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GMAIL WORKBOOK

GMAIL .................................................................................................................................................................. 1 What is Gmail?................................................................................................................................................. 1 Planning for Gmail ........................................................................................................................................... 1 Signup for Gmail .............................................................................................................................................. 2 Using Gmail ...................................................................................................................................................... 3 Send Gmail ....................................................................................................................................................... 4 Reply to or Forward Email ............................................................................................................................... 4

CONTACTS ........................................................................................................................................................... 5 Contact Groups ................................................................................................................................................ 5 Send Email to Group ........................................................................................................................................ 6 Send an Attachment ........................................................................................................................................ 6 View, Share or Download Attachments .......................................................................................................... 6

TASKS ................................................................................................................................................................... 7 IMPORTANT TIPS ................................................................................................................................................. 8 EMAIL ETIQUETTE ................................................................................................................................................ 8 NOT COVERED IN THIS WORKBOOK ..................................................................................................................... 8 DISCLAIMER:- This workbook was created in September 2012 and was current at time of creation. The subject platform is subject to change without warning; however the content may still be helpful. Sign up for free Social Media Tips and Tricks at:- https://www.facebook.com/TownsvilleSocialMediaMarketing http://TownsvilleSocialMediaMarketing.com GMAIL By signing up for Gmail, you are actually creating a Google Account, so you’ll be able to access all Google Apps using your Gmail login you will create here. What is Gmail? Gmail is a web-based email management program owned by Google. The benefits of Gmail are:-

• Access emails from any internet accessible device (computers, mobile phones, etc); • Great spam filtering capabilities; • Is part of Google’s Application Suite of web-based programs (Google Docs; YouTube etc); • Includes Contacts, Tasks, Reminders, Vacation replies, email forwarding.

Planning for Gmail What you need:-

• Your real name; • Date of Birth – used to verify your age only; • Mobile number – optional; • Current email address – optional.

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Signup for Gmail 1. Navigate to http://mail.google.com ; 2. Click “Create an Account”’; 3. Complete the form – Birthday is used to confirm

your age; o Select a ‘username’, this is the first part

of your email address – select something that is professional enough to use on its own, like your full name or your business name;

o Mobile phone and current email address are optional;

o Tick of Untick “Default homepage”; o Type in captcha code; o Tick “I agree”; o Tick or Untick “Google may use”; o Click “Next Step”;

4. Now, complete the details as they are presented to you, if you want otherwise click “Skip” or “Next”.

5. Once accepted, you’ll be signed in and can follow through the “Get Started” feature if you want to.

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Using Gmail To send and receive emails, you can login to www.gmail.com on any internet capable device. And click on “SIGN IN”. You may be presented with a screen requesting you verify your mobile number and a recovery email address. These are very good options, but you do not have to do this. Just click on “Save and Continue”. You are now signed in to your Google Account and you’ll notice some shortcuts along the top of the screen. Click on “GMAIL” (if it isn’t showing, click on “MORE”.)

You’ll see a left menu and a list of emails that you have received (from Google).

• Gmail – use this to toggle between Gmail > Contacts > Tasks; • Compose – click this to send an email; • Inbox – click to view your received emails; • Settings – the ‘gear’ icon is where you can edit your Gmail settings;

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Send Gmail 1. Click on “COMPOSE”; 2. Insert Email Address (if you have added “Contacts”, as you type you can select a contact from the

dropdown); 3. Select Cc or Bcc (optional): Cc is used to send a copy of the email, this email address will be visible

to all people who receive the email; Bcc is used to send a 'blind' copy of the email, this email address will be invisible to other people receiving the email.

4. Insert subject line; 5. Insert email text and use the formatting toolbar to format the email. 6. When you’re done, click “SEND”.

Reply to or Forward Email To reply to an email you received in Gmail:-

1. Click on the email you want to reply to or forward; 2. Click on the dropdown at the top of the email; 3. Select “Reply” or “Forward”; 4. For “Reply”, you just need to type your message; for “Forward”, you will need to enter the TO email

address (or select one from your contacts) and the message; 5. Click “Send”.

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CONTACTS You can create an address book and save your contacts for use later.

1. Click “Gmail” to toggle to “Contact”; 2. Click “+” and type in the contact’s name and click “Add”; 3. Click on the contact’s name in the list, and update their contact details; use the “Add” dropdown to

add more fields. Google will try and locate information that is freely on the internet to provide you with more information about that contact.

Contact Groups You can create groups of contacts so you can send one email to multiple email addresses.

1. Click “New Group” in the left menu; 2. Name your group and click “OK”. This will create a link

under your “My Contact” in the left menu; 3. Click on “My Contact” to display the list of your contacts; 4. Tick the contacts you want to add to the group; 5. Click on the group dropdown and tick the group that you

want to add the select contacts to; 6. Click “Apply”;

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Send Email to Group 1. Click on the group in the left menu; 2. Select the members of that group you want to email and click on the email icon; 3. Enter a Subject and Message and click “Send”.

Send an Attachment

1. Toggle to “Gmail”; 2. Click “Compose”; 3. Enter email address and subject; 4. Click on “Attach a File” and select a file from your harddrive, click “Open”; 5. Type a message and click “Send”.

View, Share or Download Attachments To view, share or download attachments sent to you. View will display a preview of the attachment; Share will allow you to share it on Google+; Download will allow you to save it on to your harddrive.

1. Click on the email to view the contents; 2. In the email, click on the “View”, “Share” or “Download” link; for “Download” you will need to select

a place on your harddrive to save it. 3. Click on your “Inbox” in the left menu to return to your list of incoming emails.

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TASKS You can set up tasks or to-do-lists in your Gmail account, set due dates, setup different lists to sort your tasks into and ‘tick’ them off as you’ve completed them.

1. Toggle to “Tasks” and you will notice a text box appear either in the bottom right or along the right side of the screen;

2. Type the task in the box and click on the “>” arrow to edit the detail

3. Enter “Due Date” and any “Notes”; 4. Click on the “Lists” icon and create and edit task lists.

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IMPORTANT TIPS Sign Out – always sign out of your account if you are using a public computer; Click on the dropdown in the very top right corner and click “Sign out”.

Spam and Malious Emails - Don’t open emails that look supicious they could contain programs that could damage your computer or steal your information. Gmail, however, is very good at blocking suspicious emails and either blocking them or redirecting them into the “Spam” folder (you may need to click on “More” in the left menu to see the “Spam” folder). It is always a good idea to have a look through your “Spam” folder to make sure no legitimate emails were redirected into “Spam”.

EMAIL ETIQUETTE

1. Don’t type in all capitals – this means you’re yelling; 2. Don’t leave the “Subject” line blank – some email programs

will view this as a spam email; 3. Use BCC (blind carbon copy) field when sending emails to

more than one person if you don’t want the other people to see the email addresses of each other. Some people prefer not to have their email address spread around.

NOT COVERED IN THIS WORKBOOK Gmail also incorporates other functions that we didn’t cover, including:-

1. Sorting your emails with Labels (Folders); 2. Editing Email Settings; 3. Forwarding and re-directing emails; 4. Setting up vacation autoresponders; 5. Creating an Email Signature; 6. Email Filters; 7. Customising Gmail with Themes; 8. Google Chat; 9. Google Hangout; 10. Google+

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