SBCSC Gmail - South Bend Community School Corporation

 SBCSC Gmail

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? sign in at Google.co m

? ?

bt

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seingtnir ien

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mail addres s

? your email address appears upper

right

? click the Apps Grid, choose Mail

1 Apps Grid: Other Google Apps, calendar, drive etc. 6 Inbox tabs: Organize your Inbox (customizable)

2 Account Access: Log out and account settings

7 Inbox: The main location for most new mail

3 Gear/Settings: Manage your Gmail settings

4 Page navigation: Navigate pages of emails

8 Labels: Messages can be labeled and stored; the

labels are then listed in the sidebar 9 Compose: Opens a new message dialogue box

5 Toolbar: Tools available depend on whether you

10 Mail: Dropdown navigation tool to move between

are working in the inbox or with messages

Mail, Contacts, and Tasks

11 SBCSC Google: Indicates you are in your SBCSC Gmail

12 Search: Search within your Inbox, labels and all mail (very, very helpful!)

CREATING A MESSAGE

? Click the Compose button on left ? Enter the address and text and click Send Note: Click the double headed arrow to make compose window larger, For ability to move and resize compose window, Shift-click on the doubleheaded arrow .

Formatting a message: Formatting options are at the bottom of the Compose Window. ? Click on the A to show the Formatting toolbar ? You can set a default formatting style in Settings >

General If you always want a new compose window to be large, click the more dropdown (lower right corner) and choose default to full screen (cannot move or resize this)

Adding an attachment: In the Compose window, click the Paperclip icon at the bottom and attach your file

Saving as a draft: Google automatically saves every message or reply you start as a draft To return to a draft message, click the Draft label from the sidebar and click on the draft to resume typing

To discard a draft, click the Trashcan icon at the bottom of the Compose window

WORKING WITH MESSAGES

Reading a Message: ? From the Inbox, click on the sender's name or the message

you want to read and the message will open in the Inbox area

? Toreturn to the Inbox,click the back arrow on the toolbar

Replying, replying to all and forwarding a message:

? Click the Reply button on the right of the message to reply only to the sender

? Click the dropdown arrow from the Reply button and choose the Reply to all or Forward option

? You can also make these choices in the Reply box at the bottom of a message

Opening an attachment: Hover over the Attachment icon at the bottom of the message.

? Click on the icon to see a preview

? Click on the Download arrow to download the file to your computer

? Click on the Google Drive icon to save it to your Google Drive space

Deleting a message: ? In the message list, click in the box to the left of the message and then click the Trashcan icon in the toolbar ? In the message itself, from the Reply dropdown, choose Delete this message ? A message stays in the Trash or Spam only 30 days before it is permanently deleted

Printing a message: In the message, click on the Print icon in the upper right, then click Print

CREATING A LABEL

Method 1: ? In the Sidebar, click the More dropdown menu, then click

the Create New Label link ? In the dialogue box, enter a name for the label ? Choose what other label you would like to nest this one

under, if any, and then click Create

Method 2: ? With a message open or selected in the message list, click on the Label button in the toolbar and choose Create new ? The new label will be attached to the selected message

Method 3: ? From Settings > Labels, choose Create new label

WORKING WITH LABELS

Labeling a message: ? With a message open or selected in the message list, click

the Label dropdown in the toolbar

? Select the label(s) from the list-click apply

Moving a message out of the inbox: ? With a message open or selected/checked in the message

list, click the Move dropdown in the Toolbar (folder icon)

? Select the label to which you want the message to move; that label will be applied and the Inbox label on the message will be removed

Editing a label: ? From the labels listed in the sidebar, click the dropdown arrow next to the label to access a menu of settings or select Edit to change the name and nesting order ? Or, from the Label dropdown in the top toolbar, select Manage labelsChange the show/hide specifications Or clickoneditnext tothelabelyou want to edit

Removing a label: ? Find the label at the top of the message and click on the X to remove it. ? Deleting a label does not delete the message. A message with no labels can always be found in All Mail

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SBCSC Gmail--More Features

All Mail, Archiving, Trash

Editing a c ontact:

? Find and open the contact you want to edit

Keyboard shortcuts

All M ail c ontains a ll t he m ail t hat i s i n y our a ccount, b oth w hat you sent a nd r eceived, e xcept f or w hat i s i n T rash a nd S pam.

? To Archive a message(s), s elect t he m essage(s) a nd click t he Archive button on the toolbar.

Archiving removes messages from your inbox, but keeps them in your account so that you can always find them

? Any deleted message (instead of archived) will be

? Click i n t he f ield y ou w ant t o edit o r c lick

t he

A dd

button

Note: changes you make to a contact's information are

always saved in My Contacts, never the district directory

Deleting a contact: ? Find the contact you want to edit

? Click t he M ore b utton, t hen s elect D elete c ontact

To see keyboard shortcuts, type the ? while in the Gmail window (without setting the cursor) and a

window with all shortcuts will open.

If you are typing,

you will get a ?.

Note there are some you need to be enable in order to use

Creating Tasks

automatically and permanently deleted after 30 days Creating & adding to contact g roup:

?

If you often find yourself replying to a message and

then immediately archiving the conversation:

?

Settings > General, scroll down to Send and Archive, Select

Show "Send & Archive" button in reply, save changes.

Once

setting is enabled, you'll have two options when you reply to a

message: 1--Send & Archive to send the reply and archive the

Select New Group from the sidebar, enter a name and click OK

In the sidebar, click on the name of the group Click the Add to icon on the toolbar.

As you begin typing, the name of the contact a dropdown list of names will appear. If the contact is on the list, select the name. If not,

Your task pane: Click t he d own a rrow n ext t o word Mail i n t he t op l eft corner o f your Gmail p age, c hoose T asks

Adding tasks: ? Use t he +

b utton a t the bottom of your l ist

? Use arrow to "pop out" (make larger) task window

previous message in one step, 2--Send to send your reply but

type in the complete name.

Click the Add

leave the original message in your inbox.

button OR

Contacts

? From the directory check any name(s) select the

groups icon, check the contact group(s) for these

Opening contacts

people select Apply

Adding tasks from emails: With message open, you can create a t ask a bout t hat message b y:

? using t he k eyboard shortcut S hift +

T

?

o r b y c hoosing A dd t o T asks f rom t he More menu

? Click on the Mail dropdown in the top--left corner of your Gmail page

? Or, click on the Apps grid and choose Contacts (this will open contacts in a new browser window)

OR

? From a group email

(if you didn't send it, hit reply all) click to the left of the first recipient name to activate the "To"--contacts open, at the bottom

Working with tasks: ? Switch between existing lists or create new ones

using the List icon in the bottom right corner

? Create Subtasks by using Actions

Adding new contacts:

choose

save as group and give the contact group a ? Move tasks by grabbing them to the left of the

Click the New Contact button in the top--left corner

name.

It may take a few minutes/or refreshes to

check mark and dragging them up and down

appear in contact list

Finding a contact:

?

Click on the name in any group the person belongs to

? Or, use the search field at the top of the page Important Contact Information:

To utilize the "dl_" lists as we new them, they can

In contacts, the Directory lists all SBCSC students and staff. Students do not have SBCSC Gmail available to them

found and used

by: Compose a new message, click

? Add new tasks to the middle of a list by clicking at the beginning or end of an existing task and pressing Enter

? Check off Tasks when you're done, and use Actions > Clear completed to hide them

? Print your tasks by clicking Actions and selecting

on the To:

type dl_ in the search line, click the

Print task list

Student accounts are: firstnameID@sbcsc.k12.in.us Staff accounts are typically firstinitalLastname@sbcsc.k12.in.us

Student example:

maureen12345@sbcsc.k12.in.us

magnifying glass Check the list(s) you want to use,

choose Select

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Staff example:

mhosinski@sbcsc.k12.in.us

SBCSC Gmail--More Features

SETTINGS

FILTERS

SIGNATURES

?

General: Set basic features

?

Labels: Create, show/hide, edit and delete labels ?

Inbox: Set the specifications for your inbox ?

Accounts: Manage your account settings ?

Filters: Create, edit and delete filters ?

Themes: Change the look of your email interface

SEARCHING FOR MESSAGES

? Type the word/email address/name you're looking for in the Search box and click the Magnifying glass icon

You will get a list of messages containing that term and a list of your Google Docs and more where that term is also found

ADVANCED SEARCHING:

?

Click on the dropdown arrow on the right of the

Search field to open an advanced search dialog box.

?

Enter as much information as you can and click the Magnifying glass

EVEN MORE ADVANCED SEARCHING:

Advanced search operators are query words or symbols that perform special actions in Gmail search. These operators allow you to find what you're looking for quickly and accurately. Some common search queries:

from:david

to:amy from:david or from:amy

newer_than:2d

has:blue-star filename:pdf

subject:dinner cc:david filename:suehomework.txt

Filters perform actions on emails and can be based on labels, sender, or other items (ex auto label and move an email from a certain sender)

Creating Filters:

?

Go to Settings > Filters ?

Click on Create a new filter at the bottom of the window ?

Enter the criteria for the filter, then click the Create filter

with this search link ?

Select the actions you want the filter to apply to the

message, then click Create Filter

Creating a Filter From A Particular Message: ?

Select the message and click the More button in the

toolbar, then Filter messages like these ?

Enter the criteria for the filter, then click the Create filter

with this search link ?

Select the actions you want the filter to apply to the

message, then click Create Filter

Editing Filters:

?

Go to Settings > Filters ?

Next to the filter you want to edit, click edit ?

Make your changes and click Update filter

DELETING FILTERS: ?

Go to Settings > Filters ?

Next to the filter you want to delete, click delete

VACATION RESPONDER

?

Go to Settings > General > Vacation Responder ?

Turn the vacation responder on and set the date range,

subject and message

?

Check who should get the message; leaving both boxes

unchecked will result in everyone who sends you email getting the message ?

Click Save Changes

Note:

Your reply is only sent once to people who email you. However, if the same person contacts you again after four days and your vacation responder is still on, Gmail will send another vacation response

Google only allows a user to have one signature per email account.

?

Go to Settings > General > Signature ?

Create your signature and click Save Changes Note that you can

insert images or hyperlinks, add colored or bolded text, and much more.

EXTRAS:

Change message Subject in a reply:

? While in reply window, click the dropdown to the left of the recipients names--choose edit subject

People Widget

? Settings--general--People Widget--turn on ? People Widget is now located on the right--hand side

of your messages, shows you contextual information about people you're interacting with (recent emails, profile picture, quick way to add info to contact) ? Quick way to email person (that sent message) click envelope) or entire group--click the people link (can choose all or individuals from here)

To access other Language Keyboards and Handwriting Input

? Settings--General--Language--click Show All Language options and check the box for Enable input tools.

? Move from left side to the "Selected input tools"

?

Re--order your by selecting up and down arrows

3/19/15 Maureen Hosinski (mhosinski@sbcsc.k12.in.us) email with questions!

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