Gmail and Google Calendar Training Packet
Website https://www.gmail.com or http://www.google.com (and then select Gmail
Link on the district website
Login with your Burlington email address and password
Here's a guide to what you'll need to do in order to send a message in Gmail:
Click the Compose Mail link on any Gmail screen (it's on the left, under the Gmail logo).
Enter your recipient's email address. You can type the address in the 'To:' field, or find
the address in your Contacts list.
Enter a subject for your message in the 'Subject:' field.
Write your message! Just click in the large field and type away.
When you're done composing, click the Send button (located just above the 'To:' field).
You'll see a confirmation at the top of the window that your message was sent.
You can change the formatting, font, and color of your message text using the tools
located above the compose window. You can also attach files.
We suggest using the carbon copy feature when you'd like to include additional
recipients whose responses are welcome but not required. Display this field by clicking
Add Cc. The blind carbon copy field (click Add Bcc to display) lets you hide recipients'
addresses and names from one another.
When you begin to type an address in the 'To:,' 'Cc:,' or 'Bcc:' fields, Gmail will suggest
complete addresses from your Contacts list.
As you compose a message, we'll automatically save drafts every few minutes so you
can leave your message and come back to it later before sending it out. You can also
click the Save Now button at any time to save what you've written.
Replying to messages
Click Reply to reply only to the message sender, or Reply All to reply to everyone who received
the message. To reply to a message in the middle of a conversation, click on the Reply link at
the bottom of the message's card.
To forward an individual message:
1. Open the appropriate conversation and select the message to forward.
2. Click Forward from the bottom of the message card.
3. Enter the email address(es) to which the email should be forwarded, and add any notes
in the message field. If the message has attachments, you can choose not to forward
them by deselecting the checkbox next to the filename below the Subject field.
4. Click Send.
To forward an entire conversation:
1. Open the appropriate conversation.
2. Click Forward all from the right side of the Conversation View.
Forwarding an entire conversation will add all messages from a conversation into a single
message. Each message will be clearly marked, and will be listed in order from oldest to most
To forward an inline image:
1. Ensure you have Rich formatting enabled by clicking Compose Mail and clicking Rich
formatting >> above the blank text field of the message. If you don't see this link, you
already have Rich formatting enabled. Discard the blank message.
2. If Rich formatting is enabled, open the message you'd like to forward.
3. Click Forward along the bottom of the message.
4. Click Send.
About Gmail search
You can use Gmail search the same way you'd use Google Search, by entering a word (or
multiple words) that appears anywhere within the message you want to locate. If you're looking
for a message that contains the word shopping, simply type shopping in the search field and
press Search Mail. Your results will be displayed with your search terms highlighted in yellow.
Gmail doesn't recognize special search characters like square brackets, parentheses, currency
symbols, the ampersand, the pound sign, and asterisks. It also doesn't recognize partial or
similar matches, so a search for travel will find travel, but not travels, traveler, or travle.
If you're having trouble finding the result you want, you can refine your query by clicking Show
search options next to the search box, and entering your criteria in the appropriate fields (or
use our advanced operators).
Gmail's advanced operators will help you make your search and filter criteria more specific. For
example, to create a filter for messages from 'GoogleAmy@gmail.com' and messages that
contain the subject line 'Meeting Reminder,' you can enter 'from:GoogleAmy@gmail.com OR
subject:'meeting reminder' in the 'Has the words:' field.
Here's how to clarify your filter criteria with advanced operators:
1. Sign in to Gmail.
2. Click 'Create a filter' at the top of any Gmail page.
3. Enter your filter criteria. In the 'Has the words:' field, you can use any advanced
operators to filter messages meeting various criteria. Please note that the 'or' function in
Gmail is represented by 'OR,' and the 'not' function is represented by a minus (-). You
also can use quotes (" ") to specify an exact phrase.
4. Click 'Next Step' and select the action you'd like these messages to take.
5. Click 'Create Filter.'
To use advanced operators in your searches, click 'Show search options' to the right of the
search field, and enter your search terms and advanced operators in the appropriate fields.
To attach a file to a message you're composing, follow these steps:
1. Click Attach a file under the subject field.
2. Browse through your files and click the name of the file you'd like to attach.
3. Click Open.
If you'd like to remove a file you've attached to a message and are using the advanced
attachment features, uncheck the box next to the file. If you're using the basic attachment
features, click Remove.
To attach another file, click Attach another file.
Keep in mind that you can't send executable files or messages larger than 25 MB.
Using labels (like folders)
Labels do all the work folders do and give you an extra bonus: you can add more than one to a
conversation. Once you've created a label, you can view all the messages with that label by
searching, or by clicking the label name along the left side of any Gmail page.
You can easily create, edit, and delete existing labels. Here's how:
To create a label:
1. Click the Labels drop-down menu or if you have keyboard shortcuts enabled, type l. Or,
just click Settings > Labels.
2. Select Create new.
3. Type the name of your new label and click Ok
Any selected messages will automatically be categorized under your new label. If you'd like to
keep organized, you can remove a labeled conversation from your inbox by archiving it and
view it later by clicking All Mail, or by clicking the label name along the left side of any Gmail
To apply a label to a message, you can select the checkbox next to the message(s) in question,
and then select the label name from the Labels drop-down menu (or you can label a single
message while you're reading it by using the drop-down menu or the keyboard shortcut L). You
can also drag a message to a label's name to move that message to a label.
To edit a label name:
1. Click the down-arrow to the left of the label.
2. Select Rename.
3. Enter the new label name, and click OK.
All the messages categorized under your old label name will now be categorized under your
Organizing and deleting labels
You can control which labels appear in your list on the left.
1. Click Settings > Labels
2. Click the show or hide link next to each label to choose whether it's listed. Or, if you see
a label you don't need anymore, you can always click remove. (You'll have to confirm
that you'd like to remove the label by clicking OK).
You can also show, hide, or delete one label at a time by clicking the down-arrow to the left of
Use the Move to drop-down menu or the keyboard shortcut v if you want to apply a label to a
message and move it to that label at the same time.
Adding a signature
A signature is a bit of personalized text (such as your contact information or a favorite quote)
that is automatically inserted at the bottom of every message you send.
To create a signature:
1. Sign in to Gmail.
2. Click Settings at the top of any Gmail page.
3. Enter your new signature text in the box at the bottom of the page next to the Signature
option. As you type, the radio button will shift from No Signature to the text box.
4. Click Save Changes.
Signatures are separated from the rest of your message by two dashes.
If you don't want your signature to appear on a specific message, you can delete it manually
before sending the message. Just highlight the text and delete it before sending.
If you notice extra characters (such as * or >) being added to your signature after you
send mail, it's because some versions of Gmail don't support rich text and we've
converted some of your formatting. For example, when you send from Gmail using
Safari on iPhone, any text you bolded in your signature will be marked with asterisks
(i.e., example will show as *example*).
For rich text signatures, the maximum amount of characters you can use is 10,000
(including HTML markup).
Changing your settings
To change your user preferences, just click Settings at the top of any Gmail page. From there,
navigate to one of the appropriate tabs:
General Tab: change language, messages per page, keyboard shortcuts, allow external
content, browser connections, conversation (threaded view) on or off, desktop
notifications, add pictures, contact pictures, signature, indicator settings, message
previews (snippets), vacation “out of office” settings, and attachment settings
Labels: manage your labels (like folders)
Accounts: password changing, send mail from, and attach other accounts
Filters: specify certain actions for certain messages
Forwarding and POP/IMAP: forward messages
Webclips: select or remove the small content adds
Priority Inbox: have gmail sort your most important messages to the top of your list
Offline: allows you to read messages while not online
Assign stars to special conversations or messages, or use them as a visual reminder that you
need to follow-up on a message or conversation later.
To star a message, click the star icon located to the left of the sender's name on a message.
You can also star a message by clicking Add star in the 'More actions' drop-down menu.
For more star colors and options, enable the Superstars lab.
To create a contact:
1. Click Contacts along the left side of any page.
2. Click the New Contact button in the top-left corner of the Contact Manager.
3. Enter your contact's information in the appropriate fields. Any information you add will
You can enter additional contact info by clicking the Add drop-down menu. Enter your contact's
information in the appropriate fields.
Email addresses are automatically added to your Contacts list each time you use the Reply,
Reply to all, or Forward functions to send messages to addresses not previously stored in your
Contacts list. If these addresses don't appear immediately, try waiting a few minutes or signing
out of your account and signing back in. Also, each time you mark a message as 'Not Spam,'
your Contacts list is automatically updated so that future messages from that sender are
received in your inbox.
Note: These instructions work only with the standard version of Gmail. If they don't match what
you see in your Contact Manager, we suggest that you upgrade to a fully supported browser or
click standard version in your account.
Searching for contacts
To search for a contact:
1. Sign in to Gmail.
2. Click Contacts along the side of any Gmail page.
3. Enter the name, email address, or any other contact details of the person you're
searching for in the contacts search box.
Keep these tips in mind when searching for contacts:
You can use prefixes.
You can search by a person's first and/or last name.
You'll see matching results as you type
You can search for contacts by phone number, or notes you've entered about them.
You can search by domain or username. For example, searching for 'gmail.com' will
return all contacts with a Gmail address.
You can see all of the details about your contacts by printing them. Here's how:
1. Click Contacts on the side of any Gmail page.
2. Click the More actions drop-down menu and select Print....
3. Select the details you'd like to display.
4. Click Print. A new browser window or tab will open with the details you've chosen.
5. Perform a search in your browser ('Ctrl + F' on a PC or 'Command + F' on a Mac) for the
contact information you're looking for.
Customize calendar views
Google Calendar offers a couple of different ways to customize your calendar view:
First, you can customize your calendar view by clicking on a start date and dragging to your
desired end date. For example, to display March 3, 2006 to March 23, 2006, just click on March
3, 2006 in the mini-calendar and drag to March 23, 2006.
Create an event
You can create an event in a number of ways:
Click and type to create an event
Click on the day where you'd like to create a new event. If the event spans over an hour, click
and drag. Type the title and event time for your new event in the box. Finally, click Create event
to publish the event to your calendar immediately, or click Edit event details to add additional
Create an event using the "Quick add" feature
Click on Quick add, or type the letter "Q," then enter your info--[ Dinner in North Beach 8PM
Friday ], for instance. For more tips on creating events with the Quick add feature, please visit
What's the Quick add feature?
Create an event using the "Create event" button
Just click on Create event in the left column of your calendar. This will bring you to a page
where you can enter as much information as you'd like about your event. On this page, you can
also add guests, change a reminder setting, and publish your event to other users. Once you've
entered the appropriate information and selected the desired settings, make sure to click Save.
Create an event from the calendar list
In the calendar list on the left, click on the down-arrow button next to the appropriate calendar.
Then, select Create event on this calendar.
Click on the down arrow next to the calendar name on the left side of your screen and then you have
access to calendar settings: display, settings, create events, share, notifications
The Tasks gadget is a way to create to-do lists and keep yourself on track. Use the tips below to
To add a task, click the + icon on the bottom of the gadget. You can also create a new
task by pressing Enter.
Select the checkbox next to the item when you're done with a particular task on your list.
You can remove your completed items from the list (without deleting them) by clicking
Clear completed. Click View completed tasks to view those tasks later.
To delete a task, select it and click the trash can icon on the bottom of the gadget.
Reorder items on your task list -- press Ctrl+Up to move a task higher, and Ctrl+Down
to move it lower on the list.
Organize tasks and subtasks by indenting items (just press Tab to indent and Shift+Tab
to move it back).
Add notes or due dates to tasks by clicking the > symbol to the right of the item.
If you've enabled the Tasks lab in Gmail or iGoogle, you'll have access to the same lists in