What can you do with Gmail?

With Gmail, your email is stored safely in the cloud. This means you can get to them from any computer or device with a web browser. You can also quickly organize and find important email, as well as read and draft email without an internet connection.

What you need:

- G Suite account

- 10 minutes

1. Create and Send email

Learn the basics of creating, sending, viewing, and replying to an email.

In this section, you learn how to:
1.1 Create and send email
1.2 See new an email
1.3 Reply to an email
1.4 Change recipients
1.5 Save and print attachments

1.6 Email without an internet connection

1.1 Create and Send email
Step 1: Open your Gmail inbox.

Step 2: In the left Side Bar click “Compose”. A new email opens.

Step 3: (Optional) Change your window using the buttons in the upper corner.

- Minimize: img11a.jpg

- Maximize: img11b.jpg

- Exit the screen: img11c.jpg

- Pop-out and resize: Shift +: img11d.jpg

- Exit Full Screen:img11e.jpg

Step 4: Add recipients and a subject.

Step 5: Enter your message.

NOTE: Email that you start writing but haven’t sent are automatically saved in “Drafts” on the left sidebar.

Step 6: Add attachments, links, images and more.

Step 7: Click “Send".


Tip: To un-send an email, at the bottom of the window, click Undo. This option appears briefly, but you can change how long it lasts.

1.2 See new email

- Unread email are bold. To open an email, click on it.

- By default, replies to email are grouped into conversations. Keeping all email together in a thread makes it easier to keep track of them and saves space in your inbox.

- If you prefer to separate your existing email from future email, you can turn off conversation view.

Turn off conversation view:

Step 1: In the top right, click on Settings icon > "Settings".

Step 2: In the General tab, scroll to Conversation View and select "Conversation view off".


Step 3: At the bottom, click "Save Changes".


1.3 Reply to email

- To reply to a single email or the last email in a thread, click “Reply” in the bottom of the screen.

- To reply to an email within a thread, click “Reply” icon next to that email.

- To forward a single email or the last email in a thread, click “Forward” in the bottom of the screen.

- To forward an email within a thread, click “More” icon then “Forward”.

- To see previous email in a thread, click “Show trimmed content” icon.

- To forward an entire conversation, at the top, click “More” icon then “Forward all”.

- To use a Smart Reply, at the bottom of the email, click a suggested reply. You can then edit the email before sending it.


Tip: You might see existing email at the top of your inbox with a suggestion to reply or follow up. To hide these suggestions, click Settings icon > Settings, go to Nudges and uncheck the boxes.

1.4 Change recipients

Add and remove recipients

- From an open email, click a recipient’s address.
- To add more recipients, type their email addresses.

- To remove recipients, next to their email address, click “Remove” icon.


Change an email subject:

Step 1: Next to “Type” of response, click the Down arrow, then “Edit subject

Step 2: Type a new subject


1.5 Save and print attachments

When someone sends you an attachment, such as a photo or document, you see a preview of the attachment in the email.

- See a full-screen view and print: Click the attachment to open a full-screen view. To print, click “Print“ icon.

- Download an image or save it to Drive: Point to the preview and click “Download” icon or “Save to Drive” icon.


1.6 Email without an internet connection

Use Gmail offline to read, respond to, and search your Gmail messages when you are not connected to the internet. Any email you write, archive, label, or delete while you are offline will be sent or moved when you are back online.

When you enable Gmail offline on a device, your messages will sync with the browser's storage on the computer you're using. You need to enable Gmail offline on each device for which you want offline access.

Enable Gmail offline:

Step 1: In the top right, click “Settings” icon and select “Settings”.


Step 2: Go to the “Offline" tab and check the “Enable offline mail” box.

Step 3: Next to “Sync settings”, choose how many days of email you want to store offline.

Step 4: Next to “Security”, choose whether to keep or remove offline data on your device. If you don’t see this option, it might be set by your G Suite administrator.

Step 5: Click “Save Changes”.


 Note: If you don't see the “Offline” option, it might not be enabled for your organization. See your G Suite admin.

2. Organize your inbox

Manage email with labels and filters and move email out of your inbox.

In this section, you learn how to:
2.1 Switch to labels from folders
2.2 Create labels
2.3 Apply labels
2.4 Add filters
2.5 Star important email
2.6 Snooze email
2.7 Archive or delete email

2.1 Switch to labels from folders

In other email programs, you might have stored email in folders. In Gmail, you use labels to categorize your email. Labels are like folders, but with a twist—you can apply several labels to an email, then later find the email by clicking any of its labels from the left panel.

You can also:

- Open a label in the left sidebar to see all email with that label.

- Nest labels within labels.

- Search for all email within a label.

-Set up your inbox as you prefer:

  • See labels on email in your inbox to quickly identify different types of email.
  • Auto-archive email to route it away from your inbox, as you did with rules and folders.

2.2 Create labels

2.2.1 Create labels

Step 1: In the top right, click on Settings icon and Select Settings.

Step 2: Click the “Labels” tab.

Step 3: Scroll to the Labels section and click “Create new label”.

Step 4: Enter the Label name and click “Create”.

NOTE: You can also create nested labels, which are like subfolders.




2.2.2 Create a label from an email

Step 1: From an email, click “Labels” icon then “Create new”.


Step 2: Enter the label name and click “Create”.

Step 3: (Optional) Click “Nest label under” and choose an existing label to place it under. The new label automatically applies to your email.


2.3 Apply labels

2.3.1 Apply labels to email:

Step 1: In your inbox, check the boxes next to the email you want to apply a label to.

Step 2: Click “Labels” icon.

Step 3: Check the boxes next to the labels you want to add and click “Apply”.


2.3.2 Apply a color to a label:

Step 1: In the left panel, click on “More” then “Categories” and click on “More” icon next to a label that you want to change.

Step 2: Point to “Label color” and choose a color. Or click “Add custom color”.
NOTE: The change instantly applies to all email with that label.

Step 3: (Optional) To remove a label color, point to “Label color” and click “Remove color”.

Step 4: (Optional) To see all email with a particular label, in the left panel, click the label’s name.


2.3.3 Move email from your inbox to a label:

Move email out of your inbox to labels the same way you did with the folders

Step 1: In your inbox, check the boxes next to the email you want to move into a label.

Step 2: Click “Move to” icon.

Step 3: Click the label you want to move your email to.


2.4 Add filters

Manage your incoming email automatically with Gmail’s filters.

Step 1: In the Gmail search box, click the “Down arrow” icon.


Step 2: Enter your search criteria, then click “Create filter”.


Step 3: Check the “Apply the label” box and choose a label to automatically sort incoming email fitting your search criteria.

Step 4: (Optional) if you would like email fitting your search criteria to be automatically moved out of your inbox, but want to be able to access them later, check “Skip the inbox (Archive it)”.

Step 5: Click “Create filter”.


2.5 Star important email

Want to flag an important email?

Click “Star” icon next to an email in your inbox or email within a conversation.

To see all your starred email, in the left sidebar, click “Starred”.


2.6 Archive or delete email

Archived email move out of your inbox but stay under “All mail”, so that you can find them later. Deleted email move to the “Trash” and get permanently deleted after 30 days.

To archive or delete email, select one or more email. At the top, click “Archive” or “Delete” icon.


3. Find email

Search your inbox to find the email you need.

In this section, you learn how to:

3.1 Search your inbox
3.2 Narrow your search

3.1 Search your inbox

To search for keywords, type the word you are looking for into the search box. Gmail suggests search terms as you type. Click a suggestion or click “Search” icon.


3.2 Narrow your search

To narrow your search, at the right of the Gmail search box, click the “Down arrow” icon.


Add specific search criteria. For example, you can find an email from Alice that has an attachment within a particular time frame.