Google’s Gmail is one of the widely used email service providers across the globe. It is constantly being improved to make it more efficient. But there are a lot of features which are hidden under the hood which many people don’t know about. Hence I thought of creating a definitive guide of Gmail tutorial for beginners so that you can use Gmail more efficiently.
How to send email in Gmail?
Step 1: Go to https://www.gmail.com in your computer’s browser. If you haven’t logged in then you need to sign in to access your Gmail account.
Step 2: Now click on “+ Compose” on the left-top sidebar. Then it will prompt a “New Message” window in the lower-right side of the page.
Step 3: Now enter your recipient’s email address in the “To” text box. If you want to CC or BCC someone by clicking on the right side of the “To” text box.
You can add the subject by clicking on the “Subject” text box. Make sure to keep the subject short and simple.
You can enter the message in the large text below the “”Subject” field.
How to do formatting in Gmail?
Select the text upon which you want to do formatting and now click on the A button on the bottom of the email. You can change the type, size, alignment and much more.
How to add attachments or pictures in Gmail?
To add attachments click the paperclip-shaped “Attachments” icon at the bottom of the email window, then select the files to upload.
To add pictures select on the “Photos” icon at the bottom of the mail then select the locations and choose the photos to upload.
How to archive emails in Gmail?
Archiving emails makes sure that the emails don’t appear in your inbox folder. To archive emails, select all the emails and click the downward facing arrow icon at the top of the page.
To find all the archived emails click on the “All Mail” folder on the left side of the page.
How to delete mails from your inbox?
First, select all the emails you want to delete and then click on the trash icon at the top of the window.
Note: Deleting the emails from your inbox doesn’t delete them permanently instead they are moved to the trash folder where they’ll remain for 30 days more before being deleted automatically.
Instead you can visit the “Trash” folder and manually delete all the emails.
How to mark emails as spam in Gmail?
To mark the emails as spam first select all the emails and then click on ! icon at the top of the box.
By doing this it will add the emails to the spam folder and tell the Gmail to add similar kind of emails to spam folder in the future.
Sometimes you might have to manually mark emails from the same sender as spam to tell the Gmail to stop delivering the emails from this sender to your inbox.
This Gmail tutorial will help you save your social media accounts, bank accounts and other accounts (which requires your Gmail account) safe from hackers.
How to add labels to emails in Gmail?
Labels are just like folders. When you assign a label to an email, that email is directly added to the label’s folder in the left-hand menu.
Step 1: Click the “Settings” gear on the upper right side of the page and then click the “Settings” tab from the dropdown.
Step 2: Now click the labels tab. Most probably you would not have created any label by now so click on the “Create new label”.
Step 3: Now enter whatever name you want to give to the label and click on create.
Step 4: Now to add emails to the particular label select all the emails and then click on “Labels” icon at the top of the window. Now choose the label of your choice.
All the labels will appear on the left side of the window.
How to add contacts in Gmail?
Step 1: Click the “Apps” icon at the top right corner of Gmail. A dropdown menu will appear with a list of apps.
Now click more and scroll down to “Contacts” section.
Step 2: This will open your Gmail Contacts page.
Now you will see a list of contacts ranging from only names to full profiles including names, addresses, phone numbers, and email addresses.
Step 3: Now click the “Add” button at the bottom right corner.
Step 4: Now you can add the person’s contact details such as Name, Email, Organisation etc.
Step 5: Click save to save the contact.
How to put important emails on top?
We all know that we get a lot of unwanted emails in our inbox which provide no value to us.
And with time they get on accumulating and push the important ones down.
You can adjust your inbox such that only important mails show on top by:
Step 1: Go to “Settings” and click the “Inbox” tab.
Step 2: Under the Inbox tab you can see “Inbox type”. Inside it, you can see sections such as:
Default: The order in which emails arrive in your mailbox. The layout you see every day.
Important first: Gmail uses its own prediction to determine which emails are important and needs to be placed at top of your inbox with a yellow marker.
Unread first: Gmail displays the unread emails above the recent ones.
Starred first: Gmail displays the starred mails which user has manually selected.
Priority inbox: Gmail learns what kind of emails you interact with most and displays that kind of emails at the top of your inbox.
You can choose whichever option you want and optimize your inbox with the help of these gmail tutorial.
How to disable tabs in Gmail?
Gmail by default has Primary, Social and Promotions tab.
Primary is an important tab because it displays all the important mail, the Social tab displays emails from social networking sites such as Facebook, Twitter, etc. while the Promotions tab displays promotional emails such as emails from Grammarly, Pocket, etc.
To disable the tabs which you don’t use much you need to follow these simple steps:
Step 1: Click on “Settings” and click on “Configure Inbox”.
Step 2: Now choose all those tabs which you wish to display on Gmail and deselect those which you don’t want.
You can’t deselect Primary because it is default tab.
How to archive emails in Gmail?
A lot of times you do not delete unwanted emails from your inbox and they keep on piling up like there is no tomorrow.
So the best way to deal with these kinds of emails is to archive them.
Archiving them doesn’t mean it will delete those emails instead it will remove those emails from your inbox. Btw they remain searchable.
And now your Gmail is better organised.
To archive your emails you need to hover over any mail and choose the first icon with a downward arrow.
How to use filters in Gmail to automate common actions?
Gmail has one of the strong filtering capabilities.
You can filter emails by subject, recipient and more.
Once you have filtered these messages, you can instruct Gmail what to do with them like label them, set priority, etc.
You can automate your emails such that if they meet certain criteria Gmail will deal with them automatically.
To do this you need to follow these steps:
Step 1: Click the grey icon to the right-hand side of the search icon such that a dropdown opens.
Step 2: Now enter the email for which you want to create an automation.
Now you can choose various options such as Delete it, Apply label, Never send it to spam, etc with the help of this Gmail tutorial.
How to setup an email signature in Gmail?
An email signature allows you to automatically include a few lines of contact information to the bottom of the outgoing email so that you can advertise your business or yourself.
To setup a signature that will automatically appear at the end of the emails you need to follow these easy steps:
Step 1: Click on the gear icon and go to “Settings”.
Step 2: Click on the “General” tab and scroll down to the “Signature” option.
Step 3: Now you can enter whatever text you want. You can even insert your company’s logo as an image and add hyperlinks to your text.
How to secure your Gmail account?
The below Gmail tutorial will show you how to secure your Gmail account because we use our Gmail account everywhere, right from signing up for an app to giving our email address to the bank.
Hence keeping our gmail account secured is a must do task.
How to change your Gmail password?
Step 1: Click on the gear icon and click “Settings” from the dropdown menu.
Step 2: Now click on “Accounts and Import” tab.
Step 3: Now you can easily change your password by following the steps.
How to change password recovery option in Gmail in case you forget it?
Password recovery option is a best alternative to passwords in case you forget it.
To change your password recovery option in Gmail follow these simple steps:
Step 1: Click on the gear icon and go to “Settings” in dropdown menu.
Step 2: Under the “Accounts and Import” tab click on “Change password recovery option” under the “Change account settings”.
Step 3: Now click on “Secure account” link to setup password recovery.
This is a must do task in order to protect your Gmail account.
How to backup your Gmail data?
Backing up your Gmail data is a good idea because you never know when it can be useful.
So Google allows its users to backup their data with these simple steps:
Step 1: Click on the gear icon and go to “Settings” in dropdown menu.
Step 2: Go to https://myaccount.google.com/.
Step 3: Now under “Data and Personalisation” scroll down to “Download your data”.
Step 4: Now again scroll down to “Mail” and backup all your emails.
How to sign out of Gmail remotely?
One of the best feature of Gmail is that you can sign in to your Gmail account from any device and from any part of the world.
However there are chances that you might forget to log out of your Gmail account.
But Gmail allows its users to log out remotely just by following this simple steps:
Step 1: First sign in into your Gmail account.
Step 2: Now scroll down to bottom of the page until you find “Last account activity”. Beneath it click on “details”.
Step 3: Now you can easily log out of all your Gmail accounts remotely.
List of Gmail shortcuts
Gmail’s keyboard shortcuts can help you save time by allowing you to keep your hands on the keyboard all the times.
Some shortcuts are already available, while for others you need to enable them before you can use them.
First you need to enable the shortcuts. For that go to “Settings”. Under the “General” tab scroll down to “Keyboard shortcuts” and select “Keyboard shortcuts on”.
1.) To create new email
* To create a new message: Press C to create a new message.
* Create new message in new tab: Press D.
2.) Send or Forward an email
* To send an email: Press Ctrl + Enter.
* Forward a message: Open the mail you want to forward and then press the F key.
3.) To reply an email
* Reply to a message: Open the email and press R.
* Reply to all: Open the email and press A key.
* Reply to a message (R): Open the email, and press the R key.
4.) Scroll through emails
* Scroll down an email list: Press J key to scroll down.
* Scroll up an email list: Press K.
* Scroll through an email thread: Open the email and press N to jump down the multiple conversations in the thread.
Select multiple emails in a row
To select multiple emails in a row open the inbox and click on the first email by checking the box on the left of the sender’s name.
Then press Shift key and check the last email in the series. Every mail in between will be selected.
Add formatting to email text
* Bold text: Select the text you wish to bold and press Ctrl+B to bold it.
* Italicize text: Select the text and press Ctrl+I to italicize it.
* Underline text: Select the text you wish to underline and press Ctrl+U.
* Undo last action: Press Ctrl+Z to undo last action.
Add elements to an email
* Insert a hyperlink: To insert a URL link, highlight the text and press Ctrl+K.
* Insert a numbered list: Insert the cursor where you want the number to appear and press Ctrl+Shift+7.
* Insert the bullet points: Insert the cursor where you want the bullet point to appear and press Ctrl+Shift+8.
Email maintenance shortcuts
* Find an email: Press / to place the cursor in search bar.
* Archive an email: Open the email and press E to archive the email.
* Delete an email: Open an email and then press Shift+3 to delete that email.
* Mark an email as unread: Open the email and press Shift+U to mark it as unread.
* Mark a message as important: Open the email and press Shift then =.
Using these shortcuts you can jump through different sections of the email.
* Go to tasks: Press G+K.
* Go to contacts: Press G+C.
* Go to starred conversations: Press G+S.
* Go to sent messages: Press G+T.
* Go to drafts: Press G+D.
* Go to all mail: Press G+A.
Tab key navigation
To jump between different tabs press Shift+Tab.
How to redirect your branded email to your Gmail account?
This Gmail tutorial will help you how you can easily add your branded email address to Gmail and configure it so that all the emails sent to your branded email will end up in your Gmail’s inbox.
Step 1: Click on gear icon and select “Settings” from the dropdown.
Step 2: Under “Accounts and Import” tab scroll down until you find “Add another email address”.
Step 3: Now enter your name and address you want to send from and click “Next Step” and click “Send Verification”.
Step 4: For school or work accounts, enter SMTP server, username and password on that account. Then click “Add account”.
Step 5: Sign in to the account you just added and open confirmation email from Gmail and click the link.
Once you have created your e-mail address and configured it to be forwarded through your web hosting provider account, head to your Gmail e-mail page and:
From now on whenever you are composing or responding to emails make sure your From field has you branded email selected.
How to send a confidential message on Gmail?
Google introduced this feature in 2018 that allows people with personal accounts to send messages that can expire, and prevent recipients from copying their mail, forwarding them to others, or downloading them.
To start using this feature:
Step 1: Click on “Compose” and now click on lock with clock icon at the bottom to the right side of “Send” button.
You can now an extra layer of security by setting up the expiry date and passcode.
How to delete Gmail account?
Step 1: Go to this link https://myaccount.google.com/
Step 2: Now under “Data and Personalization” scroll down until you find ” Delete a service or your account”.
Step 3: Now click on “Delete a service” and a new window will pop-up which will ask you to enter your Gmail password.
Step 4: Enter your Gmail password and now click on the trash icon in front of the Gmail to delete your Gmail account.
How to delete Gmail messages in bulk?
1.) Date Filter
One of the easiest and fastest ways to delete bulk messages in Gmail is by using the date filter.
In the search bar, you can type the date in YYYY/DD/MM format to filter out emails before a certain date. 2018/01/02, you will see a list of all the emails you received before 1st Feb 2018.
You can also search by typing older_than:1y to see all the emails older than 1 year.
You can easily delete all these emails by clicking on the Check all box and clicking on the delete button.
2.) Labels and Categories
If you have properly organized your Gmail then using labels to delete the mails is most easiest way to delete your emails.
If you have a label called “ABC”, you can search for label:ABC to find all emails with label ABC.
3.) Combination of Date and Labels
You can use the combination of date and label to delete your mails easily.
Type older_than1y label:ABC in the search bar and all the emails older than 1 year and having label ABC will appear on your screen. Now you can delete them easily.
If you want a full list of operator you can visit https://support.google.com/mail/answer/7190 where you can find a list of all search operators.
How to remove third-party access to your Gmail?
Removing third party access of your Gmail account is a must do task if you want to protect your account from hackers.
The below Gmail tutorial will teach how you can remove third-party access to your Gmail account.
Step 1: Open this link: https://myaccount.google.com/ in a new tab.
Step 2: Under “Security” tab click on “Third-party apps with account access” and you will see a list of apps and wbesites which have access to your Gmail account.
Now click on each app and choose “Remove access”.
I am pretty sure that you got to learn a lot of things about Gmail and its hidden features from this Gmail tutorial for beginners.
Which of the above mentioned Gmail tutorial you liked the most? Let me know in the comments section.
If you have any doubt please comment in the comment section.