going to be in boldface.
| | 01:45 | Email that I have already
looked at isn't boldface.
| | 01:48 | I can place checkmarks beside any
emails and you'll notice that the action pane
| | 01:52 | becomes larger, because I
can now act on these emails.
| | 01:56 | I can also star an email to mark it as
a visual label. We will talk about that later.
| | 02:01 | And I can also click this button to
train Gmail according to what emails are
| | 02:06 | important and what isn't.
We will talk about that later too.
| | 02:10 | So up next I'll show you how to
customize your inbox a little bit more, but
| | 02:14 | that's the basic
navigation of your Gmail account.
| | Collapse this transcript |
| Changing themes and inbox types| 00:00 | There is some customization you can do
to make Gmail look and function exactly
| | 00:04 | how it's best for you.
| | 00:05 | I'll show you how to change the theme
and the way that the inbox is presented
| | 00:09 | to you. It's called inbox styles, but
let's start by changing the density
| | 00:13 | of the view in the theme.
| | 00:15 | I am going to come over here and click
on the gear icon. And the first thing that
| | 00:19 | you will notice is that you can change
is what's called the Display density.
| | 00:22 | This is how squished
together the emails are in the view.
| | 00:24 | For example if I change to Cozy,
everything gets squished up a little more,
| | 00:30 | and if I change it to compact, they get
squished up even more. The Default is comfortable.
| | 00:37 | Next, let's change the theme. I'm going to
click on the gear still and click on Themes.
| | 00:43 | The Theme is the background for your
Gmail, and these slashes actually mean
| | 00:48 | something. These are the different color
schemes that I can choose, and what this
| | 00:52 | little white or dark triangle in the
corner means is whether the messages are
| | 00:56 | going to be light-colored
or dark-colored themselves.
| | 01:03 | You can also choose a picture, and now
you'll notice that in this triangle that in
| | 01:07 | addition to telling you whether the
message text is going to be light or dark,
| | 01:11 | there's also some icons. These change
according to the weather, the time of day, or
| | 01:15 | the day of the week.
| | 01:16 | I am going to choose a color
and I'll show you how it looks.
| | 01:20 | We'll pick a nice blue, and you can
see how it's changed my background.
| | 01:25 | You can come in here and change the
theme anytime you want. To get back your
| | 01:30 | inbox simply click on Inbox.
| | 01:34 | Now let's change the inbox style.
| | 01:38 | Right now I'm looking at what's called
Classic view. The newest mails come to
| | 01:42 | the top, and I can go through and read them all.
| | 01:45 | Clicking on the gear, choosing Settings,
and then clicking on Inbox will let me
| | 01:52 | change the Inbox type. I have a few
choices. I showed you Classic, but there's a
| | 02:00 | few other choices. I can choose Important first.
| | 02:03 | Now Gmail uses signals, such as people
you email frequently and keywords that
| | 02:09 | come up a lot in the email, to
create an important inbox for you.
| | 02:14 | You can train Gmail on what's
important and what's not by using the
| | 02:18 | markers besides the inbox.
| | 02:21 | I'm going to show you Important
first and you'll notice I get some more
| | 02:25 | settings once I do that.
| | 02:26 | I'm going to select Options because I
can choose how many actual messages I
| | 02:31 | want to show up in that Important section.
| | 02:35 | I can also choose how many messages I want
to show up in the Everything else section.
| | 02:39 | Let's go back to Inbox and see how
it's changed once I select Save Changes.
| | 02:47 | Now, these are all the messages in my
Important view that Gmail has decided is important.
| | 02:53 | I know this because this little
marker right here is colored in yellow.
| | 02:57 | If I think that there's something else
that's importance, I can train Gmail by
| | 03:03 | placing a marker next to that conversation.
| | 03:08 | I've now taught Gmail that that
that conversation is important.
| | 03:12 | Alternatively, I can tell it that a message
is not important by unchecking the marker.
| | 03:19 | Let's go back to Inbox type by
clicking the gear, choosing Settings, clicking
| | 03:24 | Inbox, and coming back to that Inbox
Type view. You can also have Gmail show you
| | 03:31 | all your unread messages first.
| | 03:34 | Now it's important to note this doesn't
mean that it's going to sort it by the date.
| | 03:38 | I can have an unread message that came
in months ago, but if I've never read
| | 03:42 | it it's going to show up ahead of a
message that already has been read that's newer.
| | 03:47 | I can have my starred messages show up
first. We'll talk about starring a little
| | 03:51 | bit later when we organize our inbox.
| | 03:54 | And finally, I can choose Priority Inbox.
| | 03:57 | Now, priority mail is mailed the Gmail
thinks is important and it's unread. Just
| | 04:04 | like important one, I can choose how
many items I want to show up,and I can also
| | 04:09 | hide the section when it's empty.
| | 04:12 | Now, there is one more thing I want to show you.
| | 04:14 | You can have these importance markers
show up in your mail file, or if you don't
| | 04:18 | want to see them at all, just select No Markers.
| | 04:21 | Let's click Save Changes and I'll show
you what the Priority Inbox looks like.
| | 04:25 | So, now we have all our messages that are
important and unread. You'll notice that
| | 04:30 | we can have Important messages down
here, but because I've read them, they are not
| | 04:34 | going to show up in my Priority Inbox.
| | 04:37 | I recommend you go through, try out all
the inbox types, find one that works for
| | 04:42 | you. And remember, you can change it at anytime.
| | Collapse this transcript |
|
|
2. Sending, Reading, and Replying to MessagesComposing a message| 00:00 | To create a new message in Gmail select
the big red Compose button in the main
| | 00:05 | Gmail screen. A new message dialog will pop
up, and the cursor is already in the To field.
| | 00:10 | So, start out by typing in the
recipient. To add more recipients press the
| | 00:15 | spacebar or a comma.
| | 00:17 | You can click the Cc or the Bcc links to
add carbon copy-recipients--somebody else
| | 00:23 | who should get a copy of email--or a
blind-carbon-copy recipient. That is, somebody
| | 00:28 | that will get the email will won't
know who else you have sent the email to.
| | 00:33 | You can click the mouse where it says
Subject to start typing the subject of your email.
| | 00:37 | You can click the mouse right below
that to start typing the body of the email,
| | 00:42 | or you can just hit the Tab key on
your keyboard after typing in a subject.
| | 00:46 | Now you can type the actual body of your email.
| | 00:50 | Gmail will autocorrect
words that you've misspelled.
| | 00:54 | However, if you did spell a word wrong,
the word will be underlined in red.
| | 00:59 | And you have the option to fix it.
| | 01:02 | You use the right mouse button and
select from some suggested words. When you
| | 01:07 | find the one you like, click on it, or
you can also come down here all the way to
| | 01:12 | the bottom-right, click on More
options, and then select Check spelling.
| | 01:17 | If you're done with this email, if you
decide you don't want to send it, you can
| | 01:21 | click the trash icon to discard the
draft of the message. Or when you're ready
| | 01:25 | to send it, in the bottom-
left click the blue Send button.
| | 01:31 | In later videos I'll show you how to add
attachments and format your messages so
| | 01:34 | they look pretty, but for now,
this is a basically to send an email.
| | 01:38 | We know the message has been sent
because Gmail will tell you right at the
| | 01:42 | top-middle of your screen that your
message has been sent successfully.
| | Collapse this transcript |
| Replying to and forwarding a message| 00:00 | When you're in the inbox you can see
your incoming mail displayed with the
| | 00:03 | subject and a short preview of the message text.
| | 00:08 | To read an email simply click on it
and you'll be taken into the email.
| | 00:14 | To respond to an email, we can scroll
all the way to the bottom after you've
| | 00:19 | read it and there will be a little
box. You can reply or forward.
| | 00:26 | I am going to click Reply and
simply start typing your response.
| | 00:31 | When you're all done click the blue
Send button and Gmail will tell you on the
| | 00:36 | top of the screen when
your message has been sent.
| | 00:39 | I am going to get back to my inbox,
because I am going to explain a little bit
| | 00:43 | how conversation threads work in Gmail.
This is a conversation thread, meaning
| | 00:47 | it's a long conversation
of replies between people.
| | 00:51 | Gmail has grouped it together so I
can easily follow the conversation.
| | 00:56 | I know it's a conversation thread
because there's a parenthesized number besides
| | 01:01 | the amount of people that are in the email.
| | 01:03 | For example this
conversation thread has six emails in it.
| | 01:07 | I am going to click the mouse to get
into this conversation. I can see the date
| | 01:12 | right here in the email.
| | 01:14 | Gmail places conversations from the
earliest all the way down to the latest
| | 01:20 | conversation in the thread in the bottom.
| | 01:23 | To simply respond to the entire
conversation all at once I can reply.
| | 01:27 | It's going to reply to the last
person that sent me an email in the thread,
| | 01:32 | in this case Shea Hanson.
| | 01:37 | I can start typing and hit Send just
like any other email. But for now I am
| | 01:42 | going to click the Discard draft trash
icon, because I want to get back to that
| | 01:46 | to show you some more things.
| | 01:47 | I can click Reply to All to reply
everybody that's involved in this last email.
| | 01:53 | I can also add more people at any time by
clicking the mouse right in that To field.
| | 01:59 | I can add somebody else and
they've now have been added to that
| | 02:02 | conversation thread.
| | 02:04 | I am going to click the Discard button
because there's one thing I want to show
| | 02:08 | you about that though.
| | 02:09 | The person that gets the email isn't
just going to be added to see this text;
| | 02:13 | clicking these three dots will show me
everything that that person is going to see.
| | 02:18 | This is a summed-up view of
the entire conversation.
| | 02:20 | So, when I click Reply to All, I
click into the To field and I add somebody
| | 02:26 | else, they're going to get
that entire thread's worth.
| | 02:30 | I can click the three dots right here too,
see everything else that we're going to see.
| | 02:34 | I am going to click the trash icon again.
I can also select Forward. Forwarding
| | 02:42 | will send the entire conversation to
somebody else without actually including
| | 02:47 | them in the conversation.
| | 02:49 | Once again, I can come down here and
see everything that that person is going
| | 02:54 | to see from that conversation thread.
Again I'm going to click the Discard draft
| | 02:58 | button because I don't want to send it,
but rather, I'd still need to show you
| | 03:02 | some more things about conversation threads.
| | 03:05 | I told you that the earliest conversation was
at the top and the latest was at the bottom.
| | 03:10 | You can work with these messages
individually. To work with any message
| | 03:14 | individually, and not just the last one,
you can get to the email that you want to
| | 03:19 | work with and click on it.
| | 03:21 | I can click this More next of the email and
there's some things I can do just to that email.
| | 03:27 | For example I can reply only to this
email, reply to all and forward just like
| | 03:34 | we did to the latest one, except now
we're replying to a conversation that's in
| | 03:38 | the middle of the thread.
| | 03:40 | I can also just click this Quick Reply
button right here and reply just to this
| | 03:44 | inline conversation.
| | 03:48 | If I want to see at anytime who is
in a particular email, I can come down
| | 03:53 | here to any email that I want and
click the dropdown triangle and select
| | 03:58 | Show Details. Because it can be a
little confusing to see what's going on,
| | 04:03 | this is a great way to see who a message is from,
who it was to, and when it was actually sent.
| | 04:09 | There are two more things I want to show you.
| | 04:14 | The first one is is that I can start
a new thread completely. I don't have to
| | 04:19 | continue this conversation thread.
Sometimes they can get a little long and
| | 04:21 | unruly and it's best to branch
it out into a new conversation.
| | 04:25 | I am going to click Reply to All and
instead of typing my response, I am going
| | 04:30 | to click this triangle and
choose the type of response.
| | 04:33 | From here I am going to choose Edit
Subject. It's going to pop up an email
| | 04:38 | that looks similar to the Compose
button and now you will notice that the
| | 04:41 | subject line is in blue.
| | 04:43 | I can type in a brand-new
subject and a new message body.
| | 04:48 | What this is going to do when I finally
hit the Send button is start a brand-new
| | 04:54 | conversation thread.
| | 04:55 | If somebody replies to that email I just sent,.
| | 04:57 | it's going to be attached to this.
It's going to go in my inbox as a brand-new thread.
| | 05:02 | Now you may not like to use
conversation threads at all. That's totally fine. You
| | 05:06 | have the ability to turn it
off. You don't have to use it.
| | 05:09 | Over here, in the top right to your
screen click, the gear icon and select
| | 05:13 | Settings. It's going to take you into
your Gmail settings, and scroll down in
| | 05:19 | the General tab and find
Conversation View. From here you can choose
| | 05:24 | Conversation View Off.
| | 05:27 | Now any email that comes in is simply
going to get dumped right in your inbox. You
| | 05:31 | won't see the conversation view.
| | 05:33 | If you're happy with that choice,
come down and select Save Changes.
| | 05:39 | Now, you'll notice that in the Inbox
there is no parenthesized numbers beside any
| | 05:44 | emails. And here's that long
conversation thread that we originally had.
| | 05:48 | Everything is now in line right in my inbox.
| | 05:51 | So that's how you respond to emails
and how you work with conversation
| | 05:55 | threads in Gmail.
| | Collapse this transcript |
| Formatting a message| 00:00 | You can make your messages look a
little prettier than plain text.
| | 00:03 | I'm in my Drafts folder and I have an
email open right now, and it looks a little
| | 00:08 | better; it's fancied up.
| | 00:09 | I'm going to work backwards
and show you how I did that.
| | 00:12 | I'm going to close out of this
and open up the very plain one.
| | 00:17 | So this is just a standard email with
my text that I've typed in, but I'm going
| | 00:21 | to click and drag and highlight my
text and come down here and click on the
| | 00:25 | underlying capital A to
get my formatting options.
| | 00:28 | This is going to open up a toolbar
similar to ones that you probably seen in
| | 00:32 | word processing packages. I can change
the type of font, the size of the font. I
| | 00:37 | can make it bold, italicized, underlined,
change the color, the alignment, and I
| | 00:43 | can even add numbers and bulleted lists.
| | 00:46 | So with my text highlighted, I'm going
to change the size. I'll make it large,
| | 00:51 | and I'll make it boldfaced. I can also
highlight more text and I italicize it.
| | 00:57 | I can just go through and click on my text
and get it to look just a little bit better.
| | 01:02 | I can also click and drag and
select a large block of text and choose
| | 01:07 | Bulleted List. It's going to create
its own list. And while that text is
| | 01:12 | bulleted, I can also bold face it.
| | 01:16 | We can change the color of a large
block of text by coming over here to text
| | 01:20 | color. And it's up to you whether you
want to change the background color or just
| | 01:25 | the text color. I can pick a
color, uncheck, and see what I've made.
| | 01:30 | Now lastly, I can insert a
hyperlink into my emails.
| | 01:33 | For example, I'm going to
put www.kinetecoinc.com.
| | 01:39 | If I hit Enter it doesn't
automatically make this a clickable link, so I have
| | 01:44 | the power to do that myself. I can
click and drag and highlight my text and
| | 01:48 | click this plus icon down here in the bottom.
| | 01:51 | As soon as I hover my mouse over it, it's
going to change and give me some more options.
| | 01:57 | For example, I can insert emoticons. I
can insert file attachments, which we'll
| | 02:02 | talk about later. But I'm interested in
the Insert Link button. I can click this
| | 02:08 | and it's automatically going to turn
my text into a clickable hyperlink.
| | 02:12 | There's some more things I can do
with it though. I can make it a little bit
| | 02:15 | prettier. I'm going to click on
Change and change the text of that link.
| | 02:20 | For example, I'm going to change it to
Visit Our Website. You'll notice that
| | 02:27 | it's still going to the same web
address and now I can click OK.
| | 02:32 | The text changes to Visit Our Website.
It's a clickable link that says visit our
| | 02:36 | website, but it's going
to go to kinetecoinc.com.
| | 02:40 | So that's how you format e-mails, make
them prettier, and can change all aspects
| | 02:45 | of the text before you send it.
| | Collapse this transcript |
| Adding attachments to a message| 00:00 | Sending file attachments
is quick and easy in Gmail.
| | 00:04 | Now, like most email programs, as you
can see on the right-hand side here, Gmail
| | 00:08 | indicates which messages have a file
attachment on them with a paperclip icon.
| | 00:12 | So when you are composing a message
look for that paperclip icon to attach
| | 00:16 | files. I'm going to click the red
Compose button to start a new email. I can put
| | 00:21 | in my To and Subject just like I was
creating another email to anybody, fill in
| | 00:25 | the body of the email, and now look for
that paperclip icon. Down at the bottom
| | 00:32 | you can click it to attach your files.
It's going to bring up a browse box that
| | 00:36 | you're most likely very familiar with,
and browse your file system to find the
| | 00:40 | file that you want to attach.
| | 00:42 | I'm on a Mac so I can hit the Command
key on my keyboard to select more than one
| | 00:46 | file; on a Windows keyboard it's the Ctrl key.
| | 00:50 | Once I've found all my files I want to
attach, select Choose and they will be
| | 00:54 | attached and inserted into the email.
| | 00:58 | While they're inserting I can continue to type.
| | 01:02 | Currently, Gmail allows you to send
up to 25 MB directly via an e-mail
| | 01:07 | attachment, but if you want to send more than
that you can; you just have to use Google Drive.
| | 01:12 | I'm going to do this again and this
time I'm going to pick a large amount of
| | 01:18 | files that's going to be larger than
the 25 MB attachment limit, because I want
| | 01:22 | to show you what happens. So I'm going
to select a lot of songs here, I'm going
| | 01:27 | to select Choose, and this is what you get.
| | 01:30 | Gmail is going to tell you that the
files that you're trying to send are larger
| | 01:34 | than that 25 MB attachment limit that
you have. But you can send them using
| | 01:39 | Google Drive, which is another free
product from Google that's online storage
| | 01:44 | and sharing of files.
| | 01:46 | Once you send using Google Drive you'll
be brought into the Google Drive screen.
| | 01:51 | You can click to select files from your
computer. I can choose the same amount
| | 01:55 | of files, select choose, and it's
going to start to upload them up to Google
| | 02:01 | Drive once I click that Upload button.
| | 02:04 | Once they're up there, I can share them
out to anybody I want who can then go and
| | 02:09 | download them on their own time.
| | 02:11 | So, sending file attachments is easy
with Gmail. You can send a file up to 25
| | 02:16 | MB directly via the email or
up to 10 GB using Google Drive.
| | Collapse this transcript |
| Working with drafts| 00:00 | Gmail will autosave a message to your
Drafts folder the second you start typing it,
| | 00:05 | unless you either send the message
successfully or discard it. I'm going to
| | 00:09 | click the red Compose button.
| | 00:10 | Now, watch in this bottom corner next to
the trash can as I'm typing. It's going
| | 00:16 | to tell you that the message is going
to be saved. You'll know as soon as it's
| | 00:20 | in the Draft folder because that saved changes.
| | 00:23 | This message will now appear in my
Drafts folder unless I do one of two things:
| | 00:27 | click the trash can to discard the draft
or send the message. I'm going to click
| | 00:32 | the trash can because I'm going to
show you how to see more drafts. I'm going
| | 00:35 | to click over here on the left into the
Drafts folder and the parenthesized number
| | 00:40 | tells me how many draft emails I have in there.
| | 00:43 | Here is all my draft emails.
| | 00:45 | Now this can get quite large, and you
may not even realize that they're in here
| | 00:49 | if you consistently create
emails and don't send them.
| | 00:53 | So you can go through and click on
them just like any other email and either
| | 00:57 | continue to work on them until
you're ready to send it or discard it. I'm
| | 01:01 | going to click Discard draft, and
for this one I'm going to open it and
| | 01:07 | continue to type. I can click Send and
my message will leave the Drafts folder
| | 01:14 | and go into my Sent folder.
| | 01:16 | Now it doesn't automatically refresh
the screen right away, but if I come back
| | 01:20 | into my Inbox and then I
click back into my drafts folder,
| | 01:25 | the one that I discarded is gone and
the one that I send has gone too. This is
| | 01:30 | all that's remaining. You can't get
rid of all the drafts at once by checking
| | 01:34 | them off in the view and selecting
Discard drafts. All my drafts are gone and now
| | 01:41 | I can continue to work.
| | 01:42 | So it's good to check the Drafts folder
every once in a while because it's very
| | 01:47 | easy for emails pile up because Gmail
does save them the second you start
| | 01:51 | working on an email.
| | Collapse this transcript |
| Viewing sent messages, trash, and spam| 00:00 | Gmail, like most email programs, allows
you to see any outgoing messages you have
| | 00:05 | sent, messages you've deleted, and
messages that Gmail has marked as spam.
| | 00:09 | So let's get started viewing your sent
mail, which is all outgoing mail that you've sent.
| | 00:14 | Over on the left-hand side click on Sent Mail.
| | 00:18 | This is going to show you a list of
everything that you sent, who you sent it to,
| | 00:23 | and over here on the right-hand side
it's going to tell you when you sent it.
| | 00:27 | You can click on any email to see it
and if you scroll down, you can reply or
| | 00:32 | forward just as if the
message was in your inbox.
| | 00:35 | To view your trash, over here on the
left-hand side hover your mouse and click
| | 00:41 | over the More icon. You're going to
see a little bit more folders open up and
| | 00:46 | scroll all the way down
to trash and click on it.
| | 00:49 | This is going to show you your
trash. You may find over here on the
| | 00:53 | left-hand side that you have a few
places that indicate trash, like deleted
| | 00:57 | folders or deleted items.
| | 00:59 | We'll go over how to access Gmail via
a mail client like Outlook later. Doing
| | 01:03 | that can create a new folder called
deleted items, but trash is where the mail
| | 01:08 | goes when you delete it
from this Gmail web interface.
| | 01:11 | So these are all things that I've
deleted and put in my trash. I'll show you how
| | 01:15 | to delete messages later.
| | 01:16 | Any message that has been in the trash
for more than 30 days is automatically
| | 01:20 | going to be deleted forever,
so you can't recover it.
| | 01:23 | So it is important that if you're
looking for a message for your trash you
| | 01:27 | need to get there within that 30-day window.
| | 01:30 | If you decide that you really do want
it back, place a checkmark next to that
| | 01:34 | email, click on the folder icon, and
select Move to Inbox. It's going to take the
| | 01:42 | message out of your trash and put it
back in the inbox, back in the proper
| | 01:46 | placeholder according to the date that
that message came in. Here it is. It nestled
| | 01:51 | that right back with all
the other April 1 emails.
| | 01:54 | Now, let's go look at the Spam folder.
To look at the spam folder, again click on
| | 02:00 | that More button and come down to Spam.
It's going to tell you how many messages
| | 02:05 | are in that folder, right next to Spam,
so it's good idea to check it every once
| | 02:09 | in a while, because like the
trash, any message that has been in here for
| | 02:12 | more than 30 days is going
to automatically be deleted.
| | 02:16 | Now, Gmail is excellent at identifying
spam, but sometimes things get put in
| | 02:21 | here that really aren't spam.
| | 02:23 | If you need something back, place a
checkmark beside it in the Spam folder and
| | 02:27 | select Not spam. It's going be unflagged
for spam for future emails that come in
| | 02:34 | from that person and it's going to be
move to the inbox automatically. I'm going
| | 02:39 | to come here to my Inbox, and here's the email.
| | 02:42 | Now, if Gmail misses something that
really is spam, you can place a checkmark next
| | 02:47 | to it in the Inbox and click what looks
like the stop sign with an exclamation
| | 02:52 | mark on it and click Report spam.
That's can move it to the spam folder and teach
| | 02:58 | Gmail that any new email that comes in
from this person should also go to the
| | 03:02 | Spam folder. So that's how you view your
sent messages, trash, and spam in Gmail.
| | Collapse this transcript |
| Muting a conversation| 00:00 | Sometimes you'll find that you're part
of an email thread that just starts to
| | 00:04 | stray off topic and gets too long and
not relevant to you anymore. You can mute
| | 00:09 | that conversation so that any new
emails that come in will get by past your
| | 00:13 | inbox and get sent right to all mail.
| | 00:16 | To mute a conversation, place a checkmark next
to it, come up to the More menu, and choose Mute.
| | 00:24 | The conversation will get marked
as muted and moved to all mail.
| | 00:27 | If somebody sends a message
directly to you, that muted message will
| | 00:32 | temporarily unmute and the message
will go to your inbox, so you won't miss
| | 00:36 | anything important.
| | 00:37 | To turn off a muted conversation and
bring it back into your display find
| | 00:42 | your All Mail label by selecting
More and choosing All Mail, find the
| | 00:48 | conversation--you'll see that it's
been marked as muted--place a checkmark
| | 00:53 | next to it, select More, and choose
Unmute. You can also move it back to your
| | 00:59 | inbox by selecting Move to Inbox.
| | 01:01 | Now you'll continue to get new
conversations like the conversation was
| | 01:05 | never muted.
| | Collapse this transcript |
|
|
3. Organizing and Searching MailWorking with multiple messages at a time| 00:00 | Gmail lets you perform actions on many
emails at one time by placing checkmarks
| | 00:05 | beside them in the list view of your emails.
| | 00:07 | This whole chapter is about things that you
can do with the emails once they're selected.
| | 00:13 | Now note that whenever I place a
checkmark beside an email this action bar at
| | 00:17 | the top gets bigger, because I get more
actions that I can perform on that email.
| | 00:22 | And when I select multiple emails in
the list I can perform that action on
| | 00:27 | every email that's selected at the same time.
| | 00:30 | Gmail makes it easy to select multiple
messages by creating some canned built-in
| | 00:35 | rules for selecting
messages at the top action bar.
| | 00:38 | Over here on the left, I can
click Select and get some choices.
| | 00:41 | I can select all messages, I can select
None, which will deselect anything that's
| | 00:46 | already been selected.
| | 00:49 | I can select all my read messages
or all my boldfaced unread messages.
| | 00:54 | I can also select any starred or
unstarred messages, and we are going to talk
| | 00:59 | about what those are later.
| | 01:00 | For now, I'm going to
select all my unread messages.
| | 01:03 | Gmail will automatically place
checkmarks and highlight all those messages
| | 01:08 | that have been selected.
| | 01:10 | It's important to note that when you're
selecting these rules, especially with
| | 01:15 | Select All, it's only going to select
what's visible on the page, not the total count.
| | 01:21 | So, even though you're choosing Select
All, you are really selecting all that's
| | 01:25 | visible on this page.
| | 01:26 | To see everything else and select
them, come over here on the right.
| | 01:29 | You will see where it says that this is
message 1 through 25 out of 33 possible messages.
| | 01:34 | I can click this to show all my messages.
| | 01:37 | Now, I can use these navigation buttons
at the top to scroll to older messages.
| | 01:42 | You'll see where it stops selecting messages.
| | 01:45 | It's up to me to decide what I want to do.
| | 01:47 | I can place checkmarks
manually or just leave them alone.
| | 01:50 | I am going to go back to my inbox.
| | 01:53 | They are still selected.
| | 01:54 | But what happens if I've taken the time to
select my emails but decided not to do any action?
| | 02:00 | I have two options:
| | 02:01 | I can simply click in the Select box
and it will uncheck everything or I can
| | 02:06 | click the dropdown and choose None.
| | 02:09 | That will deselect everything.
| | 02:11 | So that's how easy it is to select
multiple emails in Gmail, which you are
| | 02:15 | going to need to know when we talk
about how to organize all your mail in this chapter.
| | Collapse this transcript |
| Creating labels for messages and conversations| 00:00 | Gmail contains two major forms of organizing:
| | 00:03 | visually and physically.
| | 00:05 | You can physically organize an
email by moving it out of the inbox,
| | 00:08 | but for now I am going to show you
how you can visually organize them, by
| | 00:11 | managing your emails with
labels, as you can see here.
| | 00:15 | A Gmail label is a visual tag
for messages and conversations.
| | 00:20 | You can assign a message to a label and
move it out of the inbox, which I'll talk
| | 00:24 | about next, but you can also
assign a label and keep it in the inbox.
| | 00:28 | Consider it like a visual classification.
| | 00:30 | You can also assign more than one label
to a single message, like I've done here.
| | 00:35 | Let's start by creating some labels.
| | 00:37 | I have this newsletter called eMarketer Daily.
| | 00:40 | So let's put that in its own label.
| | 00:42 | I am going to place a checkmark next to
it, and up here on the action bar, I am
| | 00:47 | going to choose the Label
icon, and click Create New.
| | 00:50 | I need to give it a label name, so I
will call it eMarketer and click Create.
| | 00:58 | Now that that label has been created, I
can come up here and label that message
| | 01:03 | with the eMarkerter label.
| | 01:06 | I click Apply and my message
has now been given a label.
| | 01:10 | If I want to find that or see any
message that I have flagged with that label,
| | 01:14 | I can come over here on the left-
hand side and click eMarketer.
| | 01:18 | It's going to filter out any message,
except the ones that I've labeled with
| | 01:21 | eMarketer, and it's also going
to tell me where it's located.
| | 01:24 | In this case, it's still in the inbox.
| | 01:27 | I can change the color of that label.
| | 01:29 | It's all about personal
preference and how I am going to work best.
| | 01:33 | So I can hover my mouse over eMarketer
and click the dropdown arrow, and now I
| | 01:37 | can choose a label color.
| | 01:39 | I'll choose a blue one. And it's going
to tell me that the color for my label
| | 01:43 | eMarkerter has been adjusted.
| | 01:45 | If I go back to the inbox,
I will now see my nice blue label.
| | 01:50 | I can select multiple messages
and assign them to a label also.
| | 01:54 | For example, I can click this
eMarketer Daily and I can find another one.
| | 01:59 | I can come back to my email now that
there's two selected and choose eMarketer.
| | 02:05 | Click Apply and both
those messages now have labels.
| | 02:10 | If I come back into this label,
I can see that all three of my messages
| | 02:15 | currently are flagged with the eMarketer label.
| | 02:18 | I can also assign sublabels.
| | 02:20 | I can come down here and click on
the blue icon next to my eMarkerter and
| | 02:25 | create Add sublabel.
| | 02:26 | I will call this one Favorites, to
which I can flag my favorite newsletters.
| | 02:33 | It's nested under eMarketer.
| | 02:35 | I can click Create. And now I can
select a newsletter as my favorite by
| | 02:41 | selecting it, going up to Labels, and
choosing eMarketer/Favorites. Click Apply.
| | 02:47 | And now it's been given that sublabel.
| | 02:50 | I can remove a label at any time by
placing a checkmark beside what I want to
| | 02:54 | remove, coming up here to the
Labels tab, and unchecking that label.
| | 02:59 | Click Apply and the label has been removed.
| | 03:03 | I can also delete a label at any
time by clicking the dropdown arrow and
| | 03:07 | choosing Remove Label.
| | 03:11 | It's going to ask me if I really want
to delete that label, and if I'm sure,
| | 03:14 | I can click Delete.
| | 03:17 | I can also rename labels.
| | 03:19 | I can click the arrow and click Edit.
| | 03:23 | Now, I can give it a new name.
| | 03:25 | Click Save and my label has been changed.
| | 03:29 | I can come back into my inbox and
see that the changes has been made.
| | 03:33 | There is one more thing I want to show you.
| | 03:35 | You can assign multiple
labels to a single email.
| | 03:39 | For example, I've got my trusty
eMarketing Newsletter. I can place a checkmark
| | 03:43 | next to it, come back up to my Labels,
and then assign it to another label--for
| | 03:48 | example, Needs Review,
| | 03:50 | if it's a newsletter that I want to
make sure I don't miss. I can click Apply
| | 03:55 | and now that conversation has
been added to Needs Review along with
| | 03:59 | eMarketing Newsletter.
| | 04:00 | I can find the newsletter in the
eMarketer Daily and in the Needs Review section.
| | 04:06 | So, up next, I will show you how to
assign a label and move the message out of
| | 04:10 | the inbox at the same time.
| | 04:12 | But, for now, this is how you
visually classify all your emails to
| | 04:16 | stay organized.
| | Collapse this transcript |
| Moving messages out of the inbox| 00:00 | I talked about how you can visually
organize mail by marking them with labels.
| | 00:04 | Now I am going to show you the physical
portion of organizing emails by moving
| | 00:08 | them out of the inbox and
adding a label at the same time.
| | 00:10 | You'll find that this is pretty
similar to the way a traditional email program
| | 00:14 | allows you to move messages into folders,
and even though you've heard me call it
| | 00:18 | folders a couple times, it's
important to note that Gmail does not actually
| | 00:22 | call the structure folders.
| | 00:24 | They're always called labels, and
you're just moving your emails out of the
| | 00:28 | inbox into a label.
| | 00:29 | It's a different way of thinking
about organizing and finding your mail.
| | 00:32 | So let's go ahead and start
moving some messages out of the inbox.
| | 00:36 | Here's my email, which is a coupon that
I had already given the label coupons.
| | 00:41 | So now I can continue to get give it that
label, but I want to move it out of the inbox.
| | 00:47 | So I'm going to place a checkmark next
to it and come up here to the action bar,
| | 00:50 | except instead of labels I
am going to select Move to.
| | 00:53 | I am going to choose the Coupons
label that I have already created.
| | 00:58 | Gmail tells me that the conversation
has been moved to the Coupon label.
| | 01:02 | You'll notice it's out of my inbox, and
if I want to find it again, I have to come
| | 01:06 | over here on the left-hand side
and choose Coupons, and there it is.
| | 01:10 | You will notice it doesn't have that
inbox tag like the rest of them did,
| | 01:14 | because of course we've
just moved it out of the inbox.
| | 01:18 | I am going to go back to the Inbox, and you can
do this for multiple things at the same time.
| | 01:23 | I can place a checkmark besides all my
eMarketer dailies that I want to move,
| | 01:28 | come over here to Move, and
select eMarketer Newsletter.
| | 01:34 | It's telling me the two conversations
have been moved. And again if I come over
| | 01:38 | here on the left-hand side and select
it, I can see now that only one of these
| | 01:43 | emails remains in my inbox.
| | 01:44 | The rest of them are just
strictly available in this label.
| | 01:48 | I can move it and
create a label at the same time.
| | 01:52 | I can check off a couple of these
Google calendar reminders, come up here to
| | 01:56 | Move to, and click Create New,
just like we did with the labels.
| | 02:01 | I'll call this label Reminders, click
Create, and now I can come back up here now
| | 02:07 | that it's been created and
move my reminders into that label.
| | 02:11 | They are now out of the inbox and over
here on the left-hand side in Reminders.
| | 02:17 | There's another way to move it.
| | 02:19 | Instead of placing a checkbox and
coming up here to Move to, I can
| | 02:23 | also click and drag.
| | 02:24 | For example, every time I hover my
mouse over the checkbox I get three dots
| | 02:30 | on the left-hand side.
| | 02:32 | If I'd move my mouse slowly over
those dots, the icon changes to a hand.
| | 02:36 | I can click and drag with the mouse
over the label that I want to move it to.
| | 02:42 | I can let it go for Reminders and
the conversation has been moved.
| | 02:47 | This is a great way to move things all at once.
| | 02:50 | I can select all these calendars, click
and drag, let go over Reminders, and all
| | 02:57 | of them will have been
moved into my Reminders tag.
| | 03:00 | At anytime I can move them back to the
inbox by coming over here and selecting
| | 03:05 | it and either choosing Move to > Inbox or clicking
and dragging and moving it back to the inbox.
| | 03:13 | You'll notice it's not removed from that tag.
| | 03:16 | However, it's also tagged with inbox,
letting me know that this email can now be
| | 03:20 | found in this label and in
the inbox at the same time.
| | 03:24 | Remember, it's just a different way of
thinking about how your email is organized.
| | 03:29 | There is the visual and there's the physical.
| | 03:31 | So now that you know how to start
organizing your mail, you can decide whether
| | 03:35 | you want to just tag a message or
label it and move it at the same time.
| | 03:40 | Now you can go through and start
organizing all your email just the way
| | 03:43 | you want it.
| | Collapse this transcript |
| Archiving and deleting messages| 00:00 | Gmail contains two different
ways to clean up your email:
| | 00:03 | archiving and deleting.
| | 00:05 | Delete a message when you're completely
sure you aren't going to need a message again.
| | 00:09 | It will be moved to the Trash label,
and Gmail will permanently remove it from
| | 00:12 | the trash and it will be
gone forever after 30 days.
| | 00:15 | To move a message to the trash, or
multiple messages, place checkmarks beside
| | 00:20 | them and select the Trash icon.
| | 00:24 | Gmail will tell you that the two
conversations have been moved to the trash,
| | 00:28 | and you can either wait 30 days for it to be
purged or if you need it back within that time,
| | 00:34 | over on the left-hand side, click More,
scroll down a bit because I have a few
| | 00:39 | labels, find the Trash
folder, and view your messages.
| | 00:44 | If you need them back, you can place
checkmarks beside them, select the Move To
| | 00:49 | icon, and select Inbox.
| | 00:52 | It will bring them back to
the Inbox and out of the trash.
| | 00:55 | I am going to come back to my Inbox,
because I want to talk about archiving.
| | 00:59 | Gmail would actually rather you archive
your messages instead of deleting them.
| | 01:03 | They want to use all that free space
they give you to keep messages just in case
| | 01:07 | you need them later.
| | 01:09 | Archiving a message removes it from your
Inbox and puts it into a special label
| | 01:13 | called All Mail so that it can be
out of sight and out of mind completely.
| | 01:17 | However, you can still search for it
should you need it years down the road.
| | 01:21 | To archive, select your messages that
you want to get out of the Inbox, and you
| | 01:25 | don't particularly want them in
any other label, and select Archive.
| | 01:30 | Gmail is going to tell you that 2
conversations have been archived.
| | 01:34 | To find those messages, you can either
do a search from the Search Bar, which
| | 01:38 | we'll talk about later, or you
can browse your All Mail area.
| | 01:42 | Over on the left-hand side, click More,
scroll down a bit, and select All Mail.
| | 01:50 | This is just what it says it is:
it's all your mail.
| | 01:53 | It's everything and all your
labels and your Sent folder.
| | 01:56 | It will tell you where the file is.
| | 01:59 | For example, the ones that say me
are things that were in my Sent folder.
| | 02:03 | Things that are in your inbox are
labeled inbox, and there are all these other
| | 02:07 | labels so I know where to find the messages.
| | 02:10 | You'll see that these are my entries
that I specifically archived to get them
| | 02:13 | out of everything except for the All Mail label.
| | 02:16 | To get back to your inbox at any time
just come over here on the left-hand
| | 02:20 | side, scroll up, and select Inbox.
| | 02:23 | Now, you can get things out of your
inbox, delete what you want, archive what
| | 02:28 | you think you're going to need years
down the road, and you will be able to find
| | 02:32 | everything that you need when you need it.
| | Collapse this transcript |
| Creating stars to visually organize messages| 00:00 | Labels allow you to categorize your
messages, and then any time you can read the
| | 00:04 | label or labels that
you've assigned to a message.
| | 00:08 | Stars is a system of Gmail
that allows you to further visually
| | 00:11 | categorize messages.
| | 00:12 | However, it's color-
coded rather than text-based.
| | 00:15 | It's up to you to create the key--that is,
what each color means for each starred message.
| | 00:21 | In the beginning, it might be helpful
to write a small list of your star system
| | 00:25 | and keep it in eyesight or
start with a small amount of stars.
| | 00:27 | The system will only truly work for
you in the best way possible if you can
| | 00:33 | remember why you starred a
message a particular color.
| | 00:35 | You can star a message with
different colors to indicate the means of
| | 00:38 | follow-up needed, for example by phone
or email, or star messages to separate
| | 00:43 | family versus customers.
| | 00:45 | It's really completely up to you.
| | 00:47 | To star a message, it will show up in
the inbox next to the Important marker.
| | 00:53 | You can place a checkmark
and that will star a message.
| | 00:56 | By default, you get this
one-star system in Gmail.
| | 00:59 | However, in Settings, you
can completely customize it.
| | 01:02 | Click the gear in the top right-
hand side and choose Settings.
| | 01:09 | Scroll down a bit in the General tag,
| | 01:11 | and here's where we can customize some
things that have to do with stars.
| | 01:15 | For example, by default, we get 1 star in use.
| | 01:18 | You have all these stars to choose from.
| | 01:21 | And to put it in use in your inbox,
take a star or an icon, select it, and drag
| | 01:27 | it to the In Use section.
| | 01:28 | I'll take this exclamation mark and this
purple question mark and bring them up.
| | 01:33 | When you're happy with your In Use
stars, scroll all the way to the bottom,
| | 01:38 | choose Save Changes, and let's go back
to our inbox by clicking Inbox, and now
| | 01:44 | we'll be able to star some more things.
| | 01:48 | The more you click on a star,
the color will change and you can set it to a
| | 01:53 | different star system.
| | 01:55 | Now remember, it's up to you to
decide what that key is going to be.
| | 01:58 | For example, if I have to reschedule
this, I can either mark it with my yellow
| | 02:03 | star or click it again to
mark with my exclamation mark.
| | 02:07 | I can do the same thing for some
more things that need follow-ups.
| | 02:10 | And this is a question that I have to answer.
| | 02:12 | So, I am going to click this a couple
of times and put it on my question mark.
| | 02:17 | Gmail, to see your updated changes, you can
come up here to the top and click Refresh.
| | 02:23 | Now look how my starring system has changed.
| | 02:26 | I can quickly see all my messages that I've
starred because I had set that as my Inbox Type.
| | 02:32 | Remember, to get to your Inbox Type,
change the Gear icon, go down to Settings,
| | 02:39 | click the Inbox Tab, and change your Inbox Type.
| | 02:44 | For example, you can put
your starred items first.
| | 02:47 | I still have mine set to Priority
Inbox, and my Starred Items is one of
| | 02:52 | the Inbox sections.
| | 02:54 | If I have a lot of starred items, I can
click Options and choose however many
| | 02:59 | starred items I want to
show up on that homepage.
| | 03:01 | I am going to go back to my inbox.
And it's up to me now to continue to
| | 03:09 | star more things or not.
| | 03:11 | If I'm all done with it, I can check
off that star, hit Refresh, and it gets
| | 03:17 | removed from the view.
| | 03:18 | So now you know that you have a star
system in addition to these labels to
| | 03:23 | really turn into an email ninja.
| | Collapse this transcript |
| Creating filters to automatically process messages| 00:00 | So far, I've showed you how to create
labels, move messages out of your inbox in-
| | 00:04 | to labels, delete or archive messages,
and even add stars to further visually
| | 00:09 | organize your inbox.
| | 00:10 | Let's have this all happen automatically
by creating filters--that is, a rule to
| | 00:15 | automatically process a message.
| | 00:17 | A filter can move a message, add a
star, apply labels, and even delete
| | 00:22 | or forward a message.
| | 00:23 | It's a way of adding a flow
to all your incoming messages.
| | 00:27 | There are three ways to create filters.
| | 00:29 | The first way is to click a message in
the view like you were going to act on
| | 00:34 | it and select More and then
choose Filter messages like these.
| | 00:41 | The From is already filled out, and now we
want to click Create Filter with this search.
| | 00:46 | Here's where we get to
decide what's going to happen.
| | 00:49 | When a message arrives that matches this
search, there are a lot of options that we can do.
| | 00:54 | To move a message, I am going to choose
Skip the Inbox and then apply a label.
| | 00:59 | So, it's going to take it out of my
inbox and apply a label at the same time.
| | 01:05 | I am going to choose my
label that I had already set up,
| | 01:07 | the eMarketer Newsletter.
Now, this is the important step.
| | 01:10 | Also apply Filter to 11 matching conversations.
| | 01:14 | I am going to place a checkmark next to this.
| | 01:16 | This means that this filter is
already going to act on the emails that are
| | 01:19 | already in the inbox.
| | 01:21 | Click Create Filter and
my filter has been created.
| | 01:25 | Now, all my eMarketing newsletters are
gone out of my Inbox, and they can be
| | 01:31 | found over here on the left-hand
side, in the eMarketer Newsletter label.
| | 01:34 | Any new eMarketer newsletters that are
going to come through are automatically
| | 01:39 | going to get filtered and
will just appear in that label.
| | 01:43 | Here's another way to add a filter.
| | 01:45 | I am going to come up here to the search box
and type in something that I want to filter.
| | 01:50 | In this case, I have an email down here in
the middle of the screen from the Google+ team.
| | 01:52 | I want to start filtering these.
So, I'll type Google+ into the search box.
| | 01:58 | But instead of hitting Enter, I am
going to click this down arrow to show
| | 02:02 | search options on the right.
| | 02:05 | Here's my search,
Has the words Google+, and I am going to select Create a
| | 02:09 | filter with this search.
| | 02:12 | I get the same screen.
| | 02:14 | I can decide what I want to do.
| | 02:16 | In this case, I am going to delete it,
because I don't need these notifications.
| | 02:20 | I can select Also apply filter to 3
matching conversations, Create Filter, and
| | 02:26 | anytime anything comes through with
Google+ in the email, it's going to go
| | 02:30 | right to the trash.
| | 02:31 | Finally, here's one more way to create a filter.
| | 02:34 | You can create lots of filters all in
one go by clicking on the gear in the
| | 02:38 | top-right, choosing Settings, going to the
Filters tab, and clicking Create New Filter.
| | 02:46 | This is where I can find all the
filters that I've already made,
| | 02:49 | but clicking Create a New Filter
will let me start one from scratch.
| | 02:53 | Here are some ideas.
| | 02:54 | I can tag and filter any newsletters
that come in by choosing Has the words
| | 03:00 | unsubscribe, like most newsletters do.
| | 03:02 | I can tag and filter purchases by
subject, maybe "Thank you for your order" or
| | 03:10 | just the word Order--things that all
order processing messages have in common.
| | 03:16 | I can also tag logins by searching for your
Username or just username, things like that.
| | 03:24 | You can be very creative and process
all your emails automatically by realizing
| | 03:30 | patterns that certain types of
emails always have in common.
| | 03:34 | I'll hit the X to get out of this because
there is one more thing I want to show you.
| | 03:39 | This is also the place to go when you
want to delete your filters,or just
| | 03:42 | see what kinds of things you are filtering
every once in a while in case you've forgotten.
| | 03:46 | Here are the current filters that we've set up.
| | 03:48 | It's the rule of the
filter and then what to do.
| | 03:52 | I can click Edit on the right-hand
side and change this at any time.
| | 03:56 | I can either change the criteria or
click Continue to change the action.
| | 04:01 | For example, maybe I still want to apply the
label, but I want to keep them in my inbox.
| | 04:06 | I can choose Update Filter, and it's
up to me if I want to place a checkmark
| | 04:10 | here to also apply the filter
to the 11 matching conversations.
| | 04:15 | I can delete it by selecting Delete
from the right-hand side or delete all my
| | 04:20 | Filters at once by placing
checkmarks next to them and selecting Delete.
| | 04:24 | It's going to ask me if I really want to
delete my selected filters. I can click
| | 04:29 | OK and now they're gone.
| | 04:31 | So, that's how you create filters, which
are basically mail rules to process the
| | 04:37 | flow of all your incoming mail.
| | 04:39 | I recommend taking the time to go
through your filters, see what they can do for
| | 04:43 | you, and see how they work for you to
really get your inbox lean and mean.
| | Collapse this transcript |
| Managing labels| 00:00 | Gmail makes it easy to add labels on
the fly, but what happens when you want to
| | 00:04 | edit, delete, show, or hide them?
| | 00:06 | You can do it all in one place in Settings.
| | 00:09 | So, let's click the Gear icon in the
top-right, choose Settings, and head
| | 00:14 | over to the Labels tab.
| | 00:17 | Now, the first thing that you can change
is you can show or hide the system labels,
| | 00:22 | meaning the ones that come with Gmail,
such as Important, Starred, Sent Mail,
| | 00:26 | Drafts, and All Mail, Spam, and Trash.
| | 00:29 | It's up to you whether you want
to see those on the left-hand side.
| | 00:32 | Click hide if you don't
want to see it, show if you do.
| | 00:37 | I am going to scroll down further.
| | 00:39 | This is where you'll find all the
labels that you created yourself.
| | 00:43 | The first option you have is whether
or not you want to create a new label.
| | 00:47 | You can do that at any time
by clicking Create New Label.
| | 00:50 | You'll see all your labels here and how
many conversations are tagged with that label.
| | 00:56 | You can click on it and edit it
to change the name of the label.
| | 01:00 | For example, I am going to take the S off
Coupons and just make it Coupon. I can hit return.
| | 01:05 | Gmail will tell me that the label Coupons
was renamed to Coupon at the top of the screen.
| | 01:10 | I can also do the same thing by
coming all the way over on the right-hand
| | 01:14 | side and choosing Edit.
| | 01:15 | It just brings up a prompt.
| | 01:17 | I can change it back to the S. I can
also create sublabels here too, by nesting
| | 01:22 | a particular label under something else.
| | 01:27 | When I am happy with my change, I can hit Save
or Cancel if I don't want to make the change.
| | 01:33 | I can also remove the label
completely by selecting Remove.
| | 01:38 | Now remember, it's not going to
delete the message or remove it.
| | 01:42 | If the message was originally in your
Inbox with a label, the message will stay
| | 01:46 | in your Inbox, but the label will be removed.
| | 01:48 | If the message was only visible in
this label on the left-hand side, meaning
| | 01:54 | you moved it, then that message will
still be available for searching, or in
| | 01:58 | the All Mail folder.
| | 02:00 | Now, there are two more
options for you with this label.
| | 02:03 | The first one is you have the option to
show or hide the label in the message list.
| | 02:08 | Now, the message list is basically
your inbox, or when you're looking at a
| | 02:13 | particular label, you can just not
see that label tag. It's up to you.
| | 02:18 | It might visually annoy you, but you
still want to be able to use it for searching.
| | 02:23 | In that case, you could hide it.
| | 02:24 | If you want to see it all the time, select Show.
| | 02:28 | Lastly, you have the option
to show it in the Label list.
| | 02:32 | The Label list is this left-hand side here.
| | 02:36 | You can show it or select
Hide if you don't want to see it.
| | 02:40 | You'll notice that Coupon just disappeared.
| | 02:43 | If I click show, it will reappear.
| | 02:47 | I can also show if unread. Selecting
this option means that the Coupon tag
| | 02:54 | will only show on the left-hand side
if a new email has brought in there that
| | 02:59 | I haven't read yet.
| | 03:00 | This is great if you have a filter to
automatically filter messages with that
| | 03:04 | Coupon label and move them to the Coupon label.
| | 03:09 | This way I can always catch out of
the corner of my eye and see if that
| | 03:13 | Coupon label is there, I will know that
there's a new email that I have to read in there.
| | 03:18 | When you're all done modifying your
labels and getting them all set up in a way
| | 03:21 | that works just for you,
there is nothing to save.
| | 03:24 | There is no option to save your changes here.
| | 03:26 | So, when you're all done, you
can simply go back to your Inbox.
| | 03:30 | At any time, you can click on the Gear,
go to Settings, choose Labels, scroll
| | 03:38 | down, and show or hide anything, if you
determine that it's just not working for you.
| | 03:43 | That's how you work with labels in Gmail.
| | Collapse this transcript |
| Searching your messages| 00:00 | Gmail doesn't want you to ever delete
your mail because it is so easy to find
| | 00:04 | your messages should you ever need them.
| | 00:06 | That's why they always want you to
archive your mail instead of deleting it,
| | 00:09 | because remember, when you archive
your mail it sits there in the All Mail
| | 00:13 | label, just waiting to be searched.
| | 00:15 | So, right now I'm going to show you the
most basic way to start searching your email.
| | 00:20 | Let's put the cursor in the search bar.
In its most simplest form, put a word in
| | 00:24 | and see what you get.
| | 00:25 | I will put the word that I'm
looking for and hit the Enter key.
| | 00:29 | It doesn't take long to do a very quick search,
and it found an email with that word in it.
| | 00:34 | I can click on the email, and any
occurrences of that word are going to be
| | 00:38 | highlighting yellow.
| | 00:40 | I can click the Back to Search Results
button and get back to my search results.
| | 00:44 | Now, you'll also note that there's a tag
that shows where that email is located.
| | 00:48 | For example, this one is in the inbox.
| | 00:50 | If there was no tag, then that means
that the only place that that email is
| | 00:54 | located is in the All-Mail Archive.
| | 00:56 | There are some more things I can do.
| | 00:58 | For example, I can click the
Show Search options dropdown.
| | 01:01 | Here is where I get a much more
thorough list of criteria that I can search on.
| | 01:06 | For example I can even
choose where I want to search.
| | 01:10 | By default, it searches all your mail,
which is all these folders and labels.
| | 01:15 | However, I can refine that to only
search my Inbox, Starred Mail, Sent Mail, and
| | 01:20 | any other system label.
| | 01:22 | Down below, I can find all
my custom labels that I made.
| | 01:25 | I can search on those too.
| | 01:28 | I can fine-tune and suggest whether I
only want to search the From, the To,
| | 01:33 | the Subject, or whether or not that email
has the words or doesn't have certain words.
| | 01:38 | I can even choose whether or not the
email has an attachment, and I can search
| | 01:43 | within a certain date range.
| | 01:45 | In that Date Range, I could even put
a dates like Today, meaning whatever
| | 01:49 | today's date is. Gmail will automatically
know and will use that to refine the search.
| | 01:56 | There's one thing that I want to do here.
| | 01:58 | I can put in a particular search,
such as emarketer google, hit the blue
| | 02:02 | magnifying glass to search
my name, and get some results.
| | 02:06 | Now, this isn't exactly what I was looking for.
| | 02:09 | I can see that the emails are emails
containing the words emarketer and google.
| | 02:14 | However, I want emarketer or Google,
| | 02:18 | so I am going to come in here and type a
capital OR in between emarketer and google.
| | 02:24 | I can hit Return and now I
get much more search results.
| | 02:28 | I get anything that contains
eMarketer or the word Google.
| | 02:32 | Now, it seems like a strange search.
| | 02:33 | The reason that I wanted to do this
search is because I wanted one that would
| | 02:36 | give me a lot of results
to show you one more thing.
| | 02:39 | By default, Gmail only
shows you the first 20 results.
| | 02:44 | However, if you look on the
right-hand side, you can see how many you get.
| | 02:48 | For example, this is message 1
through 20 of about 26 search results.
| | 02:53 | To get to the next page of search
results, I can click on this Older button.
| | 02:58 | Here's the rest of my search.
| | 02:59 | When you're wading through pages and
pages of search results, it behooves you to
| | 03:04 | use this button here and go
right to the newest or the oldest.
| | 03:08 | This is a quick way to get back to
the top and change the sort order of
| | 03:13 | your search results.
| | 03:14 | You can get to the
oldest or the newest this way.
| | 03:17 | I can also refine this.
| | 03:18 | I can put one more word in. For example,
I can type the word walk in here, and
| | 03:23 | now I get a very specific email.
| | 03:24 | Here is a Google Calendar
with the word Walk in it.
| | 03:27 | That's exactly what I was looking for.
| | 03:29 | So, this is the most basic
way to perform a Google Search.
| | 03:32 | To get back to your Inbox, click Inbox,
and the search results are cleared.
| | 03:36 | Up next, I am going to show you
how you can do some really advanced
| | 03:40 | searching using operators.
| | Collapse this transcript |
| Advanced searching with operators| 00:00 | I showed you how to do basic
searches to find your mail, but with a few
| | 00:04 | memorized operators, you can refine your
search is to return only those results
| | 00:08 | you need without having to go into this dialog.
| | 00:11 | You can use these operators
right from the Gmail search bar.
| | 00:15 | You can apply filters or labels to any
of these searches that you perform at any
| | 00:19 | time, remember, by selecting
Create a Filter with this search.
| | 00:23 | So let's get started with
some advanced search operators.
| | 00:26 | To search for particular message from
somebody, type from and who you're looking.
| | 00:30 | For example, from shea.
| | 00:33 | You can also do the opposite and
search for messages To somebody.
| | 00:37 | These are messages that I have sent to Sally.
| | 00:41 | You can also search on the subject,
and you can use these keywords with
| | 00:47 | operators like or and and.
| | 00:50 | from:Sally OR from:Shea.
| | 00:54 | Here are messages that
are from:Sally OR from:Shea.
| | 00:59 | You can also search on labels. Label Coupon.
| | 01:06 | Now I can quickly find any messages
with that label without having to come
| | 01:10 | up here on the left.
| | 01:11 | Now remember, you have the
option to hide these labels.
| | 01:15 | If you can remember that you have it,
you come up here and search for that label
| | 01:19 | whenever you want to get to it.
| | 01:21 | You can also search for
messages that have attachments.
| | 01:26 | Here's all the messages that I
have that contain attachments.
| | 01:30 | Now you'll notice that some of the
files I have sent, because all mail contains
| | 01:35 | everything including any
custom folder here from Gmail.
| | 01:40 | You can look for messages that is spam.
| | 01:44 | I don't have any which is good,
but it brought me to my spam label.
| | 01:48 | We can also search for is unread or is read.
| | 01:56 | The neat thing is you can even search for stars.
| | 01:59 | For example, I can search for a
message that has a yellow star.
| | 02:03 | I don't think I've done that,
but I know I've done some of the ones.
| | 02:08 | I can't remember the name.
| | 02:09 | I'll show you how to find out.
| | 02:11 | Let's go over to our gear and choose Settings.
| | 02:17 | In Mail settings let's go down to our stars.
| | 02:21 | Here's the ones that I have in use.
| | 02:23 | I remember that I had this question mark,
but I can't remember how to search for it.
| | 02:28 | But if I hover the mouse over it, it's
going to tell me, purple-question and
| | 02:32 | with the exclamation mark it's red-bang.
| | 02:36 | That's how I search for these.
| | 02:38 | I am going to come back up
here, has purple-question.
| | 02:44 | I can hit Enter and here's my star.
| | 02:47 | I can also search for things by date.
| | 02:49 | For example, I can search for
something that was before March 27, 2013.
| | 02:56 | Now it has to be in a very specific order.
| | 02:58 | It has to be year, month, and date.
| | 03:05 | Hit Enter and here's all my emails.
| | 03:08 | I can see the date on the right-hand side.
| | 03:11 | You can also search for any
of these operators together.
| | 03:14 | For example, from:Shea and has attachment.
| | 03:19 | For example, if I'm looking for a
particular email from:Shea and I know she sent
| | 03:23 | me and it had an attachment.
| | 03:25 | There is a complete list of
advanced search operators from Gmail help.
| | 03:31 | You can get to it by going to
support.google.com/mail/answer/7190 in a browser.
| | 03:41 | This will take you to complete
list of advanced search operators.
| | 03:47 | Memorize the ones that you think are going
to be really useful to you, and use them often.
| | 03:51 | It will just reinforce how easy it is to use.
| | 03:54 | Soon you'll find that you can find
any email you're looking for in Gmail.
| | Collapse this transcript |
|
|
4. Managing Your Gmail Account and SettingsAdding your other email accounts to Gmail| 00:00 | Nowadays it's rare to find a
person who has a one email address.
| | 00:04 | Since most of us have an email address
that comes with our home Internet service
| | 00:08 | provider or an additional one online
such as Outlook.com, it's difficult and
| | 00:13 | annoying to have to check
email in multiple places.
| | 00:16 | Fortunately, Gmail let's us add
that POP3 email address and check
| | 00:19 | it from within Gmail.
| | 00:21 | To add another account click the gear in
the top right-hand side and go to Settings.
| | 00:27 | Change to the Accounts and Import tab.
| | 00:30 | Now here's where you can
add another email account.
| | 00:33 | If you had another account that you
wanted to migrate over to your Gmail
| | 00:37 | account, you can select
Import mail and contacts.
| | 00:41 | This is great for when you're
completely done with that account and you want to
| | 00:45 | bring your mail over and
start using it in Gmail.
| | 00:47 | But if you have another email account
that you want to use alongside Gmail, you
| | 00:52 | can check that now frequently.
| | 00:53 | Now, you can change the frequency that
Gmail will check your other account and
| | 00:57 | pull your mail in, which is
currently about every 15 minutes.
| | 01:00 | But you can still check it.
| | 01:02 | So let's select Add a POP3
mail account that you own.
| | 01:07 | You can add up to five accounts you own,
but for now I'm this can put one of
| | 01:11 | them in. Put in email
address and click Next Step.
| | 01:16 | Gmail is going to attempt to
determine the POP settings for that account.
| | 01:21 | But if it doesn't know what they are,
then something you'll have to gather ahead
| | 01:25 | of time is the POP3 server.
| | 01:28 | For example, this one is pop3.live.com,
but you may need to find out what yours
| | 01:33 | is from your home ISP.
| | 01:34 | You'll also need to port that
that POP3 server uses.
| | 01:38 | Put in the password and then decide
whether or not you want to leave a copy of
| | 01:43 | the retrieved messages on the server.
| | 01:45 | It's up to you to make this choice,
but if you do is still check that mail
| | 01:49 | frequently from that place, click this button.
| | 01:52 | That way the messages will
be there waiting for you.
| | 01:55 | Otherwise, they will get removed
from that server and put only on Gmail.
| | 01:59 | You can also decide whether or not
you want to label incoming messages.
| | 02:03 | This will identify them as coming from
that account, which may be useful for you.
| | 02:08 | You can select any other label
you want or create a new one.
| | 02:13 | If you don't label them, you may have
difficulty figuring out which messages
| | 02:16 | were sent to this email address
versus the ones that were sent straight to
| | 02:20 | your Gmail account.
| | 02:22 | You can also place a checkmark here
to archive incoming messages, which will
| | 02:25 | skip the inbox completely and label the
messages so that you can use them for searching.
| | 02:30 | When you're done select Add Account, and
there's one more decision you need to make.
| | 02:37 | You can also now send mail from
the account that you're pulling in.
| | 02:42 | It's up to you to decide
whether or not you want to or not.
| | 02:45 | In this case, I do
so I'm going to leave it at the default of Yes.
| | 02:49 | Select Next Step, and here's where
you're going to tell Gmail a little bit about
| | 02:54 | that other email address.
| | 02:55 | For outgoing mail you can decide what
name you want to identify yourself with,
| | 03:00 | and whether or not you want
to treat this as an alias.
| | 03:03 | Now, what this check box does is
enable you to do a special search.
| | 03:07 | When you're searching mail for
Gmail, you can use special words.
| | 03:11 | For example, if you're searching
mail that was sent to you, you can
| | 03:14 | actually type in the word "me" and
Gmail will know that any mail sent you to
| | 03:20 | include in that search.
| | 03:21 | If you click Treat as an alias then
when you search on mail sent to me, it will
| | 03:26 | also include any mail that
comes to this email address.
| | 03:30 | So it's a personal choice whether or
not you want to include this in searches
| | 03:34 | for mail addressed to you.
| | 03:35 | Click Next Step when you're ready, and
now you have to decide whether or not you
| | 03:40 | want to send mail out through
Gmail or the SMTP servers of your ISP.
| | 03:46 | In this case, Gmail knows what SMTP
servers to use for Outlook.com, but if it
| | 03:51 | doesn't that's another one that
you'll have to find out form your ISP,
| | 03:55 | what the SMTP outgoing mail
server is and what port they use.
| | 03:59 | In this case I don't need to identify
my outgoing mail through Outlook.com,
| | 04:04 | so I'm just going to leave the default
is sent through Gmail. Click Next Step.
| | 04:09 | Now we have to Send verification. We need
to prove that we own this email address
| | 04:16 | before we can send mail on
behalf of that email address.
| | 04:19 | Click Send Verification and then you
have to go to that email account and look
| | 04:25 | for an email address.
| | 04:27 | It will come from Gmail, and
you can put it in the code.
| | 04:30 | I've got that code already via email,
so I'm going to put it in here.
| | 04:35 | Click Verify and now my account's been
verified, and I can send mail through that account.
| | 04:42 | It's going to tell me how often the mail
was checked, and I can view History just
| | 04:46 | to make sure that everything is
working, and I can also check mail now,
| | 04:50 | for example, if I'm waiting for
something urgent and I don't want to wait the
| | 04:54 | entire 15 minutes that it's going to pull.
| | 04:57 | I can come back to my inbox and see my mail.
| | 05:01 | For example, here in everything
else--I'm going to scroll down--
| | 05:05 | you'll notice that there's
lots of mail with a new label.
| | 05:08 | This is all the mail that's
pulled in from that account.
| | 05:11 | There's one more thing I want to show you.
| | 05:12 | If I click the Compose button, I now
have a pulldown menu beside my name.
| | 05:19 | Here's where I can choose the From address.
| | 05:21 | I can send mail through the default
of Gmail or I can send it through my
| | 05:26 | Outlook.com account, because we had it
choose. You'll get that choice now with
| | 05:31 | every mail that you compose.
| | 05:35 | If you decide that you don't want to
get email anymore from this third-party
| | 05:39 | account, you can remove it at any time.
| | 05:41 | We'll click on the gear, go to Settings,
go back to our Accounts and Imports
| | 05:46 | tab, find the Send mail as feature and
delete it, and find the Check mail from
| | 05:52 | other accounts and delete it.
| | 05:54 | You can also click Delete to Check mail
so that you won't get any more mail from
| | 05:59 | your Outlook.com account, but
still keep your send mail as.
| | 06:02 | This could be useful if you do want to
check mail anymore or have mail from a
| | 06:06 | different account flood your Gmail
account. But it's still useful to send mail
| | 06:10 | on behalf or this other account.
| | 06:11 | It's entirely up to you.
| | 06:13 | You can also change the default address.
| | 06:16 | For example, if you clicked Make default
beside your external email address, then
| | 06:21 | any new email, when you click the red
Compose button in Gmail, will default to
| | 06:26 | this third-party address.
| | 06:27 | That's how you can add and work
with multiple accounts in Gmail.
| | Collapse this transcript |
| Configuring desktop alerts and notifications| 00:00 | It's hard to know when you have new email
and aren't currently on the Gmail website.
| | 00:04 | There's a couple of options you have to
be notified of new mail when you're away
| | 00:07 | from the site or even have your browser closed.
| | 00:10 | If you use Google Chrome as your
browser, you can use something called the
| | 00:12 | desktop notifier to see a pop-up when
you're browsing any other site than Gmail.
| | 00:18 | To enable desktop notifications using
Chrome click the gear tab, go to Settings,
| | 00:26 | in the General tab scroll all the
way down to find Desktop Notifications.
| | 00:32 | Now currently, Mail notification is off.
| | 00:34 | The first thing I have to do is select
New mail notifications on, and it's up
| | 00:39 | to you whether you want any new mail
notifications or only important mail notification.
| | 00:44 | You're not quite done.
| | 00:45 | You can't forget to click Click here
to enable desktop notifications for Gmail
| | 00:50 | right above the desktop notifications area.
| | 00:54 | Clicking that button will bring up a
pop-up at the very top of the Chrome
| | 00:58 | browser that asks if google.com
can show desktop notifications.
| | 01:03 | You need to come over here to
the top-right and click Allow.
| | 01:07 | Once you've got that done, you can
come down, select Save Changes on your
| | 01:11 | settings, and head back to your inbox.
| | 01:15 | Now you do have to keep the Gmail tab open.
| | 01:18 | So you have to be using the Chrome browser.
| | 01:20 | You still need Gmail open as a tab,
and you can't be signed out of Gmail.
| | 01:25 | But if all those criteria are met, you
can surf anywhere you want on the web as
| | 01:29 | long as that tab is open.
| | 01:31 | When you get new mail you'll get a little pop-
up in the top right-hand screen to prove that
| | 01:37 | that notifier is really working.
| | 01:39 | In one second I'll show you
what that looks like. Here it is.
| | 01:43 | In the top-right of the screen I
can see that I've got some new mail.
| | 01:47 | I can click on it and get
taken right to the message.
| | 01:49 | Now, if you're not using the Chrome
browser or you don't always have the Gmail
| | 01:53 | tab open, you still have an option.
| | 01:56 | You can download a tool
called the Gmail Notifier.
| | 01:59 | Now, that's located toolbar.google.
com/gmail-helper/notifier_mac.html if
| | 02:09 | you're using a Mac.
| | 02:10 | There is a PC version, and you can
click on Gmail Notifier for Windows
| | 02:14 | users available here.
| | 02:16 | So let's click Download Google Notifier
for Mac, accept the terms of service by
| | 02:21 | clicking Agree & Download,
and it's going to download.
| | 02:25 | When it's all done I can
click on it and install it.
| | 02:28 | Once I've double-clicked on the
installer, I'm going to minimize my browser and
| | 02:32 | drag the Google Notifier
application over to my Applications folder.
| | 02:38 | I can double-click on
Applications and find the Gmail Notifier.
| | 02:43 | Click on Google Notifier, and it's
going to ask us if we really want open it
| | 02:49 | because we downloaded it from the Internet.
| | 02:51 | Select Open will prompt you for
your Gmail username and password.
| | 02:56 | Click Sign In, and the Gmail
Notifier is working already.
| | 03:02 | This is what we'll see.
| | 03:04 | You don't even need a browser open
and you don't need any tabs open.
| | 03:07 | So that's how you can keep track of
your email without actually even needing a browser.
| | Collapse this transcript |
| Managing your Gmail account| 00:00 | We've gone into settings quite a few
times for various videos, but now it's time
| | 00:04 | to look for your actual Gmail account settings.
| | 00:07 | Where are those located?
| | 00:09 | There's two places to find them.
| | 00:11 | The first one is by clicking the gear,
choosing Settings, and heading over to the
| | 00:17 | Accounts and Import tab.
| | 00:19 | Right at the top is where you
can change your account settings.
| | 00:22 | You can change your password, and you can
also change your password recovery options.
| | 00:27 | For example, I'll click on that
link and show you what I mean.
| | 00:30 | You have to put in your password
before you can get in to set your recovery
| | 00:34 | passwords for security.
| | 00:35 | Click Verify and once Gmail know
you're you, you can come in here and change
| | 00:40 | some of your options.
| | 00:41 | You can add a mobile phone number.
| | 00:43 | This way if you ever lose or forget your
Gmail password, they can text you a new
| | 00:48 | code that you can put in to this phone number.
| | 00:50 | You can also add and edit alternate
email addresses so that Gmail has another
| | 00:55 | way to reach you if they need to.
| | 00:57 | Click Save to get out of this and be
brought back to your summary. Because it
| | 01:01 | opened in a new tab, you can close out of it.
| | 01:06 | There's some other Google
account settings you can change also--
| | 01:09 | for example, your Google profile.
| | 01:11 | This is where you can see what your
primary email address is, what your
| | 01:15 | primary language is, and how much
storage space you're are actually using in
| | 01:19 | your Gmail account.
| | 01:20 | This is also where you can come down
and close your account completely if you
| | 01:24 | decide that you're done with Gmail.
| | 01:26 | You can edit your Google+ profile
from here by clicking Profile and privacy
| | 01:31 | on the left-hand side.
| | 01:32 | This is where you can see your Google
profile, which is consistent across all
| | 01:36 | Google products that you use with this account.
| | 01:40 | There's one more way to get here.
| | 01:41 | I'm going to close out of this
window and bring us back to Gmail, back to
| | 01:45 | our inbox, and show you that if you
go way up here the top-right, you can
| | 01:50 | access those screens also.
| | 01:52 | This is more consistent with your Google
account rather than your Gmail account.
| | 01:56 | For example, if you go to many Google
products like YouTube or Google+ or Google
| | 02:01 | Drive, you'll notice that this was
always visible in the top right-hand side.
| | 02:06 | Clicking on this triangle
will bring you into two settings.
| | 02:09 | You can go into your account settings
by clicking Account, which is where we just
| | 02:13 | were, or you can click on the
triangle and click View Profile.
| | 02:21 | This will bring you into your Google+ profile.
| | 02:24 | If it looks a little unfamiliar,
it may be because you've never been into your
| | 02:29 | Google+ profile before,
| | 02:31 | so I encourage you to explore it a little bit.
| | 02:34 | You can always disclose right out of
this window and you'll be back to Gmail.
| | 02:39 | So that's where you can access
your actual Gmail accounts settings.
| | 02:43 | Remember, Gear > Settings > Accounts and
Imports and then Other Google Account settings.
| | 02:51 | This is where you can close your account,
find out how much storage space you're
| | 02:55 | using, and change your password.
| | Collapse this transcript |
| Exploring Gmail settings| 00:00 | I've shown you lots of settings in
Gmail, but I wanted to take some time to
| | 00:04 | show you some other settings you can change
that didn't really fit into other chapters.
| | 00:08 | So let's head over to our trusty gear
icon in the top right-hand side of the
| | 00:11 | screen and select Settings.
| | 00:14 | In the General tab there's
some other useful settings.
| | 00:17 | For example, you can change how many
conversations and messages appear per page,
| | 00:22 | according to what works for you.
| | 00:25 | You can also change the Default reply
behavior when you're replying to a message.
| | 00:30 | It defaults to Reply, but you can
change it to Reply all. Though I don't
| | 00:34 | actually recommend it because it's very
easy to forget that you have this option
| | 00:37 | set, and sometimes Reply
all is not the best choice.
| | 00:40 | You can also change the default text
style. So you can change the body, the
| | 00:46 | color, even the style and size of the
text when you're composing new messages.
| | 00:53 | Scrolling down, I can toggle conversation
view on or off, which threads my messages.
| | 01:01 | I can even change my picture.
| | 01:03 | This is going to be visible to
everybody, including people I chat with. Or I can
| | 01:07 | make it visible only to people that I chat with.
| | 01:12 | Scrolling down, something else that's
useful to change if you want is snippets.
| | 01:17 | You remember in the message list in
the inbox you could see who the message
| | 01:20 | was from, the subject line, and then a little
one-sentence preview of the body of the email.
| | 01:26 | You can select No snippets and it will turn
that off and will only show you the subject line.
| | 01:32 | I'll hit Save Changes to
show you what that looks like.
| | 01:35 | Let's come back to our Inbox,
and you'll notice the preview is gone.
| | 01:39 | You could only see the
subject line of my emails.
| | 01:42 | It's a personal preference, but you needed
to know that you have the option to set that.
| | 01:46 | So I encourage you to go through
your settings and find some things that
| | 01:50 | work for you.
| | Collapse this transcript |
|
|
5. Working with ContactsIntroducing and navigating contacts| 00:00 | Like most mail programs, Gmail
isn't just email. It also gives you
| | 00:04 | contact management.
| | 00:05 | As most of the people you talk to
nowadays have multiple ways of getting in
| | 00:08 | touch with them, you don't
have to remember any of it.
| | 00:11 | Gmail has a built-in contact section
to hold all the email addresses and phone
| | 00:15 | numbers of the people you talk to the most.
| | 00:17 | So here's a quick
overview of the contacts screen.
| | 00:19 | To get into contacts click the Gmail
link at the top-left of the screen
| | 00:24 | and choose Contacts.
| | 00:26 | Here's the Contact page.
| | 00:28 | So let's take a quick look, clockwise,
and go over what some of these things are.
| | 00:32 | Here's the link to get back to Gmail
when you're done being in contacts.
| | 00:35 | Select Gmail and it'll
take you back to your inbox.
| | 00:39 | Like Gmail, this is the action button.
When you select an email you'll get more
| | 00:44 | options, and you can do actions
on whoever you have selected.
| | 00:48 | This is how you can navigate through
long lists of contacts, and you have your
| | 00:53 | gear icon with your settings just like
you did in Gmail. Coming over the bottom
| | 00:57 | of the screen, you can still chat with
people right from your contacts, and here's
| | 01:01 | where you can navigate your contacts.
| | 01:03 | Now there's some important groups in here.
| | 01:05 | The first one of My Contacts.
| | 01:08 | These are the contacts that
Gmail knows you really care about.
| | 01:11 | While Gmail populates this for you, you
can add anyone to My Contacts group at
| | 01:15 | any time by selecting their name in
the name view, clicking the group icon, and
| | 01:21 | making sure My contacts
has a checkmark next to it.
| | 01:25 | This is the group that will usually sync
first with mobile devices, and it's also
| | 01:29 | the first group that Gmail uses to
autocomplete names while composing an email.
| | 01:33 | So Gmail considers this a
high-priority group for you.
| | 01:36 | Circles are Google+ circles that you
add people to while navigating Google+.
| | 01:41 | Don't worry if you don't use Google+.
| | 01:43 | These groups can just sit
here, and that's perfectly fine.
| | 01:46 | Most contacted includes the 20
addresses that you use most frequently.
| | 01:52 | This is constantly updating itself by Gmail.
| | 01:55 | Other Contacts are contacts that
haven't been included in any other group, such
| | 01:59 | as My Contacts or Most Contacted.
| | 02:01 | So if you know you have a contact and
you can't find them in My Contacts, come
| | 02:06 | down to Other Contacts.
| | 02:08 | And remember, at anytime you can place
a checkmark next to their name, click
| | 02:12 | the group, select My Contacts, click Apply, and
now they'll be part of your My Contacts group.
| | 02:21 | In the middle here we have
the main contacts screen.
| | 02:24 | At anytime you can click on a name
and get into their main contacts screen.
| | 02:29 | Click this back button to
get back to the Contacts list.
| | 02:32 | Of course, finally, to get back to Gmail
at any time click the red Contacts link
| | 02:38 | in the top right-hand screen and select Gmail.
| | 02:42 | You'll be brought back to your inbox.
| | 02:45 | So that's a brief tour of
how to navigate contacts.
| | 02:48 | Up next, we'll start creating some contacts.
| | Collapse this transcript |
| Creating and editing contacts| 00:00 | The people you send emails to will be, by
default, turned into a contact for convenience.
| | 00:05 | You can disable this in Settings,
which I'll talk about later, but knowing
| | 00:08 | this could solve the mystery of why
your contacts are much more populated
| | 00:12 | than you initially planned.
| | 00:13 | You can also add new contacts yourself
manually at anytime. You can click the
| | 00:18 | big red New Contact button in the top
left-hand side of the screen and now you
| | 00:22 | can just fill in as much
or as little as you want.
| | 00:24 | You can click in Add name and start
typing, add a picture if you want, come down
| | 00:30 | to the Email field. You can also choose,
by clicking Home, whether or not you're
| | 00:36 | going to add a home or work email address.
| | 00:39 | Fill in as much or as little
as you know. Select more fields.
| | 00:44 | Again, with the phone you can click on
the dropdown buttons and choose what
| | 00:47 | kind of phone it is.
| | 00:50 | You can even come up here on the
right-hand side and add a note.
| | 00:54 | Up here at the top, Google will attempt
to determine if this email address is
| | 00:58 | connected or has a Google account
already. If it doesn't, you'll get an Add
| | 01:02 | and invite button. If they do, that
will find that profile and you'll be
| | 01:06 | connected through Google.
| | 01:08 | When you're all done, you can more
fields by clicking this dropdown next to Add
| | 01:13 | at the bottom of the screen and add
some more fields if you have them.
| | 01:17 | If not, you can click on Back
to go back to your contacts.
| | 01:22 | Now, Google tells me that they have been
saved up here at the top of the screen.
| | 01:26 | I can also tell that it's been saved
because the Saved button is grayed out.
| | 01:30 | Clicking Back will take me to my
contacts, and because I created this
| | 01:33 | contact manually, Google knows it's
important, and that user has been added to
| | 01:37 | the My Contacts group.
| | 01:39 | You can edit it at anytime by finding your contact
and simply clicking on it in the contact list.
| | 01:46 | I can edit some more things, and this
time I can come up and click the Save now
| | 01:51 | button on the top right-hand side.
| | 01:53 | When I have saved it I
can go back to my contacts.
| | 01:56 | I can also delete a contact at any
time by selecting them in the view,
| | 02:00 | or multiple contacts,
| | 02:03 | coming up here to the More button at the
action screen, and selecting Delete contacts.
| | 02:09 | They have been deleted, and that's how
easy it is to add and delete contacts in Gmail.
| | Collapse this transcript |
| Creating and editing contact groups| 00:00 | A contact group is a compilation
of email addresses bundled into one
| | 00:04 | unique contact name.
| | 00:05 | The group is something that everyone
has in common, or a group of people that
| | 00:09 | you find yourself always sending email to.
| | 00:11 | So instead of manually adding everyone
to an email all the time, you can add them
| | 00:15 | to a group, and then address the email
once using the group name. This is good
| | 00:19 | for groups of friends, local
clubs, and work departments.
| | 00:23 | To create a group, select the contact
or multiple contacts that you want to put
| | 00:27 | in the group first and then click
the Group button in the action bar.
| | 00:34 | Click the dropdown and choose Create new.
| | 00:37 | Type in your name, and when you're
happy with it, click the blue OK button.
| | 00:44 | Your group has been created.
| | 00:46 | Because you created the group, it will
show up in the My Contacts section on the
| | 00:51 | left-hand side of your screen.
| | 00:52 | At any time, to see who is in a Group,
simply click on the group name on
| | 00:56 | the left-hand side.
| | 00:58 | You can also see how many people are in it
by the parenthesized number beside the group.
| | 01:02 | To remove somebody from a group, click
on their name, find the group name in all
| | 01:08 | their labels, click the black dropdown
arrow, and select Remove from this group.
| | 01:14 | Click the back arrow to get back to the
group. Yhere is just a few more things
| | 01:17 | I want to show you.
| | 01:19 | You can rename the group by selecting
More, when your group is still active, and
| | 01:23 | choose Rename group.
| | 01:27 | You can put in a new name and click OK,
and as you can see, our group name has updated.
| | 01:33 | You can also delete the group
by selecting More > Delete group.
| | 01:39 | Now it's important to note that
deleting a group will not delete the contacts
| | 01:43 | that are in the group; it will
just delete the group from existing.
| | 01:46 | Most importantly, to finally send an email to
the group, let's get back to our Gmail inbox.
| | 01:52 | I am going to select Gmail from the
Contacts list, click the red Compose button,
| | 01:57 | and in the To field, I am going
to start typing my group name.
| | 02:01 | Gmail will autopopulate it
with my group name that I created.
| | 02:05 | I can click on it and it will populate
with all the people that are in that group.
| | 02:09 | I can then just type my subject
in the body of my email as normal.
| | 02:13 | So that's how you work with groups in Gmail.
| | Collapse this transcript |
| Exporting, importing, and restoring contacts| 00:00 | You can import contacts, export your
contacts, or even just a subset of your
| | 00:04 | contacts for use in another email
program or to share with somebody else, and
| | 00:08 | you can also restore deleted contacts.
| | 00:11 | Before I start importing them and
deleting them, I want to show you how
| | 00:14 | to restore contacts.
| | 00:16 | If you've deleted all your contacts
and realized you made a terrible mistake,
| | 00:19 | it's not too late to get them back.
| | 00:21 | You have up to 30 days to
recover deleted contacts in Gmail.
| | 00:25 | We do that by entering on Contacts and
selecting More from the action bar and
| | 00:29 | choosing Restore Contacts.
| | 00:32 | You have a timeframe to restore to.
| | 00:34 | So think about the last time you had
your contacts all set up the way you
| | 00:38 | wanted to, because the decision that you make is
going to affect the contacts that are restored.
| | 00:43 | In this case I'll choose 10 minutes ago,
select the blue Restore button, and
| | 00:49 | it's going to bring all my contacts back.
| | 00:51 | So the sooner you realize that you
need your contacts back, the better chance
| | 00:54 | you'll have in making a full recovery.
| | 00:57 | You can export your
contacts by selecting More > Export.
| | 01:03 | You can export all your contacts, or
even just a subset of contacts by choosing
| | 01:07 | them from the dropdown list. Any groups
that you have here you can choose also.
| | 01:12 | Next you need to choose what
format you want to export them in.
| | 01:15 | To make this decision, think about
what you want to do with the contacts
| | 01:18 | once you export them.
| | 01:19 | For example, if you're going to import
your contacts into another Google product
| | 01:23 | then select Google CSV format.
| | 01:26 | If you're going to import them into
Outlook or some other email program, choose
| | 01:29 | Outlook CSV format. Where vCard format
is a good suggestion if you're going to
| | 01:34 | import your contacts into an iPhone or a Mac.
| | 01:38 | I can select Google CSV; that's fine.
And I'll choose the blue Export button.
| | 01:44 | It's going to get brought into my
downloads folder, and I can click on that on
| | 01:47 | the top right-hand side and look at
my file, just to see what came over.
| | 01:52 | As you can see, it exports everything,
including all the available fields
| | 01:57 | that you have populated.
| | 01:59 | I'll close this back out, go back to my
browser, because the last thing I want
| | 02:03 | to show you is how to
import contacts into Gmail.
| | 02:06 | I'm still in My Contacts.
| | 02:08 | I am going to choose More > Import.
| | 02:12 | This is great when you're bringing over
contacts from another email program if
| | 02:16 | you're migrating over to Gmail.
| | 02:18 | You need to choose the file yourself.
You'll have to exported them already.
| | 02:22 | For example, I can't read in
from a program like Outlook.
| | 02:26 | So you need to first go into Outlook,
and export your contacts there, save
| | 02:30 | them as a CSV file, and then come back
in here so that you can choose your file.
| | 02:35 | Now, I've already done that and I
have a file sitting there on my desktop
| | 02:39 | waiting to be imported.
| | 02:40 | So I am going to select Choose File,
I'll go to my Desktop, and I'll find my
| | 02:46 | contacts.csv that I've
exported from my other email program.
| | 02:50 | I'll click Choose, then Import,
and Gmail imports them in.
| | 02:57 | Gmail will title the group the
date that you imported them in.
| | 03:01 | This way you'll always be able to find
groups of contacts that you import very easily.
| | 03:07 | Contact lists can get very large, and
very unruly very quickly, especially if
| | 03:11 | you're importing big groups of contacts.
| | 03:14 | Duplicates can very easily get created,
especially if you've jumped from email
| | 03:19 | program to email program.
| | 03:20 | Gmail has a Find & merge duplicates feature.
| | 03:24 | To do that, the first time you go into
that group, Gmail will tell you at the top
| | 03:28 | of the screen that the contacts
have been imported, but not yet merged.
| | 03:32 | Select Find & merge duplicates and
Gmail will tell you which contacts are the
| | 03:37 | same, that already existed in your Contact list.
| | 03:40 | If you're happy with the selection, you
can uncheck anybody that you don't want
| | 03:44 | to merge. Click the blue Merge
button at the bottom of your screen.
| | 03:48 | The contacts will be merged and now
you've successfully migrated all your
| | 03:53 | contacts over to Gmail.
| | 03:54 | So as you can see, you have lots of
options. You can import, delete, and even
| | 03:59 | restore lost contacts.
| | Collapse this transcript |
| Changing contact settings| 00:00 | There's not a whole lot of settings to
worry about for Contacts, but you do need
| | 00:03 | to know how to get to and find
the settings that you do have.
| | 00:06 | You don't have to be in
Contacts to get to these settings.
| | 00:09 | Click on the gear icon and choose Settings
and scroll down a little bit on the General tab.
| | 00:16 | The first option you have is to show a
hide something called the People Widgets.
| | 00:21 | In your Inbox, when you're looking at
new mails, to the right side of the screen
| | 00:26 | you'll find information about
people in that conversation.
| | 00:30 | For example, if they're a Google account
holder you can see their Google+ profile
| | 00:34 | information and their picture.
| | 00:36 | Or if you have a Contact about them,
you can actually jump to and edit their
| | 00:40 | content profile right from there.
| | 00:42 | You can show or hide that.
| | 00:43 | It's just a toggle right here.
| | 00:45 | You can also Create
Contacts for auto-complete or not.
| | 00:48 | When you send a message to somebody,
Gmail will automatically create a contact
| | 00:53 | entry for that person so the next time
that you send them an email, their name
| | 00:57 | can autocomplete into the email.
| | 00:59 | It's up to you if you want Gmail
to continue this behavior or not.
| | 01:03 | If you don't like it,
select I'll add contacts myself.
| | 01:07 | This is also the reason that when you go
into your Contacts screen for the first
| | 01:11 | time you may notice that it's quite a
bit more populated than you originally
| | 01:15 | thought it would be.
| | 01:16 | When you're happy with those changes
you can select Save Changes and you'll be
| | 01:21 | brought back to your Inbox.
| | 01:22 | So that's how you make some small
changes to your contacts in Gmail.
| | Collapse this transcript |
|
|
6. Using ChatIntroducing Google Chat| 00:00 | You can chat or instant message with other
Google users right from Gmail and Google+.
| | 00:05 | If you're a PC user, there is even
a desktop application you can use.
| | 00:09 | If you are a Mac user, you can chat
right in the built-in iMessage or iChat if
| | 00:13 | you've set up your Gmail
account on your Mac or iOS device.
| | 00:17 | So here's how Google chat looks from Gmail.
| | 00:20 | To find your chat, on the very left-hand side
of the screen, right down at the bottom,
| | 00:24 | there is a little black chat icon.
| | 00:26 | It's very easy to miss, but clicking
on it will bring up the chat window.
| | 00:30 | So I can see all the contacts I have,
and I can see their chat availability.
| | 00:35 | They're not online if there
is no icon next to their name.
| | 00:39 | There is a green dot if their chat
window is open and ready to chat.
| | 00:42 | And it's orange if they haven't
been at their screen for a while.
| | 00:46 | That means they're inactive, but they
do have their chat window open somewhere.
| | 00:51 | I can see my status up here, and I can
click on the dropdown to change my status
| | 00:55 | and to see some other chat options.
| | 00:57 | Finally, to initiate a chat I can click
on somebody's name and I can even click
| | 01:02 | on somebody else's name and
initiate more than one chat.
| | 01:05 | I can start typing my chat, and over
here on the left-hand side their status
| | 01:09 | changes to a chatting balloon.
| | 01:11 | That means they're currently in a chat with me.
| | 01:13 | So we'll go over how to do all of
this in future videos in more detail,
| | 01:17 | but first it's important to
know how to navigate chat first.
| | Collapse this transcript |
| Configuring chat and video settings| 00:00 | Before you can even begin doing a chat,
I highly recommend saving yourself some
| | 00:04 | potential headaches and going into
Settings to make sure your equipment is
| | 00:08 | working and everything
set up the way you want it.
| | 00:10 | Besides, you may not even have chat turned on,
| | 00:13 | so you won't even see it in the
bottom left-hand side of your screen.
| | 00:17 | Let's click our gear icon in the top
right-hand side of the screen and choose Settings.
| | 00:23 | Head on over to the Chat tab.
| | 00:25 | By default chat is on,
| | 00:27 | but if you don't even what
to use chat, you can Chat off.
| | 00:30 | Also, if you're having trouble seeing
it then come in here first and make sure
| | 00:34 | that it is in fact enabled.
| | 00:35 | You can choose whether or not
you want to save your chat history.
| | 00:39 | In that case, your chats will be saved
under a special Chat section in your Gmail
| | 00:43 | account and you can search for them.
| | 00:44 | Note that while you're chatting you
always have the ability to do something
| | 00:48 | called off the record.
| | 00:50 | That means when you go into off-the-
record mode, and I'll show you how to do
| | 00:53 | that, anything that you say while you're off
the record won't be saved in your chat history.
| | 00:57 | If you don't want to do it all,
just select Never save chat history.
| | 01:01 | You can automatically allow people that
you talk with to chat with you and see
| | 01:05 | your online availability status, or
you have to make sure that you've given people
| | 01:09 | permission to see your status
before you can chat with them.
| | 01:13 | If I scroll down, here is where I can
verify my hardware settings for video chatting.
| | 01:18 | I can select my camera from the dropdown box.
| | 01:21 | In this case, the list is empty
because I don't even have a camera on the
| | 01:24 | screen, but you may have more than one.
| | 01:26 | For example, you may have one built
into your monitor, plus an external one.
| | 01:30 | You can choose your microphone, which
input your using, and you can choose which
| | 01:35 | speakers you want to use to be
able to hear the other person talk.
| | 01:38 | I highly recommend clicking
Verify your settings and making sure
| | 01:41 | everything works first.
| | 01:43 | If you had a video camera, you would
see yourself appear in this black box.
| | 01:47 | However, if you knew you had a camera
and it was supposed to be working and you
| | 01:51 | didn't yourself, that's when you
need to go in and select another one.
| | 01:54 | Now I am chatting and I can
see that this mic bar is moving.
| | 01:58 | This means that I have selected
the right input for my microphone.
| | 02:01 | Finally, I need to verify my speakers.
| | 02:03 | I am going to play this test sound for second,
and let's see if I can hear it. I heard it.
| | 02:10 | That means I've correctly
chosen the right speakers.
| | 02:15 | I can decide whether I want sounds on or off.
| | 02:18 | Sounds on is useful when you're doing a
chat because you may be looking at the
| | 02:22 | screen and not necessarily at the chat window.
| | 02:24 | It will play a sound when a new chat comes in,
| | 02:27 | so you'll never have to worry
about missing an important message.
| | 02:30 | Finally, you can turn your emoticons on or off.
| | 02:33 | When you're happy with your
settings click Save Changes and you'll be
| | 02:36 | brought back to the Inbox.
| | 02:38 | If you didn't have your chat window
enabled, all of a sudden, in the bottom
| | 02:42 | left-hand side of your screen, you'll
get the chat dialog that you can toggle on or off.
| | Collapse this transcript |
| Initiating a chat and working with the chat window| 00:00 | Let's dive right in and to
contact and initiate a chat with a user.
| | 00:05 | Now, before you can start chatting
with somebody, they have to be in your
| | 00:08 | Contact list over here.
| | 00:10 | This is to prevent your Gmail address
and somebody else's Gmail address from
| | 00:14 | being public, and so that nobody can
chat with you if you don't want them to.
| | 00:19 | I am going to start by typing in an email
address and inviting somebody to chat.
| | 00:22 | The first thing that we have to do, after
you type in their name, is come over and
| | 00:27 | click Invite to chat in the menu that pops out.
| | 00:30 | The invitation will be sent
successfully and you'll see their name pop in on
| | 00:35 | their left-hand side.
| | 00:37 | When they've accepted you'll
see their availability change.
| | 00:40 | That's how you know that
they've accepted their invitation.
| | 00:43 | I could now see that this user is
online because of the green dot.
| | 00:47 | I can see that this person is available
for a video call because of the little
| | 00:50 | icon that's next to their name.
| | 00:52 | However, I am just going
to initiate a text chat.
| | 00:55 | To do that simply find
your contact and double-click.
| | 00:59 | On the right-hand side a window will
pop up and now you can start chatting.
| | 01:04 | You can actually double-click More users
and initiate as many chat windows as you want.
| | 01:08 | They will line up right on this main screen so
that you can have multiple chats at one time.
| | 01:14 | To start chatting put your cursor
in the box and simply start typing.
| | 01:19 | Hit Enter and your message is sent.
| | 01:22 | When the user is typing you'll see
the line change to "Shea is typing" or
| | 01:28 | username is typing.
| | 01:30 | This is great for long silences during
a chat window and you may wonder if the
| | 01:34 | user has even seen your message.
| | 01:36 | But if you know that they're typing,
you can see that they received your message.
| | 01:40 | I can send an emoticon by clicking
the smiley face in the bottom right-hand
| | 01:43 | side, choosing one from any of the top tabs,
clicking on it, and hitting Return. It'll get sent.
| | 01:51 | There is some more things that I can do.
| | 01:53 | If I don't like this tiny little chat
window, I can actually enlarge it so it
| | 01:56 | takes up the whole screen.
| | 01:58 | On the top right-hand side I can
click the up arrow and choose Pop-out.
| | 02:02 | This will make the chat
window fit the entire screen.
| | 02:06 | Way down at the bottom right I can click
Pop-in to bring it back the way it was.
| | 02:12 | I can select More at the
top for a few more options.
| | 02:16 | I can select Go off the record, which
won't save this chat to my Gmail chat history.
| | 02:22 | Now, chat history is only saved between
two members that are using Gmail themselves.
| | 02:28 | I can also block Shea.
| | 02:30 | This so Shea can't initiate
chats with me, nor can she see my
| | 02:34 | availability status.
| | 02:35 | I can also start a video chat,
which we will go over later.
| | 02:40 | I can start a video chat right from this icon
in the top-left and invite them to hangout.
| | 02:45 | I can also directly call them using
their speakers by selecting Voice calling.
| | 02:50 | Finally, I can Add more people to this chat.
| | 02:53 | I am going to click this plus
button and invite another user in.
| | 02:57 | Select their name, click Invite,
and now we have a group chat.
| | 03:04 | There's multiple people in this chat.
| | 03:05 | I can see at the top how many
people are in it and who they are.
| | 03:09 | When you're all done with the chat,
simply click the X and it goes away.
| | 03:14 | To continue a chat later, just double-
click their name in the chat window and
| | 03:19 | you can continue like it never stopped.
| | 03:21 | So that's how to work with chats in Gmail.
| | 03:25 | It's extremely useful and it's very
handy, and sometimes it's much quicker
| | 03:30 | than sending an email.
| | Collapse this transcript |
| Initiating a video chat| 00:00 | In the last video, I showed you how to
add a contact abd di a simple text chat.
| | 00:04 | This time we will click that video
button and invite the contact to do a video
| | 00:08 | chat and then a hangout.
| | 00:09 | I am going to double-click the contact,
open up a chat, and now I am going to
| | 00:15 | select More and choose Start video chat.
| | 00:21 | Now, it's important to know while
waiting for Shea to answer the chat that
| | 00:25 | both parties don't have to have a web
cam. I would be able to see myself if I
| | 00:30 | had one, but I don't.
| | 00:31 | However, I know Shea does, so it's totally
fine that this is a one-way video call. Hi Shea!
| | 00:35 | Shea Hanson: Hi.
So this opens up a nice little window.
| | 00:41 | I could go full screen by clicking
this full screen button in the top-left
| | 00:45 | window of the chat box, but I am
going to leave it alone for now, because
| | 00:50 | there's one more thing that I want to show you.
| | 00:53 | I can mute my microphone at any time
by clicking mute microphone, and I can
| | 00:58 | still chat with Shea.
| | 01:05 | I can also pause the video.
| | 01:08 | When I'm done with my video broadcast, I can
click End and now we're back to a text chat.
| | 01:13 | Finally, I can initiate a full-blown
Google+ hangout right from this chat window.
| | 01:20 | I can click the Start a hangout
button and this is going to directly invite
| | 01:25 | Shea to a Google+ hangout.
| | 01:27 | She will get the invitation, join,
and now we are actually launched our
| | 01:35 | own Google+ hangout.
| | 01:37 | Now there's a lot we can do once we are
in here, and I definitely encourage you
| | 01:41 | to explore all the options, such as
chatting, sharing screens, doing all sorts
| | 01:46 | of effects, and watching YouTube videos.
| | 01:49 | Google hangouts are very popular, and
I encourage you to watch some other
| | 01:53 | lynda.com videos that can
tell you what you can do.
| | 01:56 | When you're all done, click the
hangup button in the top right hand of the
| | 02:01 | screen and you'll be brought right
back to your chat. Close out out of the box
| | 02:06 | and you're back to your Gmail account.
| | 02:09 | That's how easy it is to do video
chats and Google+ hangouts right in Gmail.
| | Collapse this transcript |
| Changing your chat status| 00:00 | I showed you how to look at and evaluate
the status of other people online, this
| | 00:04 | video is all about how to
change your online status.
| | 00:07 | It's important to know that if you
have GTalk open, which is the PC desktop
| | 00:11 | client version of Google Chat, it will share
the same status with Gmail on the web version.
| | 00:16 | So who can see the status?
| | 00:19 | Go into your Chat settings by clicking
on the gear icon, choosing Settings, and
| | 00:24 | then heading over to the Chat tab to
make sure that only your contacts can see
| | 00:28 | your status. Otherwise anyone can see if you
are online and can initiate a chat with you.
| | 00:33 | So how do you change your status?
| | 00:36 | Open up the chat window by clicking
the black chat icon in the bottom-left
| | 00:40 | hand side of your screen and click the down
arrow next to the current status of your account.
| | 00:46 | This is where you can change your status.
You can change to any of these choices.
| | 00:51 | Green means you are available, this means
you are online at Gmail and ready to chat.
| | 00:57 | You can select red for when you're busy.
| | 00:59 | This tells your contacts that
you're busy and you don't want to be
| | 01:03 | interrupted for any reason.
| | 01:05 | You can also select invisible mode.
This will make you look like you're signed
| | 01:10 | out of chat to anybody else.
| | 01:12 | However, you can still
initiate chats with other people.
| | 01:15 | For example, look down here at these
contacts. There is no icon next to them.
| | 01:20 | That means they could be invisible or
they could be signed out out of chat.
| | 01:24 | Now sometimes you will see a
yellow button next to somebody's name.
| | 01:28 | This is an idle status.
| | 01:31 | Your status will automatically change
to idle when you've been away from your
| | 01:35 | computer for 15 minutes.
| | 01:37 | You can't manually set your statuses idle.
| | 01:40 | You'll also appear idle if you have
Gmail open but navigate to another tab
| | 01:45 | to do something else.
| | 01:46 | So to change your status simply select
which one you want. To put yourself back
| | 01:51 | to Available, click the link
again and select Available.
| | 01:57 | You can also choose a custom message.
| | 02:00 | Selecting custom message will choose the same
outgoing message for both busy and available.
| | 02:06 | I am going to select New custom message.
| | 02:08 | For example, I can type Busy
Recording. This is what users will see when
| | 02:13 | they look at my status.
| | 02:16 | I can hit Return and now I'm busy
with the status of Busy Recording.
| | 02:22 | You'll see when I go back into custom
messages that that custom message has been
| | 02:26 | given to me for an
available status and a busy status.
| | 02:29 | If I don't want to use this for any
reason, I can simply delete it by selecting
| | 02:34 | Clear custom messages, and any custom
messages that I have created will go away.
| | 02:40 | It will save this so I could come back
at any time and create a new one and use
| | 02:45 | it however often as I want.
| | 02:46 | So that's how you change your chat
status. Just don't forget that if you have
| | 02:51 | set yourself as busy--say because
you're in a meeting--when you're done with
| | 02:55 | that meeting, come back to your status
and set yourself as available so other
| | 02:59 | people know that they can chat with you.
| | Collapse this transcript |
|
|
7. Google Labs and Other Add-OnsIntroducing Google Labs| 00:00 | Google has a virtual playground or
sandbox of add-ons that work with Gmail and
| | 00:04 | other Google products. It's called Google Labs.
| | 00:08 | Think of it like an App Store, except
the apps are more like prototypes than
| | 00:11 | actual finished polish products.
| | 00:14 | Because of this, if you add an app from
Google Labs it may not be entirely bug
| | 00:18 | free. It also may disappear at any time.
| | 00:21 | But there's some great things
that you can do. For example,
| | 00:24 | I have two Labs installed right now.
The first one is called right-side chat and
| | 00:28 | as you can see, it's taken my chat, which
usually resides at the bottom left-hand
| | 00:33 | side of the screen, and moved
it to the top right-hand side.
| | 00:36 | It's a personal preference.
I happen to like it this way better.
| | 00:39 | I also have another app that I installed.
Here's an email and if I click on it, I
| | 00:44 | can see that there's an address in the email.
| | 00:46 | This app is called Google Maps preview in email.
| | 00:50 | And any email that contains an address
I am going to get a nice little Google
| | 00:55 | maps preview, right in the email.
| | 00:57 | So in the next video, I am going to
show you how you can find and install your
| | 01:02 | own Google Labs that you'd like to use.
| | Collapse this transcript |
| Finding and adding labs| 00:00 | Here is how you find and add
Google Labs to your own Gmail file.
| | 00:04 | Click the gear icon in the top right-
hand side of the screen and choose Settings.
| | 00:08 | From here click on the Labs
tab over on the right hand side.
| | 00:13 | Here's where you can browse all the
available labs. You can see a brief
| | 00:18 | picture of the lab, the Labs title,
who the lab is by, and a brief description
| | 00:24 | of what the lab does.
| | 00:27 | You can browse labs and click Enable
on any lab that you think you'd like to
| | 00:31 | use in your mail file.
| | 00:33 | You can scroll through them all.
| | 00:35 | For example, here is that Google Maps
preview in email that I showed you earlier.
| | 00:40 | If it sounds like something
you'd like to use, select Enable.
| | 00:46 | You can also search for a lab.
For example, if I'm looking for good Inbox
| | 00:50 | utilities I can type Inbox, and I will see a
list of available labs that might help me.
| | 00:57 | For example, here is my right-side
chat that I showed you earlier also.
| | 01:02 | It moves the chat box to
the right side of the inbox.
| | 01:05 | If that sounds like something I
want to use, I can select Enable.
| | 01:10 | When I've gone through and found some
labs I can click the Save Changes and I
| | 01:14 | will be brought back to my inbox.
| | 01:17 | It's going to reload the inbox because I
have changed the UI a bit with these labs.
| | 01:23 | So as you can see, it takes effect
immediately, and now my chat window is on
| | 01:27 | the right-hand side.
| | 01:28 | At anytime you can stop using labs.
| | 01:31 | To stop, click the gear icon again, go
back into Settings, go back to the Labs
| | 01:36 | tab, and your settings will put your
enabled labs at the top of the screen.
| | 01:43 | You can come and change whichever ones
you want to disable. You can keep some
| | 01:48 | enabled and disable others;
it's completely up to you.
| | 01:51 | Your available labs--the ones you
haven't used yet--you can still scroll and
| | 01:56 | look through and enable more if you want.
| | 01:57 | If you decide you don't want to have
any apps, you can simply click on inbox and
| | 02:04 | discard any changes.
| | 02:08 | So that's how you can work within and
enable Google Labs. I encourage you to go
| | 02:11 | through and take some time and
explore and find some good ones.
| | Collapse this transcript |
| Creating tasks| 00:00 | In addition to mail and contacts, your
free Gmail account also comes with a
| | 00:04 | built-in task manager.
| | 00:06 | You can maintain multiple to-do lists
right in Gmail itself, and even convert an
| | 00:10 | email to to-do task.
| | 00:12 | To get into your tasks, from the Gmail button
click on the dropdown arrow and select Tasks.
| | 00:18 | A pop-up window that looks kind of like
an email will pop up on your screen, and
| | 00:23 | now you can start typing tasks.
| | 00:25 | In its simplest form you can type
in your task and hit the Enter key.
| | 00:32 | Now you can put in a new task.
| | 00:34 | You could also put in a new task
by clicking the plus button at the
| | 00:37 | bottom of the screen. You can put in
more, hit Enter, and create another one.
| | 00:43 | You can indent tasks by
selecting Actions from the bottom, Indent.
| | 00:51 | You can also go in and add
details and due dates to tasks.
| | 00:55 | If I click on this right-site
arrow, I can choose Edit Details.
| | 01:01 | I can give it a due date, and I can
also put in notes about that task. When I'm
| | 01:07 | done I can select Back to list.
| | 01:10 | Now I can see the notes and the due date.
| | 01:13 | There's a few things I can do with
tasks. For example I can reorder them.
| | 01:18 | I can click my mouse on the left-hand
side of the task itself and drag to
| | 01:23 | reorder it in the list.
| | 01:25 | I can also delete a task by
highlighting it and clicking the trashcan icon.
| | 01:31 | If I'm done with a task, I can click
in the square and that will place a
| | 01:35 | checkmark next to it.
| | 01:36 | I can even have multiple lists.
By default, I will get the name of my mail file,
| | 01:41 | but I can also click the list button in
the bottom right-hand side of the task
| | 01:45 | pane and choose Switch List.
| | 01:48 | I can click New list to make a new one--
for example a Grocery List--click OK and
| | 01:56 | now I have got a brand-new
list that I can just start typing.
| | 02:00 | To get back to my other list, I can click
the list pane again and toggle back and
| | 02:06 | forth between all my lists.
| | 02:08 | In the Actions menu on any list I can
print or email the task list. Emailing a
| | 02:15 | grocery list to somebody
else is a great feature.
| | 02:18 | Click Send and off it goes. When I'm
done with my lists I can click the X in the
| | 02:25 | top right-hand side and
I'm still back in my inbox.
| | 02:29 | There's one more thing I want to show
you: you can create a task from an email.
| | 02:33 | For example here's an email from Sally
to which she is asking me if I proofread a
| | 02:37 | blog post. That sounds
like something actionable.
| | 02:39 | I'll create a task about it. I can place
a checkmark next to it, select More, and
| | 02:46 | choose Add to Tasks.
| | 02:49 | Now it put it in my Grocery List because
this is the last list that I had open,
| | 02:53 | but I can click Edit Details, select
Move to list from the bottom of the screen,
| | 02:58 | and select Jess Stratton's list.
| | 03:00 | I click back to list and now
it's on the appropriate list.
| | 03:05 | So task lists in Gmail are very
powerful and very well worth using if you
| | 03:12 | aren't already.
| | Collapse this transcript |
| Adding a vacation responder| 00:00 | Gmail allows you to create a vacation responder--
| | 00:02 | that is, an autoreply that will be sent out
whenever anyone sends you an email message.
| | 00:07 | You don't have to be logged into
Gmail or even have it open for it to work.
| | 00:12 | Gmail will send an auto response once
per every four days to the same person.
| | 00:16 | If someone sends you an email and gets
your auto response, if they email you
| | 00:20 | anymore within a four day period,
they won't get another notification.
| | 00:23 | But after the fourth day, if they still email
you they will get a reminder that you're away.
| | 00:28 | Any messages marked with spam won't
get an email auto responder from you.
| | 00:31 | So let's add the responder. At the top
right hand of your screen, click the gear
| | 00:36 | icon and go in to Settings. On the
General tab, scroll down all the way until you
| | 00:42 | find Vacation responder.
| | 00:44 | The first thing you can do is
toggle the vacation responder on.
| | 00:49 | Now you can choose the date range
that you are going to be gone. It can be
| | 00:53 | today's date or any date in the
future, and the Vacation responder will
| | 00:56 | automatically turn on on that date.
| | 01:00 | It's up to you to choose an end date.
| | 01:02 | Your Vacation responder can be on
perpetually or place a checkmark next to Ends
| | 01:07 | and fill in the date that you'll be returning.
| | 01:10 | Put in your subject line, and in the
message area put the message body that you
| | 01:16 | want people to read when they
get your vacation responder.
| | 01:19 | You then have the choice whether or not
you want to send your response to only
| | 01:23 | people in your contacts or
whether everybody will get it.
| | 01:26 | Place a checkmark next to the button
if you only want to send the response to
| | 01:29 | people in your contacts.
| | 01:31 | When you're happy with your vacation
message, choose Save Changes and you will
| | 01:36 | be back to your inbox.
| | 01:38 | Because I chose today's date, this is
what you would see if you happened to log
| | 01:43 | in to your Gmail account during the time
that your vacation responder is due to
| | 01:46 | be set. You will see a big yellow bar at
the top of your screen that says Out of
| | 01:51 | office, because that's what my subject line was.
| | 01:53 | I can either click on Vacation Settings
and modify that subject or to return
| | 01:58 | to the office and turn off the
auto responder, I can choose End now.
| | 02:03 | My preference is saved and my
Vacation responder is now turned off.
| | 02:07 | So that's how you use the
Vacation responder in Gmail.
| | 02:10 | The only hard part is
remembering to turn it on when you go away.
| | Collapse this transcript |
| Creating an email signature| 00:00 | A mail signature is a bit of text that
automatically gets appended to the bottom
| | 00:04 | of every email you send out
| | 00:06 | so you don't have to type the
same information every time.
| | 00:09 | Typically, a signature contains your
contact information, though it can contain
| | 00:12 | anything you want it to.
| | 00:14 | To create a signature file click the
gear icon in the top right hand of your
| | 00:18 | screen and select Settings.
| | 00:19 | From the General Settings screen, scroll
all the way down and find the Signature file.
| | 00:26 | It defaults to No signature, but click the
radio button to enable signatures for your account.
| | 00:33 | Also, if you set up multiple email
addresses from your account, you can actually
| | 00:37 | choose separate signature files for
those two accounts by clicking on the
| | 00:42 | pulldown menu and selecting which
account you want to select which signature
| | 00:46 | file for. Click to put the cursor in
the body of the message center and hit
| | 00:50 | Enter a few times. I like to do that
for good measure just because this gets
| | 00:54 | appended to the bottom of every email,
and I like to make sure I have enough
| | 00:58 | space to work with at the top.
Now, you can start typing your signature.
| | 01:02 | When you are done typing your
signature, you can click and drag with the
| | 01:05 | mouse and format it just like you
could when you're typing an email. You can
| | 01:11 | change text around. You can change
the size of it, make it bold faced,
| | 01:14 | italicize, even change the color.
| | 01:17 | You can then decide whether you want
to insert the signature before quoted
| | 01:20 | text and replies by placing a check
mark here. When you're happy with your
| | 01:24 | signature file scroll
down and select Save Changes.
| | 01:28 | Now, when you click the red Compose
button your signature file gets appended to
| | 01:33 | the bottom of every email. You can just
put the cursor at the top of the email
| | 01:36 | and start typing as normal.
| | 01:38 | At any time you can change or get rid
of your signature file by going back into
| | 01:42 | the gear icon, choosing Settings,
scrolling down to the Signature file section,
| | 01:49 | and either changing it
around or selecting No signature.
| | 01:54 | Just remember to save your
changes when you're done.
| | 01:56 | So that's how you can work
with signature files in Gmail.
| | Collapse this transcript |
|
|
8. Using ShortcutsUsing keyboard shortcuts to navigate Gmail| 00:00 | Over the years, with its abilities to
process messages using rules and filters
| | 00:04 | and its priority inbox feature, Gmail
has gotten a reputation of turning people
| | 00:08 | into email ninjas--that is, very
efficient at processing their email.
| | 00:13 | One additional reason people love
processing messages with Gmail is because of
| | 00:17 | all of the available keyboard shortcuts.
| | 00:20 | This video is all about shortcuts to
help you navigate through Gmail, though
| | 00:24 | the complete list is very long and I'll show
you where you can find it at the end of the video.
| | 00:28 | For now though, I am going to show you
some basic keyboard shortcuts that you can
| | 00:31 | use to navigate Gmail.
| | 00:34 | Now, before you can even get started using
keyboard shortcuts you first have to enable them.
| | 00:38 | Now we do that by clicking on the
gear in the top right-hand side, select
| | 00:42 | Settings, and scroll down in the General
tab and find Keyboard shortcuts. Select
| | 00:49 | Keyboard shortcuts on. From there scroll
down to hit the Save Changes button and
| | 00:56 | now you're ready to use keyboard shortcuts.
| | 00:58 | Now, to navigate anywhere in Gmail you
first hit the G key on your keyboard and
| | 01:03 | hold it down while you're pressing another key.
| | 01:06 | For example, I am going to
click on my Important label.
| | 01:09 | If I want to get back to my Inbox, I can
hold the G key down on my keyboard while
| | 01:13 | simultaneously pressing the letter I.
I am instantly brought back to my Inbox.
| | 01:19 | I can do that for some more labels.
| | 01:21 | For example, I can hold the G key
down while I hit S, to get to my
| | 01:25 | starred conversations.
| | 01:27 | If I hold the G key down and hit D,
I will go to Drafts, while holding the G key
| | 01:32 | down and hitting A will take me to all my mail.
| | 01:36 | I can even go to my contacts by holding
down the G key and tapping C on the keyboard.
| | 01:42 | I will hold on the G key and hit I again
to go back to my inbox, because I can
| | 01:47 | even go to labels. I will hold down the
G key and type L, and in the search box I
| | 01:52 | can see all my labels.
| | 01:53 | Now, I can tap the down arrow on my keyboard,
find the label I want, and hit the Enter key.
| | 02:01 | To get back up to that search bar quickly to do
a very quick search I can hit a forward slash.
| | 02:06 | Now I can simply start typing, hit
Enter, and find what I'm looking for.
| | 02:12 | To go back to the search box at
any time hit the forward slash.
| | 02:16 | So the complete list of keyboard
shortcuts can be found by opening a browser
| | 02:20 | window and going to
support.google.com/mail/answer/6594.
| | 02:29 | This contains the complete list of all the
available keyboard shortcuts that you can use.
| | 02:35 | So I encourage you to check this out.
| | 02:37 | And in the meantime practice using
them, because the more you use those
| | 02:41 | shortcuts, the more habit-forming it
will become, and you'll discover that you
| | 02:44 | can navigate Gmail very quickly this way.
| | Collapse this transcript |
| Using keyboard shortcuts to process messages| 00:00 | In the last video, though no means a
complete list, I showed you how to use
| | 00:04 | keyboard shortcuts to do some
basic navigation through Gmail.
| | 00:08 | You can take it a step further
and also process your messages with
| | 00:11 | keyboard shortcuts too.
| | 00:13 | This can help you spend a few minutes
each morning at the end of the day to get
| | 00:18 | Don't forget, in the last video I
showed you how to go into Settings and make
| | 00:18 | an inbox you can be proud of.
| | 00:21 | sure your keyboard shortcuts
are turned on in the general tab.
| | 00:26 | I'm in my Inbox right now, and I'm going
to use my up and down arrow to navigate
| | 00:31 | through my message list.
| | 00:33 | You'll see on the left-hand side there,
the blue line is going back and forth,
| | 00:37 | up and down beside each email.
| | 00:39 | When I find an email that I want to read
I can hit the Enter key on my keyboard
| | 00:43 | and it will pop it open.
| | 00:45 | Now there are some things that I can do with it.
| | 00:47 | The first thing I can do is just go
back to the Inbox and I can do that by
| | 00:50 | tapping on the U key. I can hit Enter
again, to get back into it, and I can star
| | 00:57 | the message by hitting the S key.
| | 00:59 | Watch where I moving the
mouse. See that little star?
| | 01:00 | As I hit the S key on my keyboard, I can
tap it repeatedly to cycle through my stars.
| | 01:06 | I can find the one that I
want, and then I'm done.
| | 01:09 | I can also mark an email as
Important by hitting the plus key. The
| | 01:13 | conversation has now been marked as important.
| | 01:17 | I can also label an email by tapping L
on the keyboard and scrolling down until
| | 01:24 | I find the label I want
and hitting the Enter key.
| | 01:27 | I can also move an email by hitting the V key.
| | 01:30 | I can decide where I want to move it to, by
moving down with the arrow keys and hitting Enter.
| | 01:36 | I've now moved it out of the inbox.
| | 01:38 | I'm going to find another email and hit
Enter, and lastly, I can hit the R key
| | 01:44 | on my keyboard to type a Quick Reply.
| | 01:47 | I can send the email, and off it goes.
| | 01:50 | Now, a complete list of keyboard
shortcuts--don't forget--can be found at
| | 01:54 | support.google.com/mail/answer/6594.
| | 02:02 | So take your time and go through this very
long list of keyboard shortcuts you can use.
| | 02:07 | And if you can memorize as many as you
can, you'll turn into an email ninja too.
| | Collapse this transcript |
| Setting up and using the Quick Links lab| 00:00 | Quick Links is a great Google lab
add-on that can make your Gmail experience a
| | 00:05 | lot more streamlined.
| | 00:07 | Quick Links in a list that you make of
quick and easy access links that will
| | 00:11 | appear on the left-hand side of your inbox.
| | 00:14 | Let's start by enabling it.
| | 00:15 | Click on the gear icon and choose
Settings, click on the Labs tab, and in the
| | 00:22 | Search for a lab, type quick links.
| | 00:27 | Once it comes up as an available lab,
select Enable and then hit Save Changes at
| | 00:33 | the bottom of the screen.
| | 00:35 | Your inbox will be reloaded and you'll
know that you've successfully enabled the
| | 00:39 | lab because you'll now have three
dots in the bottom left-hand corner.
| | 00:44 | Clicking on those three dots
will bring up your Quick Links.
| | 00:47 | It's very easy to add a Quick Link.
| | 00:50 | Wherever you currently are in Gmail,
you can click Add Quick Link, and it will
| | 00:55 | bring you back there.
| | 00:56 | I'm going to make this look a little
bit pretty. I'm going to capitalize the I and
| | 01:00 | and call this my inbox.
| | 01:01 | I'll click OK, and I've just
made a Quick Link for my inbox.
| | 01:06 | Now you can quick link all sorts of things.
For example, you can quick link labels.
| | 01:11 | I'm going to go into my eMarketer Newsletters.
| | 01:13 | I'll select Add Quick Link, and now
I'll call it eMarketer Newsletters.
| | 01:22 | The really neat thing about Quick Links--
I'm going to go back to my inbox for a
| | 01:27 | second--is you can actually
Quick Link a specific email.
| | 01:30 | If you find yourself always coming
back to a particular email to get some
| | 01:34 | information--maybe it contains site
login information or some useful links,
| | 01:39 | whatever it contains--if you find yourself
going to it a lot, you can Quick Link it.
| | 01:44 | So here's an email with some
photos that I go to quite frequently.
| | 01:48 | I'm going to select Add Quick Link.
| | 01:52 | I'll call it Office photos, hit OK, and
now I've got a Quick Link of that email itself.
| | 02:00 | I can minimize this at any
time by clicking the three dots.
| | 02:04 | Now, no matter where I am in my inbox,
I can click on the three dots, click on my
| | 02:11 | Quick Link, and up it pops, instantly.
| | 02:14 | So this is definitely a Goggle app that
you'll want to put in your mail file as
| | 02:18 | soon as possible, to make you that
much more efficient while you use Gmail.
| | Collapse this transcript |
|
|
9. Other Ways to Get to GmailAccessing Gmail on a smartphone browser| 00:00 | You can access Gmail on
any smartphone or tablet.
| | 00:04 | While there are native apps for phones like
Android, iPhone, Windows Phone, and Blackberry,
| | 00:08 | there is also a basic URL that you can
use to access your mail via a browser
| | 00:13 | that's properly formatted for your smartphone.
| | 00:15 | Now, this can be useful if you need to
check your mail and you only have somebody
| | 00:18 | else's phone to borrow.
| | 00:21 | All you need to do is open up your
smartphone browser and type in m.gmail.com.
| | 00:29 | It's going to take you to a properly
formatted screen that looks great and very
| | 00:34 | easy to read and quick to load on a smartphone.
| | 00:37 | After you sign on with your full
username and password, you'll have access to
| | 00:41 | your mobile-formatted mail, calendar,
docks, search, maps, and any other
| | 00:45 | applications associated with that
Google account. I can scroll down.
| | 00:51 | I can click on my emails, which would
just be a tap of my finger if you're
| | 00:54 | using a smartphone.
| | 00:57 | Scroll to the bottom to see
all the things that you can do.
| | 01:00 | For example, you can search email,
view more of the Google Products, access your
| | 01:05 | contacts, and tap More to
get to things like labels.
| | 01:13 | You can also send new emails.
| | 01:15 | At the bottom of the screen, you can
tap Compose Mail, and this is the mobile-
| | 01:20 | formatted version to create a new email.
| | 01:23 | You currently can't include an
attachment, but you'll see that still have the
| | 01:27 | functionality to choose multiple
email addresses if you have them set up.
| | 01:31 | Now, the one drawback to this is that it
is browser-based, so you can't get push
| | 01:35 | notifications this way.
| | 01:36 | You can if you use a native app for
the smartphone, but not when you're
| | 01:40 | accessing your mail using m.gmail.com.
| | Collapse this transcript |
| Configuring Gmail on another mail client| 00:00 | You can access all your Gmail mail on
another email client like Mac Mail or
| | 00:05 | Windows Live Mail via IMAP, which is
a special type of mail collection that
| | 00:10 | allows you to send your deletions back
up to the server and also sync folders
| | 00:14 | that you've created on gmail.com.
| | 00:17 | I going to show you how to connect your
Gmail account to the Mac Mail client--and
| | 00:22 | these settings can also apply to
any other mail program you use
| | 00:25 | like Windows Live Mail or Outlook.
| | 00:27 | Before you can even begin setting it up
in the mail client however, you have to
| | 00:31 | make sure that IMAP support is
enabled in the Gmail web interface.
| | 00:35 | And we do that by clicking on the
gear icon on the right side of the screen
| | 00:39 | and selecting Settings.
| | 00:41 | Go over to the Forwarding and POP/IMAP tab,
scroll down, and make sure that IMAP is enabled.
| | 00:51 | It might be on Disable IMAP.
Make sure Enable IMAP is selected.
| | 00:55 | You can also click for
Configuration instructions to get the specific
| | 00:59 | instructions for the email
program that you're trying to use.
| | 01:02 | We're all set here. IMAP is already
enabled, so I'm going to close out of the
| | 01:06 | browser and head to the Mac Mail client.
| | 01:08 | I'm going to add the account by
selecting File > Add Account. And the first thing I
| | 01:15 | need to do is put in my full name, the
email address of the Gmail account I'm
| | 01:20 | adding, and the password.
| | 01:22 | When I click Create, the mail client is
going to try to automatically determine
| | 01:27 | the right settings based on the email domain.
| | 01:30 | Now gmail.com is a pretty well-known
mail company, so most email clients will
| | 01:35 | have no trouble autoconfiguring the account.
| | 01:38 | However, if you have to put in the
settings manually, if it asks for an incoming
| | 01:43 | IMAP account, the server
address is imap.gmail.com.
| | 01:50 | If it asks for a port number,
it's port 993, and that port does require SSL, if
| | 01:57 | you're prompted for that.
| | 01:59 | I'm going to go ahead and click Create,
and it's going to take a few minutes to
| | 02:03 | pull my account and pull down all my
email messages and my corresponding
| | 02:09 | folders and labels.
| | 02:11 | I can look at some other settings.
| | 02:13 | I'm going to Mail > Preferences, and
here's my Mail account settings.
| | 02:19 | So here's my incoming mail server and
if you need to choose an outgoing mail
| | 02:23 | server you can choose smtp.gmail.com.
| | 02:29 | If that asks you for a port, put in
port for 465, and you do want to require SSL,
| | 02:36 | and it also requires authentication.
| | 02:39 | That means you have to verify that
you're really you and put in a username and
| | 02:43 | password before you can send
mail outbound using Gmail servers.
| | 02:47 | I'm going to close out of this because I
can see that all my mail has been pulled in.
| | 02:51 | If I click on my inbox, my mail will start to
flood in slowly, and I can even see my labels.
| | 02:58 | For example here's my eMarketer label,
my Needs Review label, and I can even see
| | 03:03 | the flags that I had set
up for all those meetings.
| | 03:05 | I'm going to click back on my inbox and
I can see on my emails. The unread ones
| | 03:11 | are in blue, and it even knows which
messages are read and which ones are unread.
| | 03:17 | So it's very easy to get an external
email client set up to look at your
| | 03:22 | Gmail account.
| | Collapse this transcript |
| Getting contacts on a smartphone| 00:00 | A common request is, how do I get my
existing Gmail contents onto my smartphone?
| | 00:05 | There are a few options such as using
a desktop product called Google Sync or
| | 00:10 | even iTunes if you have an iPhone.
| | 00:12 | But I'm going to show you another way
that doesn't involve using any additional
| | 00:16 | software or apps to download.
| | 00:17 | So let's add your contacts now. I'm going
to show you how to do the steps on an iPhone.
| | 00:22 | Android devices already have this functionality.
| | 00:25 | In the iPhone, go into Settings and tap Mail,
Contacts, and Calendars. Tap Add Account.
| | 00:35 | In the list that comes up, tap Other.
| | 00:37 | You are going to add, in the
Contacts section, a CardDAV account.
| | 00:43 | In the Sever name, type google.com.
| | 00:48 | In the User Name section put in your
full Gmail username, then tap Password and
| | 00:55 | put in your Gmail password.
| | 00:57 | You can put whatever you want in
the Description and then tap Next.
| | 01:01 | Your iPhone is going to verify the
settings and will place checkmarks beside all
| | 01:06 | of them if everything adds up.
| | 01:08 | In the Mail, Contacts, and Calendar
screen, you should see a new account, and all
| | 01:13 | you have in that account is your contacts.
| | 01:15 | Close out, enter your contacts
app, and they'll all be populated.
| | 01:21 | It's that easy to get all your
contacts over to your iPhone from your
| | 01:25 | Gmail account.
| | Collapse this transcript |
|
|
ConclusionNext steps| 00:00 | The list of Google apps and products
available to you is far and wide, so I
| | 00:05 | highly recommend you go to lynda.com and
check out all the product line training
| | 00:10 | that they have. See what's out there.
| | 00:12 | Now, if you want to keep up with what's
new and latest with Gmail, head over to
| | 00:17 | their official blog at
gmailblog.blogspot.com. Every new feature gets added to
| | 00:24 | the blog and it's very easy to
navigate on the left-hand side.
| | 00:27 | So a few times a month, or least once a
month, head over to the Gmail blog, see
| | 00:33 | what's new, and try it out
on your own Gmail account.
| | Collapse this transcript |
|
|
