Email Features and Functions What we will cover What is Email - PowerPoint PPT Presentation

Email Features and Functions

What we will cover • What is Email • What is Gmail • Why do we have this new account • Features of our accounts • Hands on Tasks

Why use Email? • More productive: Comes with an address book, instant messaging, easy other communication options, calendar, profile, remembers information • Email necessary for online things • Group email • Private • Anytime, anywhere, on any device

What is Email? • Electronic • Personal • Parts of an Email: 3 parts! • username@emailprovider For example: mprine@sdccd.edu , or Justin.Bieber@gmail.com • Email providers can include public (gmail.com, aol.com), private (sdceonline.com, qualcomm.com), educational (sdccd.edu)

Features of Gmail • Spam filtering • Conversation view (including grouping) • Built in Chat (instant message or video/voice) • Call phone: Can dial actual number in the world. Free in US and Canada, lower rate in other countries • Accompanying apps: calendar, profile, cloud storage, and more!

Caution of Email Beware of : • Notes from your bank • Notes about package deliveries • PayPal and EBay notes • Group emails with images • Really short emails, even from friends • Attachments and links in the email

Using Gmail http://www.gcflearnfree.org/gmail/1.3

Mobile Gmail • Inbox.google.com will show different view of the same Gmail box • Designed for mobile screen • Not as friendly for some of the upcoming tasks we will do, but highlights include pinning notes, quick send to folder, search emails • Quick run through: While signed into Google, type: inbox.google.com into web address bar: • Hide left navigation by clicking on 3 lines • Before clicking email, search mailbox, show only pinned • After clicking on an email: delete, pin, snooze until, mark done • Or click on 3 horizontal lines to move to folder or create and more to new folder

Group Tasks Can do on your own…We will demonstrate today!

Group task: Understanding the Email Window Open your Email account and follow along with the parts of the window: • Recipients (including CC and BCC) • Subject • Body • Extras • Don’t forget to SEND!

Group Task: Send an email • Hit Compose • Send an email: • To: Person sitting next to you • CC: Person next to you • BC: Yourself • Subject: I am in your class • Body: Include greeting, message which describes a little about yourself and what you like about email, final closer, your name. • Don’t forget to hit “send”!

Remember me: Add as a contact • Hover over the name of one of the people in your inbox • Scroll down to “contact information” (can’t slide it down because you will open the “circle” window) and click on it • A window will open, and you will see that you can enter lots of information. Why not add a note which reminds you something about the person, so you can remember it next time you see them. • When done, click “add to my contacts”. • Return to Email by clicking on “contacts” (on left) and then “mail”.

Group Task: Add an attachment • Click “compose” • To: send to someone in the room that you haven’t sent to yet • Subject: My favorite picture • Body: Tell them this is your favorite picture and why. Make it believable! • Click on the paper clip (below) • Go to picture library and double click on the folder of sample pictures. Single click on favorite picture and click “open” • Sign your note and send

Opening an attachment • Click and open the email with the attachment • Put your cursor on the picture. You have 3 options: • Single click once puts it on its own page where you have all possible options • While hovering again, click on the down arrow. This will download the picture to your computer. You will have to pick a folder and name the picture • While hovering, click on the 3 sided arrow. This will copy the picture to your Google Drive account, the one that is associated with this account. • Save it to your computer AND save it to your Google Drive

Gmail extras: Those little icons at the bottom • Click on “compose” and follow along: 9 10 3 4 5 6 7 8 2 1 1. SEND button 6. Insert picture 2. Formatting tool 7. Convert to a link 3. Attachments 8. Insert an emoticon 4. Insert from Google 9. Delete the note Drive 10.Other (click down 5. Send & request money arrow)

Bonus: Add a signature • Click on the gear icon on the top right, then click “settings” • Scroll down to “signature” • Type your name, then skip 2 lines and insert: • Your business (bold and in a different color) • Your phone number (neither of these need to be real, by the way!) • Skip one more line • A tagline: A quote which defines a philosophy of yours. • Click “save changes”

Respond to an email • Open your inbox • Note that some email are BOLD, while others are not. • BOLD ones are unread • Click on a bold note (the subject line of the note) • To reply, click “reply” (in the box below the note) or click on the arrow (top right). • NOTE: If you click on the down arrow next to arrow, you can do other things (reply all, print, delete, etc.) • Respond appropriately to the note and then click “send”

Manage my inbox: • Mark as important by clicking on the star or by clicking on the yellow box AND 3 5 6 2 1 4 7 8 1. Click to check all boxes or 5. Create a folder click to uncheck all boxes 6. Create a label 2. Archive this note (don’t 7. More options (create task, star, etc.) click on it!) 8. Box next to name: Must be checked 3. Report note as spam to see options! 4. Delete note

Create a label: • Click on one of the notes from your classmate that you received today • Click on “labels” • Click “create new label” • Enter a new label name: students • Click “create”

Change color of label • Find “student” label on left of screen • Click on down arrow on side of name • Hover over side of “students” and click on the down arrow. • Click on “label color” and the click on your favorite color

Nesting a label • Yes, you have your friend in Student, but you would sure like to remember that they were in your Talking2015 class. So we are going to next a label called “talking2015” inside the “student” label. • Click on the box next to the email of a friend in your class that has just sent you a note. • Click on “create new” for a new label • For new label name, type “talking2015” • Then click the box next to “nest label under” and then the down arrow. Find “students” and click on it. • Finally, click “create”

Forward an email Did someone send you a note that someone else has to see? You can forward the note. • Open a note • Click on the down arrow next to the “reply to” arrow • Click Forward: Note your new message may be below the old one! • Fill in a new “to” person • Did you know that you can delete all that stuff at the top of the forwarded note? Click, drag and click delete! Now you only have the forwarded note. • Click “send”

Adding Gmail to your mobile devices • If you like, you can add your gmail account to your mobile devices. It would be done the same way that you added your regular email. • Ask me how! Want to learn more about Gmail, Email or technology in general? Visit the GCF Learn Free site at: http://www.gcflearnfree.org/technology