Buzz
Gmail is a widely-used, free email service powered by Google.
Image courtesy of GoogleSince its inception in 2004, Gmail has introduced groundbreaking features like a gigabyte of free storage, built-in search capabilities, and message categorization.
These innovations have solidified Gmail's reputation as one of the leading email providers. By October 2007, Gmail had become the third-largest free email service, with 87 million users globally, according to comScore Media Metrix data. Yahoo Mail took the lead with around 262 million users, followed by MSN Hotmail (now Windows Live email) at 256 million users [source: TechNewsWorld].
Although AOL and Yahoo had been offering web-based email since the 1990s, Gmail began as an internal email tool at Google Inc. Initially available only by invitation in April 2004, Gmail became publicly accessible in February 2007 [source: Google history].
Since then, Google has continuously enhanced the email service, adding features like group chat with AIM (AOL Instant Messenger) users, Gmail for mobile devices, cross-platform email access (including AOL and Yahoo Mail), virus scanning, spam filters, keyboard shortcuts, and much more. Gmail also supports 40 languages and allows attachments as large as 20 MB [source: Google history].
In this article from Mytour, we will dive deeper into these features and others offered by Gmail. Let’s begin by exploring how simple it is to create an account and sign in to Gmail.
Starting with Gmail
Setting up a Gmail account is straightforward.
Image courtesy of GoogleGetting started with Gmail is a breeze, starting with creating a Google account. Afterward, you can easily log in to Gmail and send your first email. Below are the steps to help you sign in to Gmail.
- Visit Google and click on "Sign up for Gmail" at the bottom right of the page.
- If you already have a Google account, click on "Sign In Here" on the next screen. If not, you can create a new account. You will need to provide your name, country, and choose a username and password for Gmail access. Additionally, you'll need to answer a security question (e.g., your first phone number) to help recover your account if you forget your password. Accept the terms of service and privacy policy, and your account will be created.
- Once you're ready to sign in, visit Google in most browsers to reach the sign-in page. Enter your username (with "@gmail.com" at the end) and password, click "Sign In," and you'll be directed to your Gmail inbox.
- There is a box under the Sign In area that allows you to stay signed in. For security reasons, do not check this box on shared computers.
- If you've forgotten your ID or password, click "I cannot access my account" below the Sign In button. Answer security questions to verify your identity, and you will receive an email with instructions.
- To sign out, simply click on the "Sign Out" link located at the upper right corner of the page.
You can customize your Gmail settings by clicking on "Settings" at the top right. For instance, select "Settings" and then "General." Here, you can choose your preferred language, personalize emails with your photo, and add a signature (such as your name, address, and phone number) that will appear on every email you send. You can also set up a vacation auto-responder to notify others when you're away. Don't forget to click "Save Changes" after making any modifications.
Now that you're all set up with Gmail, proceed to the next page to learn how to send and receive emails.
Understanding Gmail Basics
The left panel of Gmail displays new messages and folders, while the central pane shows the emails you have received.
Image courtesy of GoogleGmail basics begin with mastering the essentials of email—sending and receiving messages. Once that's covered, you'll move on to sending attachments, organizing your emails, and using Google's search feature to quickly find specific content in your inbox.
Sending an Email
To send an email, click on "Compose Mail" located in the upper left corner. Then, type the recipient's email address into the "To" field. If you've added contacts, typing the first couple of letters of their name will trigger an auto-complete feature that lets you choose the correct person.
Click on "Add Cc" to include recipients who should receive the email but whose replies are not mandatory. To conceal recipients' email addresses from one another, click on "Bcc".
Next, type your subject line after "Subject," and write your email in the text box provided. The icons above the box let you adjust text formatting, font style, and color. You can also spell-check, add hyperlinks, and attach files. (We'll dive deeper into attachments shortly.)
Gmail automatically saves your draft every few minutes while you're working on it. Once your message is ready, click "Send". A confirmation will appear above the window, notifying you that your message has been sent. If you don't wish to save a draft, simply delete it from the Draft folder.
Receiving and Responding to Emails
Look at the number next to your Inbox to check if there are any new messages. Gmail automatically checks for new emails every two minutes and updates the count accordingly.
Gmail groups each original email with its replies into a "conversation." When you open a message, the latest reply will appear on top, with the previous messages stacked below. To view all emails in the conversation, click "Expand All."
To print a single message, click the downward arrow next to "Reply" and select "Print." To print the entire conversation, click on "Print all."
To forward a single message, open it and click "Forward" beneath the message. Enter the recipients' email addresses and, if desired, add any additional comments. Then click "Send."
Attaching Files
Gmail makes it simple to add and read attachments like documents, images, or videos. To attach a file, click on "Attach a file" below the Subject field, locate the file you wish to attach, and click "Open." If you want to add more files, click "Attach another file". To remove an attachment, simply click "Remove."
To open an attachment, click "Download" at the bottom of the message and choose either "Open" or "Save". If you'd rather view it without downloading, click "View as HTML" after opening the message. Additionally, you can open Microsoft Excel files as Google Sheets and Word documents as Google Docs.
Archiving Messages
Archiving allows you to move messages from your inbox to All Mail for later storage. You can retrieve these emails later by using the search function. To archive a message, simply check the box next to the sender’s name and click "Archive." If you receive a reply to an archived message, the entire conversation will return to your inbox.
Gmail offers more than just the basics. Let’s explore some of its additional features like security filters, the Gmail Notifier for new mail alerts, and the "retrieve and respond" option to access messages from other email providers.
Gmail Features
Gmail allows users to create custom filters for both sending and receiving emails.Gmail’s features make email management easier and more efficient. Let’s dive deeper into some of them, such as Gmail Notifier, which notifies you of new messages, and Mail Fetcher, which lets you retrieve email from other services like Yahoo Mail or AOL.
Gmail Notifier
This downloadable tool notifies you whenever you receive new Gmail messages, all without needing to open your browser. It checks for new messages every two minutes automatically. With Gmail Notifier, you can view a brief preview of up to 30 messages and even choose a sound to alert you when new mail arrives.
To use Gmail Notifier, your system must meet specific requirements: Windows 2000, Windows XP, or a more recent version for Windows users. For Mac users, the application requires OS X 10.3.8 or a later version. The Notifier can also notify you about upcoming events from your Google Calendar.
Mail Fetcher
Mail Fetcher allows you to import and download messages from up to five other email accounts directly into Gmail. The feature checks these accounts regularly, ensuring new emails appear automatically in your inbox. Note that the accounts you wish to access must have POP (Post Office Protocol) enabled, which allows Gmail to download messages, giving you offline access to your email.
Contact Groups
Creating a contact group allows you to quickly send emails to all members of the group. To set up a group, click on "Contacts" on the left, then click "New Group" in the top left corner. After that, simply name the group and click "OK."
To add contacts to the group, select the contacts you want from the Contacts list. Then open the Groups menu and choose the group you want to add them to by selecting it under "Add to . . . ."
For future additions, just type the contact's name or email address in the "Add this to group" box located below the contact list.
To send a message to the group, go to the Compose window. After typing "To:", enter the first few letters of the contact group's name. Select the group from the list that appears automatically and proceed to write and send your message.
Security and Spam
Gmail prioritizes security, beginning with virus scans on all attachments you send. All incoming attachments are scanned twice – once when they're delivered and again when you open the message. Suspicious emails are automatically sent to the spam folder. To eliminate spam from your inbox, simply select the unwanted message and click "Report Spam."
You can also block unwanted emails from specific senders or domains by setting up a filter. To do this, click "Create a filter" below the search box. Enter your filter criteria, click "Next Step," and choose how you want the emails to be handled (e.g., select "Delete it"). Then click "Create Filter."
Parental Controls
Children under 13 must obtain parental consent to create a Gmail account. Parents can also use email filters to prevent unwanted messages from reaching their children.
Gmail also recommends that parents:
- Place their child's computer in a shared space in the house to easily supervise online activity.
- Install parental control software or adjust browser settings to block access to inappropriate websites.
- Have conversations about proper email etiquette and online behavior.
- Warn children not to open attachments from unknown sources and to check with an adult if unsure.
- Instruct children not to share personal photos or sensitive information via email or chat, especially with strangers.
Gmail is constantly evolving with new features for sending and receiving emails. Read on to explore how you can use Gmail for chat, instant messaging with AIM users, emailing from mobile devices, and even voice-enabled mail.
Gmail Innovations
Gmail enables users to chat with friends directly from their inbox.Gmail's innovations extend beyond managing email on your computer. With Gmail by Google, you can chat with friends or in groups, send instant messages (IM) to other AIM users, use mail with voice, and access Gmail on your mobile device, including BlackBerry, iPhone, and others.
Mail with Voice
If you are logged into Google Talk while using Gmail's chat features, you can make and receive voice calls. A 'Call' button will appear next to your contacts' profiles. If the button isn't grayed out, it means the person is available to chat.
Your contacts can also leave voice messages for you via Google Talk’s voicemail. These messages will appear as special items in your inbox with the subject line ‘Voicemail from ContactName (x seconds)’ and a phone icon. To listen to the voicemail, just click ‘Play’ in the conversation view.
Gmail Chat
Similar to Google Talk, Gmail enables you to chat with either an individual or a group. You can chat with anyone from your contact list who has a colored ball next to their name. Simply go to 'Chat', find and click on the person you want, and a chat window will open. Then, type your message and hit 'Enter'.
You can also search for a contact by typing their name in the search box at the top of the Chat window. Alternatively, search your Contacts list, click on the person, and then click the Chat link. When you're done chatting, close the chat window by clicking the 'x' in the upper-right corner. Chat is compatible with Internet Explorer 6.0+ or Firefox 1.0+, but not Safari or other browsers. Chats are saved and searchable.
Group chat lets you communicate with multiple contacts at once. Here's how to set it up:
- Start a chat with someone from your Contacts list.
- Click 'Options' at the bottom-left corner of the chat window, then select 'Group Chat.'
- In the 'Add a person to this chat' field, type the names of the contacts you want to add.
- To end the chat, click the 'x' in the corner of the chat window. The group chat remains open until everyone has left.
Chat/IM with AIM Users
With Gmail chat, you can log into your AIM account directly from Gmail and chat with your AIM buddies. They appear in your contacts list, and you can search for them. To start chatting, simply click on a name in your list and type your message.
Gmail for Mobile
You can access Gmail for mobile through your smartphone’s web browser or by downloading a dedicated app. To use it via the browser, just visit Gmail, and the interface will closely resemble that of Gmail on a computer.
The downloadable Gmail app for mobile also syncs seamlessly with your Gmail account, offering faster performance and using less data than the browser version. To try it, go to Gmail applications on your phone's browser.
Both versions, whether the web browser or the app, allow you to use Gmail features like search and conversation view. Additionally, they automatically sync, meaning any actions you take on your phone are reflected in your regular Gmail account.
