Most of this Q&A is specific to the use of the GMail interface. MLC faculty and staff also have the option of continuing to use Outlook to read/manage their email, calendars and contacts. Students will gain the option to use Outlook once we transition to Google Apps.
Your account has more than 7 GB of storage. Google says they will add more storage as needed so you will probably never run out of space. In fact, a heavy email user who sends and receives lots of file attachments and archives all messages might use up to 10% of this space a year (usually less), so it would take decades to use up all of the available space. Also note that Google Apps restricts the size of file attachments to 20 MB, so you don't have to worry about a few large files using up your storage space.
If you're working in Google Mail, the refresh rate is approximately every 2 to 5 minutes. If Google Mail is idle, the refresh rate is approximately every 10 minutes.
Yes, Google Mail Labs has an early version of a new tool that provides offline access to your most recent email messages. To enable the feature, click the Labs icon (green flask) in the upper-right corner of your Mail window. Then, under Offline, click Enable.
Note:Google Mail Labs is a collection of new ideas for Google Mail features that you can try. Please be aware that these features are not officially "released" and can change, become unstable, or disappear at any time.
No, Google Mail doesn't include automatic spell-check. However, you can check your spelling at any time by clicking Check Spelling at the top of the message you're composing. Misspelled words are highlighted in yellow. Click a misspelled word to see suggestions for similar words.
Google Mail automatically checks spelling in the default language selected in your Settings. To check spelling in another language, click the down arrow next to Check Spelling, and then select the language.
Yes. Open the conversation, and then click Forward all at the right of the message window.
Yes. To reply to or forward a single message in a conversation, open the conversation and select the message to forward. At the bottom of the message card, click Reply or Forward.
Yes, you can add a new message to the conversation, and even edit the text in the previous messages in the conversation.
Yes, you can delete one or more messages in a conversation as follows:
No, Google Mail doesn't support sending flags in messages at this time.
In Outlook, I could add voting buttons to a message and track the replies from recipients. Can I do the same thing in Google Mail?
Yes, the combination of Google Mail and Google Docs provides a similar feature, but with even more options. At the top of your Mail window, click Docs. Then click New > Form. Use the options on the form to create voting options (or many other types of questions and fields), and then email the form. To track results, simply return to the form and click See responses. For details about using forms, see the Google Help Center.
Yes, Google Mail adds your signature to the end of every message you reply to or forward. Note that if the message or conversation is long, you may not see your signature initially, because it's added to the very bottom of the original message or conversation.
Can I send file attachments in Google Mail using the "Send To > Mail Recipient" feature in the Windows "right-click" menu?
No, this feature works only with a client email program installed on your computer.
Yes, Google Mail Labs has an early version of a new "message undo" feature that lets you recall a message within a few seconds after you send it. To enable the feature, click the Labs icon (green flask) in the upper-right corner of your Mail window. Then, under Undo Send, click Enable.
Yes, you can attach one or more files to an email message.
Yes, to help prevent viruses, Google Mail won't accept file attachments that are executable files. There's also a 20 MB size limitation for attachments. For details, see the Google Help Center.
No, to attach a file to a message, you must browse to it.
Is there a way to copy a file attachment from one message to another, without first downloading it to my computer?
No. Because Google Mail is a web-based system, you can't drag a file attachment from one message to another. As a workaround, you can do the following:
Alternatively, you can download the attachment and then upload it to another message.
No, you can't embed one message into another directly. As a workaround, you can do the following:
Alternatively, you can copy the text from the earlier message and paste it into a new message.
Instead of folders, Google Mail has a "labels" feature. Labels are similar to folders, but are more powerful and flexible, because you can add multiple labels to a message to categorize it in several ways. For details, see the Google Help Center .
The message remains in your All Mail archive, but without the label. You can easily find it again later using Google search.
Yes, you can apply any number of labels to a message: Select the message in your Inbox, or open it, and select one or more labels in the Labels drop-down list at the top of your Mail window.
You can create up to about 200 labels.
If you've already created the label, select the message in you Inbox or open it, and then select a label in the Move to drop-down list at the top of your Mail window. If you haven't yet created the label you want, select Create new instead.
If you want to move a message to multiple labels at once, select the message in you Inbox or open it, and then select the labels in the Labels drop-down list at the top of your Mail window. Then click Archive.
After you create a label, find it in your Labels list at the left of your Mail window. Put your mouse pointer over it, and then click the down arrow that appears. Choose a color from the list.
Yes. To change a label on a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label currently applied to it. Then select another label and click Apply.
To change a label on all messages that have that label, click the label in your Labels list at the left of the Mail window. At the top of the list that appears, click Select all. Then, in Labels drop-down list, uncheck the label you want to remove, and select the new label you want to apply. Click Apply
No, but Labels allow you categorize messages in multiple ways, so you'll probably find that you don't really need subfolders anymore. For example, you could apply the labels "Projects," "Marketing," and "Widget Campaign" all to the same message. You can then find the message by clicking any of those three labels in your Labels list. All three labels appear at the top of the message, so you can always see how you've classified it.
Alternatively, you can simulate a folder tree with labels, as follows:
You can apply only one label per email filter. However, if you want to add multiple labels to a filtered message, you can do the following: Create multiple filters with the same criteria, except specify a different label for each filter. If you receive a message that meets the criteria for the filters, Google Mail will apply the multiple labels to that message.
Yes. To delete a label from a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label. Click ApplyTo delete a label from all messages that have that label, in the Labels drop-down list, select Manage labels. (You can also click Edit labels at the bottom of your Labels list at the left of the Mail window.) In the list that appears, find the label, and then click Remove.
If I set up a filter to add a label to specific incoming messages, but then later delete the label, is the filter also deleted?
No, even if applying the label was the only action for the filter, your filter is not deleted. You can edit the filter to specify a different label or another action.
With Google Mail, you can create any number of unique email addresses for your account, using "plus addresses." Simply add a plus sign and text after your user name but before the @ sign in your email address. You'll then receive any messages sent to that address. For example, messages sent to jane.doe+notes@[your domain] are delivered to jane.doe@[your domain].
If you use a plus address, such as jane.doe+notes@[your domain], you can then set up a filter to perform an action on any messages sent to that address. For example, if you want to save daily notes in Google Mail, create a filter for a "+notes" address to automatically label and archive messages you send to that address. Or, if you're working with a client, tell the client to send all email to your "+client.name" address. Set up a filter for that address to automatically apply a label to messages the client sends to you.
Stars are a way to highlight messages. Assign stars to special conversations or messages in your Inbox, or use them as a visual reminder that you need to follow up on a message or conversation later. To quickly see all messages with a star, click Starred at the left of your Mail window.
Yes, you can use labels and stars to highlight messages in your Inbox. For example, you might create a label named "Action" and apply the color red to it, so you can easily see it in your Inbox.
Yes, in your Inbox, select the message. Then, in the More actions drop-down list, select Mark as unread.
No, you can't sort messages in your Inbox.
If you're subscribed to a mailing list, you might receive messages in a very long, ongoing conversation. If you'd rather not receive anymore messages in that conversation, you can "mute" the conversation to keep all future additions out of your Inbox. To mute a conversation, select it in your Inbox or open it, and then click Mute under More Actions at the top of your Mail window. Note: The mute feature works only for messages you received as part of a mailing list. If the message was sent directly to your email address (your address appears in the To or CC field), you can't use the mute feature.
Yes. First, find the conversation. An quick way to find it is to type is:muted in the Search field. Then, select the conversation and select Inbox in the Move to drop-down list at the top of your Mail window.
No, quoted text is always hidden by default.
What is the difference between deleting and archiving email messages? When should I delete and when should I archive?
If you either delete or archive a message, it's removed from your inbox. If you delete a message, it's placed in the Trash and then permanently removed from your Google Apps account after 30 days. On the other hand, if you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future, using Google's powerful search feature.
Messages remain in your archive forever, unless you choose to delete them
Messages remain in the Trash for 30 days. After that, Google Mail permanently deletes them.
Find the message in the Trash and select it. Then, in the Move to drop-down list at the top of the Mail window, select Inbox.
No. Deleting or archiving a meeting invitation does not affect the invitation on your calendar.
Yes, if someone replies to a message you archived or trashed, that message appears in your Inbox as a conversation, with all previous content. If you applied a label to the archived message, the label will appear in your Inbox. If the message was permanently deleted from the Trash, you'll see an option at the bottom of the message to view the deleted messages in the conversation. However, the message won't have the original label you applied to it.
There's no need to delete or archive messages in the Sent folder. Messages remain in this folder forever, unless you delete them. But, because you have 7 GB of storage space, you can keep messages in this folder to refer to them later, if needed. Also, note that messages in the Sent folder are actually archived in All Mail, so even if you archive these messages, they stay in the Sent folder.
To search for messages, type a word that the messages contain. Note, however, that Search matches "whole words" only—that is, it doesn't recognize partial or similar matches. For example, if you search for benefits, Search won't find benefit or benef. Also, Search doesn't recognize special search characters, such as square brackets, parentheses, currency symbols, the ampersand, the pound sign, and asterisks.
By default, Search doesn't look in your Trash or Spam folders. To search those folders also, click Show search options next to the Search field, and then, in the Search drop-down list, select Mail & Spam & Trash. You can find more information about using Search in the Google Apps Help Center.
No, you can't search specifically for all messages that don't have a label.
A list of the advanced search operators is available in the Google Apps Help Center.
You can also print out this reference sheet.
Messages remain in the Spam folder for 30 days. After that, Google Mail permanently deletes them.
To make sure that any messages you receive from a specific person outside our domain pass through the spam filter, create an email filter using the Never send it to Spam option:
Yes, you can choose from a number of different color schemes, or even create your own! To change the colors, click Settings in the upper-right corner of your Mail window. Then select Themes.
Your signature can contain up to 2000 characters.
You can format your signature using the Rich Text Signatures feature in Google Mail Labs. To enable the feature, click the Labs icon (green flask) in the upper-right corner of your Mail window. Then, under Rich Text Signatures, click Enable.
Yes, you can create a personal mailing list (called a contact group in Google Mail) using the contacts picker, which includes the email addresses of all WarriorWeb users. Access the contacts picker as follows:
If you need to create a corporate mailing list that other employees can use, please contact IT.
The following websites have information about innovative ways to control the flow of your email and manage your Inbox:
Yes, the IT department is going to copy all your Exchange email messages for you. We will also install the Google Apps Sync for Microsoft Outlook to import all your personal contacts and calendar events from your old account into Google Apps.
No, you'll need to recreate your rules using the Filters feature in Google Mail. Filters let you to manage the flow of incoming messages using keywords, sender, recipients, and more. Using filters, you can automatically label, archive, delete, star, or forward your mail, and even keep it out of your Spam folder. For details, refer to the Google Help Center.
Yes, in Google Mail, you can set up your "vacation responder," which is similar to the Outlook Out of Office feature. For details, refer to the Google Help Center.
Shared mailboxes are not supported. However, you can easily set up an email filter (rule) to forward specific types of messages to another employee.
Yes, Google Mail includes a full set of keyboard shortcuts. First, you must enable keyboard shortcuts:
Then, to see the shortcuts, press SHIFT+? while viewing your list of messages in the main Mail window.
No, but as a workaround, you can ask IT to set up a mailing list (group) for all the employees who want to share an email address. Or, IT can create a shared Google Mail account for these purposes.
Yes, the Google Tasks gadget is available in Google Mail and Calendar. Just click the Tasks link in the pane on the left to open the Tasks gadget. Use the gadget to create one or more task lists. To add an email message to a tasks list, open the message and then click More Actions > Add to Tasks. The subject of the message appears at the top of your tasks list, with a link to the message content.
Yes, you can specify Google Mail as your default email program in Google Talk:
Note, however, that this setting does not work for all email links.
Yes, if your browser is set to display pop-ups in a new window, you can click do the following: