How Gmail Works

Getting started with Gmail is simple, beginning with signing up for a Google account. Once you have that, you can complete the Gmail login and send your first e-mail. Here are some steps to take you to Gmail sign in.

By going to "Settings" at the upper right, you can make personalized changes for Gmail. For instance, click "Settings" and then "General." On this screen, you can select the language you want to use, personalize e-mails with your picture and add a signature -- such as your name, address and phone numbers -- that'll appear on every e-mail you send. You also can set up a vacation responder, a response that'll be sent automatically to anyone who e-mails while you're gone. Be sure to click "Save Changes" after you make any changes to settings.

Now that you're ready to use Gmail, go to the next page to learn the basics of sending and receiving e-mails.

Gmail basics start with learning to use e-mail -- in other words, sending a message or receiving a message. After that, you'll want to send e-mail attachments, archive messages and use Google search to find information in e-mails.

Sending a Message

To send a message, click "Compose Mail" at the top left. Then type the receiver's address after "To." If you've added addresses to your contact list, you can type the first letter or two of the name for auto-complete, which lets you pick the name you want.

Click on "Add Cc" to add addresses for people whose responses are welcome but not required. Click on "Bcc" to add recipients whose names and addresses will be hidden.

Next, enter your topic after "Subject," and type your message in the large box. Using the symbols above the box, you can change the formatting, font and color of the text. You can also check spelling, add links and attach files. (You'll learn more about attachments later on this page.)

Gmail automatically saves your message in draft every few minutes while you're writing. When your message is complete, click "Send." A confirmation above the window will show your message was sent. If you don't want to save the draft message, delete it from the Draft folder.

Receiving a Message and Responding

Check the tally number next to your Inbox to see if you have new messages. Gmail checks for new messages every two minutes and updates the tally.

Gmail saves a "conversation" of each original message and all replies. When you open a message, the newest in the conversation is on top with the rest stacked below. To read all the messages in the conversation, click "Expand All."

To print a message, click the down arrow next to "Reply" and select "Print." To print the whole conversation, click "Print all."

To forward an individual message, open it and click "Forward" from below the message area. Enter recipients' addresses and add any notes to the message. Click "Send."

Using Attachments

With Gmail, attachments like documents, photos or video are easy to add and read. To attach a file to a message, click "Attach a file" under the Subject field. Find the file you want to attach, and click "Open." "Attach another file" lets you repeat the process. To remove an attached file, click "Remove."

To view an attachment, open the message, click "Download" at the message's bottom and then "Open" or "Save." To view an attachment without downloading, click "View as HTML" after you open the message. You also can open Microsoft Excel files as Google spreadsheets and Microsoft Word files as Google docs.

Message Archives

Archiving lets you move messages from the inbox to All Mail for storage. You can find information in these e-mails later by using the search tool. To archive a message, check the box next to the sender's name and click "Archive." If someone responds to a message you've archived, the whole conversation reappears in your inbox.

Gmail has plenty of features beyond the basics. Next, let's look at some of them, such as security filters, Gmail Notifier to announce new mail, and "retrieve and respond" to access messages from other e-mail services.

Gmail features make e-mail easier and more convenient. Let's take a closer look at some like Gmail Notifier, which can alert you when you have a new message, and Mail Fetcher, which allows you to retrieve e-mail from other services, like Yahoo Mail or AOL.

Gmail Notifier

This downloadable application lets you know when you have new Gmail messages -- without opening your browser. The Notifier automatically checks for new messages every two minutes. With it, you can see a brief section of text from up to 30 messages and select a sound to indicate you have new mail.

Running Gmail Notifier requires Windows 2000, Windows XP or a newer version of Windows. Mac users need OS X 10.3.8 or later to run the Notifier, which can also alert them of upcoming events recorded on Google Calendar.

Mail Fetcher

This feature lets you fetch and download messages from up to five other e-mail accounts. Mail Fetcher will check all of the accounts regularly so that mail from them appears automatically in Gmail. Accounts that you want to access must be POP (Post Office Protocol) access enabled. POP allows users to download messages from Gmail's servers so e-mail can be accessed without an Internet connection.

Contact Groups

By creating a contact group, you can quickly send e-mails to everyone in the group. To create a group, click "Contacts" at the left and then "New Group" in the top left corner. Enter the name of the group and click "OK."

To fill the group with contacts, select the contacts you want in the Contacts list. Then open the Groups menu, and under "Add to . . .," select the group you want.

For later additions, enter the contact's name or e-mail address in the "Add this to group" box below the contact list.

To send a message to the group, go to the Compose window. After "To:" enter the first few letters of the contact group's name. Choose from the list that auto-complete suggests and write and send your message.

Security and Spam

Gmail is security conscious, starting with virus scans of every attachment you send. Every attachment you receive is scanned twice, when it's delivered and when you open the message. Questionable e-mails go directly into the spam folder. To remove spam from your inbox, select the unwanted message and click "Report Spam."

You also can send unwanted mail from specific addresses or domains directly to the trash by setting up a filter. Click "Create a filter" under the search box. Fill in fields with your criteria for the filter, and click "Next Step." Choose how you want the e-mails handled by checking a box such as "Delete it." Then click "Create Filter."

Parental Controls

Children under age 13 need parental permission to create a Gmail account. Parents also can use mail filters to block unwanted mail from reaching their children.

Gmail also recommends that parents:

Gmail continues to look at new ways to send and receive e-mail. Keep reading to learn how you can use Gmail for chat, instant messaging with AIM users, e-mailing from mobile devices and mail with voice.

Gmail innovations go beyond simply handling e-mail on your personal computer. With Gmail from Google, you can chat with a friend or in groups, instant message (IM) with other AIM users, take advantage of mail with voice and use Gmail for Mobile from your BlackBerry, iPhone or other mobile device.

Mail with Voice

If you're also signed into downloadable 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. Unless that button appears gray, the person is available to talk.

Your contacts also can leave you voice messages using Google Talk's voicemail. These will appear as special messages in your inbox. They have the subject "Voicemail from ContactName (x seconds)" and appear with a telephone icon. To hear voicemail, click "Play" in the conversation view.

Gmail Chat

Like Google Talk, Gmail allows you to chat with just one person or with a group. You can chat with anyone on your chat list who has a colored ball next to his or her name. Go to "Chat" and find and click on the name of the person you want. That will open a chat window, so enter your message and press "Enter."

You also can search for a contact by entering the name you want in the box at the top of Chat. Or you can search for the person you want from your Contacts list and then click the Chat link. When you're finished chatting, click the x in the top right corner of the chat window. Chat works with Internet Explorer 6.0+ or Firefox 1.0+ but not with Safari or other browsers. Chats are saved and can be searched.

Group chat lets you talk with an unlimited number of contacts at once. Here's how to set it up:

Chat/IM with AIM Users

With Gmail chat, you can sign into your AIM account from Gmail to chat with AIM buddies. They're listed among your contacts, and you can search for them. To chat, you just click on a name on your chat list and type a message.

Gmail for Mobile

Gmail for mobile can be accessed through a smartphone's Web browser or from an application downloaded to the phone. To access by browser, point your phone's browser to Gmail. The interface makes it appear as if you're using Gmail on your computer.

Downloadable Gmail for mobile also keeps your actions in sync with your Gmail account, but it's faster and uses less data than the browser version. To try downloadable Gmail for mobile, point the phone's browser to Gmail applications.

Either version provides Gmail functions like search and conversation view. And both have automatic synching so anything you do in Gmail from your phone is also shown in your regular Gmail account.

This article gives an overiew of Gmail services, but Google keeps upgrading and adding to its offerings. For lots more information about Gmail and related topics, follow the links on the next page.