Gmail Basic and Intermediate Training

Welcome to "Gmail Basic and Intermediate Training"!

Gmail is the most popular email provider today. Gmail provides numerous features to its users. The following training course will help you get prepared for the new Gmail rollout!


Basics Composing an Email


The main function of Gmail is sending and receiving emails.

To write an email:

Open Gmail.

In the top left, click Compose.

In the "To" field, add recipients. If you want, you can also add recipients in the "cc" and "bcc" fields.

Add a subject.

Write your message.

At the bottom of the page, click Send.

Optional: Signatures

In order to save time, you have the option of creating a signature for each email you compose. To create a signature: settings> scroll down to signature, create your signature and check the box to insert your signature with each email.

You can also add recipients in the "cc" and "bcc" fields.

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Basics Attachments


Attaching a file:

Open Gmail.

Click Compose.

Click Attach .

Choose the files you want to upload.

Click Open.

Tip: You can also add an image by dragging and dropping it into the compose window.

You can also add an image by dragging and dropping it into the compose window.

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Basics Searching

Search function

How to search

Open Gmail.

In the search box at the top of the page, write what you're looking for.

Click Search .

Particularly helpful when looking for a certain email!

On top you can search through your email

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Basics Google Calendar

Google Calendar

Visit Google Calendar.

Tap on any day/time and create a meeting/event reminder.

Click into the event to add details or invite someone to the meeting/event.

You can use Google calendar to keep track of meetings and events

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Basics Priority Inbox & Hangouts

1. Priority Inbox

Open Gmail.

To configure your inbox, go to the top right, then click Settings Settings.

Click the Inbox tab.

In the "Inbox type" section, select Priority Inbox.

Choose other inbox settings, like which sections you want, and if you want to see importance markers or not.

At the bottom of the page, click Save Changes.

Gmail uses several ways to automatically mark your emails as important or not important like; who you email the most, which emails you open and who you to reply too, which emails you star, archive, or delete.


The Hangouts feature lets you send and receive instant messages and initiate video calls with other Gmail users. You can easily communicate with your family and friends through Hangouts in Gmail. You can make phone calls, have face-to-face video calls, and share photos. Group Hangouts also allow you to chat with up to 150 people

 Getting started with Hangouts in Gmail

Hangouts is automatically turned on in Gmail, so open Gmail to start having video conversations.

The option to start a video call starts with a simple click. 

When you start a video call, allow Hangouts to access your computer's mic and camera.

Start a video call:

Open hangouts on the sidebar in Gmail.

Select a person from the Hangouts list or search for their name or email address. When you find the person you want, click their name. You can also check multiple people to start a group video call.

Click Video call .

When you're done, click End call . That simple!

When you choose the "priority inbox" setting, your emails are automatically split into three sections: important and unread, starred, and annoying.

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Group Hangouts also allow you to chat with up to 150 people.

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Part 2 Intermediate Training

Getting started

Gmail has many great features, after you feel comfortable with the basics of Google it’ll be time to move onto more advanced features of Gmail. You should feel comfortable with composing and sending an email, adding attachments, quick searches, calendar view and adding events/meetings.  Once you’re confident with the basics let’s move onto the intermediate features that Gmail has to offer.

Managing Your Inbox


Gmail allows you to pick an inbox style that suits your needs in a simple click. This means it could be priority inbox, just unread messages, or simply making it pretty! Go to settings>Inbox

After going to the inbox tab go to> Inbox Type and pick the Inbox type you’d like the most. Or simply leave it alone if you prefer it the way it is. Options are important first, unread, starred, and priority inbox.

Managing your Messages

Undoing a sent message

Sometimes we hit send before we actually mean to send it. There’s an easy way to undo that mistake.

First go to settings > In the general sections scroll down until you get to> ‘Undo Send’ click Enable undo and set it to whatever cancellation period you’d like. Note: Common is around 10-15seconds.

Once you send an email, there's no way to undo it

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Gmail Shortcuts

Setting Shortcuts up

Gmail shortcuts allows you to get to certain functions with only pressing a few buttons. You have to make sure your keyboard shortcuts are activated.

  • Click the gear button and select Settings.
  • Under the General Tab, go to “keyboard Short Cuts’ and make sure the option is on.
  • Make sure to always save changes at the bottom!

Quickly select all unread messages

Select all unread messages (Shift + 8 + u)

Hold Shift and 8, then press u to select all messages that have been unread.


Now to archive all the messages you selected simple click ‘E’

This will put your unread messages into a folder so you can read them later!

Quickly Compose an Email

To quickly compose a message simply pres  'C’

Send the composed email (Command + Enter)

Hold Command and press Enter to the send the email.

Hold Shift and 8, then press u to select all messages that have been unread.

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Labels, Stars, and Filters

Using Labels

Using Labels can help organize your emails by setting up Labels. Labels are similar to folders, but you can easily add more than one label to a message.

  • Open a message.
  • At the top, click Label .
  • Click the box next to each label you want to add, or type a new label.
  • Click Apply.

Using Stars

  • Yellow Stars are often used in Gmail to help remind someone to read important emails or just certain messages to read later. Stars are pretty similar to folders/labels. But there are colored Stars to help you differentiate between items that need a timely or urgent reply, or just want to read later on.
  • Go to Settings after hitting the gear button in the top right
  • In the General Tab go to the Stars section
  • Simply drag what Stars you want to use (or colorful icons)
  • When you see a message you want to add a star to, click it once and you get the default yellow color. Click it again and the next star in the lineup appears. Successive clicks will make the next one in the rotation show up.


In Gmail you can create rules to filter emails. Gmail allows you to manage incoming mail using Gmail’s filter to send emails immediately to a label, or archive, delete, start or automatically forward your email.

Creating Filters

Creating a Filter

  • In the search box at the top, click the Down arrow .
  • Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search . 
  • At the bottom of the search window, click Create filter with this search.
  • Choose what you’d like the filter to do.
  • Click Create filter.

Gmail allows you to manage incoming mail using Gmail’s filter to send emails immediately to a label, or archive, delete, start or automatically forward your email. Untitled single choice question

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Stars are pretty similar to the search function

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Thank you!

  • We hoped you enjoyed this tutorial, to learn more tips and tricks on your own time here is a great website to go to:
  • © 2015 Google Inc. All rights reserved. Google and the Google Logo are registered trademarks of Google Inc.
  • © 2015 Google Inc, used with permission. Google and the Google logo are registered trademarks of Google Inc.


Last updated: 2/14/17

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