Gmail and Google Drive

MONDAY, APRIL 22, 2013

PRESENTED BY
MATTHEW BRIGHT

GMAIL
PAGE 1

Overview
PAGE 2

Creating a Gmail Account

PAGE 11

Migrating from Another

Account
PAGE 12

GOOGLE DRIVE
PAGE 13

Google Docs
PAGE 13

The Cloud
PAGE 22

Creating a Google Drive

Account
PAGE 24
Gmail

Overview
Gmail is a free email service from Google. It includes 10GB (and
counting) of free storage, and in many ways works like any other email
service, but it also has some unique features. A Google account gives
you access to Gmail in addition to other Google services including
Google Drive, Calendar, YouTube, Google+, and more.

The Interface
Gmail Drop-Down:
Select Mail, Contacts, or
Tasks List here.

Search box: Searches all messages.

Account buttons: Gear icon:

When a message is Change your
selected, allows you to settings or get
archive, label, etc. help.

Labels:
Organize messages by
applying one or more labels.

Inbox
KEEP IN MIND
The Inbox contains your new messages—both read and unread. After
you archive a message, it will no longer appear in the Inbox but can still A single message can exist in
be easily found. New messages appear in bold. The number in multiple places. A message
parentheses next to the Inbox (3) label indicates the number of unread can be in the Inbox, have two
messages in your inbox. labels, and be found in All
Mail, for example.

Gmail and Google Drive APRIL 22, 2013 – PAGE 2

Priority Inbox
Priority Inbox is an optional new Gmail feature that is essentially the
opposite of the spam filter. It tries to identify which messages are the
most important and puts those messages at the top of your inbox.

You can enable the Priority Inbox by clicking the down arrow that
appears when the mouse pointer is over the Inbox label, and then
selecting Priority Inbox.

TRAINING GMAIL
You can train the Gmail spam
filter. For messages in the
Spam folder that are not spam,
select the message and click
Not Spam. For messages that
appear in your inbox that are
spam, select the message and
Spam Filtering click the Report spam
Spam filtering happens automatically. Gmail flags messages that it button.
thinks are spam and places them in the Spam folder. This folder is
emptied periodically, but is worth checking from time to time as the You can always add a sender
spam filter may occasionally catch a message that is not actually spam. to your contacts to ensure that
If someone claims to have emailed you, and you have not received no email from them ever goes
anything, this is the place to check. into spam by mistake.

Threaded Messages / Conversation View

Conversation view takes a bit of getting used to, but tends to be very
helpful. It automatically groups emails and their replies and forwards,
keeping your inbox organized and making it easy to reference past
emails in the thread.

In your inbox, email threads with multiple messages appear as a single

line, as in the example above. You can tell that it is a thread by the
number next to the recipients: “Brynn, me, Brynn (3)”. When you select

Gmail and Google Drive APRIL 22, 2013 – PAGE 3

the thread in your inbox and apply labels, archive, or delete, the action
will apply to the whole thread.

If you have already assigned a label to a thread, any future messages in

the thread will automatically include the label.

When you click on a threaded email in the inbox, it opens the full thread
but compacts the messages within the thread that you have already read.
In the example above, the first two messages are compacted, but the
new reply is visible in full. You can easily view the earlier messages in FOR YOUR EYES ONLY?
full by clicking on them. See which messages were
sent right to you.
Archive
Personal level indicators put
Gmail suggests archiving all your email instead of deleting anything. I arrows next to messages. A
prefer to delete any mailing list and other emails that I know I will not single arrow (>) is for emails
want to access again, and then archive the rest. sent to both you and others,
while a double arrow (>>)
Archiving an email simply removes it from the inbox. Your mail is still indicates emails sent just to
searchable and can also be found in the All Mail folder in the left you.
sidebar.
Turn Personal level indicators
To archive an email, just select the thread and click the Archive on in Settings.
button.

Gmail and Google Drive APRIL 22, 2013 – PAGE 4

Labels
LABEL MANIA
Labels allow you to organize the messages in your inbox. You can apply
more than one label to any message, and create new labels to organize Here are a few labels you may
your messages any way you want. want to create:

To create a new label, click the More ˅ link that appears when the • FollowUp
(for emails which you need
mouse pointer is over the labels in the sidebar, then select Create new
to respond to)
label.
• Lists
(from e-newsletters and
other mailing lists you may
be on)
• Business
• Family
• Personal
• Recipes
• Travel

You can choose colors for your labels to help them stand out. Click the
down arrow that appears when the mouse pointer is over a label, then
select a color and choose any other options.

To assign a label to an email, select the email, click the Label button,
select as many labels as you would like to assign, and click Apply.

After assigning a label, that label will appear next to the subject of the
email anywhere it appears.

Gmail and Google Drive APRIL 22, 2013 – PAGE 5

You can view all messages with a certain label by clicking on that label
in the sidebar label list.

In addition to the Label button there is a Move to button. Using this

option instead assigns a label to the selected thread and then archives
the thread automatically. This works like email folders in other email
systems you may be used to.

Search

The search feature in Gmail is incredibly powerful. Just typing a

keyword search in the search box usually gets you what you need, but
there are many more advanced search options. You can find many of
these search options by clicking the down arrow at the right of the
search box, resulting in the advanced search box displaying.

Gmail and Google Drive APRIL 22, 2013 – PAGE 6

You can also use search operators in the search box to manually
perform complex searches. Operators can be combined. Here are a few
of them:

from: Used to specify the sender Example: from:amy

Meaning: Messages from Amy

to: Used to specify a recipient Example: to:david

Meaning: All messages that were sent to David (by
you or someone else)

OR Search for messages matching Example: from:amy OR from:david

term A or term B* Meaning: Messages from Amy or from David
*OR must be in all caps

label: Search for messages by label Example: from:amy label:friends

Meaning: Messages from Amy that have the label
"friends"

Example: from:david label:my-family

Meaning: Messages from David that have the label
"My Family"
"" Used to search for an exact Example: "i'm feeling lucky"
(quotes) phrase* Meaning: Messages containing the phrase "i'm
*Capitalization isn't taken into feeling lucky" or "I'm feeling lucky"
consideration
Example: subject:"dinner and a movie"
Meaning: Messages containing the phrase "dinner
and a movie" in the subject
in:anywhere Search for messages anywhere Example: in:anywhere movie
in Gmail* Meaning: Messages in All Mail, Spam, and Trash
*Messages in Spam and Trash that contain the word "movie"
are excluded from searches by
default
in:inbox Search for messages in Inbox, Example: in:trash from:amy
in:trash Trash, or Spam Meaning: Messages from Amy that are in Trash
in:spam

For a full list of operators, visit

http://support.google.com/mail/answer/7190

Chat

You can send instant messages to any contacts who are also using
Gmail. There are also voice and video chat options within the chat
feature. The chat window is located below the labels on the left.

Chat also allows you to make voice calls to any phone number. Calls
within the US are free, and international calling is available for a fee.
For more information visit
http://support.google.com/chat/bin/answer.py?hl=en&answer=187614

Gmail and Google Drive APRIL 22, 2013 – PAGE 7

Sending an Email OOPS!
To send an email, click the big red Compose button in the left sidebar. Hit Send too soon? Give
yourself a grace period of a
You can add Cc and Bcc recipients if you wish. Cc stands for carbon few seconds to cancel
copy, and allows you to include additional recipients who the email may sending, then edit your
not directly affect. Bcc stands for blind carbon copy. Anyone listed in message before sending
the Bcc field will not be visible to any of the other recipients. It’s a good again.
way to secretly send a copy of your email to someone else, but there is a
slight risk: the Bcc recipient could Reply all to the email, in which case Turn it on in Labs, which you
the other recipients will become aware that you secretly sent your can find in your Gmail settings.
message to this other person.

Click the Pop out

button to open the new
message in a separate
window.

Enter the recipient here

Click here to add Cc or

Bcc recipients

Attach files and

images here

Gmail and Google Drive APRIL 22, 2013 – PAGE 8

Replying to an Email

To reply to an email, you can either click the Reply button (click the
down arrow next to the buttons for more options, including Reply All
and Forward) or just click in the reply box below the email and start
typing.

Click here to reply. Click here for more options.

Or click here to reply.

Contacts

You can view your contacts at any time by clicking the red “Gmail ˅”
link toward the top left corner and selecting Contacts. You can view,
add, and organize your contacts here.

To send an email to one of your contacts, you can select the contact here
and then click the Email button, or just start typing the contact’s
name in the New Message window and select the contact that appears
automatically.

Gmail and Google Drive APRIL 22, 2013 – PAGE 9

Changing Settings

Click on the gear near the top right corner to access Settings, where you
can manage labels, change inbox settings, set up filters, and change the
theme, affecting the appearance of Gmail.

Setting up a Filter
Within Settings, click Filters and then Create a new filter.

Enter filtering information in one or more of the fields, then click

Create filter with this search > in the bottom right corner of the filter
window.

Choose what to do with the resulting messages, then click the Create
filter button.

In the example above, I’m creating a filter that automatically applies the
Personal label to any emails from [email protected].

Learn more about filters at http://support.google.com/mail/answer/6579

Gmail and Google Drive APRIL 22, 2013 – PAGE 10

Creating a Gmail Account SIGNING OUT
To create a new Gmail account, go to http://www.gmail.com/ and click Remember to sign out from
on the red CREATE AN ACCOUNT button in the top right corner. Gmail if you’re using a public
computer!
Enter the following information on the next page:
To sign out, just click on your
email address in the top right
• Your name
corner, and choose Sign out.
• Choose an email address
• Create a password
o You should not use a password that you use for other
accounts. Your email is how other accounts are verified,
so it’s important to keep a secure password.
o The most secure passwords use a combination of letters,
numbers, and special characters (like -, $, #, etc.)
• Enter your birthday
o If you prefer not to provide this information to Google,
you may want to choose a date somewhere in the vicinity
of your birthday.
o Your birthday won’t be displayed without your
permission.
• Select your gender
• Enter a mobile phone number
o This is optional, but providing a number helps keep your
account safe, and provides a way to get back into your KEYBOARD SHORTCUTS
account if you lose your password. If you enable keyboard
• Current email address shortcuts in Gmail, you can
o This is optional, and also helps with account security and really speed things up!
recovery.
• Prove you’re not a robot by entering the captcha text Keyboard shortcuts let you
• Select your location navigate through your
o United States is selected by default. messages, within your
• Check the box agreeing to the Terms of Service and Privacy conversations, archive a
Policy conversation, and jump to your
• Optionally, check the box allowing Google to use account inbox, without having to use
information to personalize Google+ content and ads on other the mouse.
websites.
o More information here: A list of keyboard shortcuts
https://support.google.com/plus/answer/1152622 can be viewed at
http://support.google.com/mail/
Then just click the Next step button, and you’re all set! answer/6594

Gmail and Google Drive APRIL 22, 2013 – PAGE 11

Migrating from Another Account
GMAIL IN OUTLOOK
When you sign up for a new Gmail account, you will be asked if you
Want to access your Gmail
would like to import email and contacts from another account. To do so,
email from Microsoft Outlook,
click the Import mail and contacts button. You can also import mail
or any other email client? You
and contacts if you already have a Gmail account by going to Accounts
can!
and Import in Settings and selecting Import mail and contacts.
View the guide at
You will then be prompted for the email address that you want to import
http://support.google.com/mail/
from, and will be guided through the process. Gmail will need that
troubleshooter/1668960?hl=en
email address and password, and possibly some server information if
for information about setting
you’re importing from an email address that is not hosted at one of the
this up.
main email providers.

After importing your old email and contacts, you might want to set up
email forwarding on your old account to automatically send any future
emails that come to your old address to your new Gmail address.
Consult the help or documentation from your previous email provider
for information on how to set this up.

Gmail and Google Drive APRIL 22, 2013 – PAGE 12

Google Drive
Google Drive is a cloud storage and computing service, allowing you to
access and edit files and documents in the cloud. Drive is now the home
of Google Docs.

Google Drive comes with 5GB of storage for free. Additional storage
can be purchased if needed.

You can access Google Drive at any time by going to

http://drive.google.com/ or by clicking on the Drive link at the very top
of any Gmail page if you are logged in.

The Google Dive home screen shows all your files and documents.
From here you can view and edit, share, and create new documents.

Google Docs
Google Docs is web-based software for creating and editing documents,
spreadsheets, presentations, webforms, and drawings. More information
on webforms and drawings, which are not covered here, can be found at
http://support.google.com/drive/bin/answer.py?hl=en&answer=87809
and
http://support.google.com/drive/bin/answer.py?hl=en&answer=177123

To create a new document, go to http://drive.google.com/ and click the

red CREATE button in the top left corner, then select the type of
document you want to create.

Gmail and Google Drive APRIL 22, 2013 – PAGE 13

Documents

The Documents part of Google Docs is the word processor—essentially

Google’s answer to Word. While this software works well for simple
documents, be aware that more complex formatting is generally not
possible with Google Docs.

Document name (file name)

Toolbar
Changes are automatically
saved as you work

To avoid any confusion, create a name for your document. Click on the
document name (Untitled document by default) and rename the
document to something that makes sense to you. Just like regular file
names, you can use spaces here.

You have all the same basic tools as Word. Format your document using
the options in the toolbar:

Print. PRIVACY AND

Undo and Redo. DATA SAFETY
Paint formatting. Applies the current formatting to
whatever you select after choosing this tool. Because your data is stored on
Text style. You can use this to easily apply header Google servers, privacy and
styles. security of your data may be a
Font. This is a limited selection of Google Docs fonts, concern.
and does not necessarily correspond to fonts you have
installed on your computer. The truth is, there is very little
Font size. chance that you will run into
Bold, italics, underline. problems, but it’s worth looking
into the Google terms of
Font color. service nevertheless. Read
Font background color. more at
http://www.pcworld.com/article/
Insert link. This is useful for documents that will be 254638/should_you_worry_ab
used as PDFs, displayed on-screen, allowing the viewer
to link to websites from your document. out_google_drive_privacy_.ht
Insert comment. This adds a non-printing ml
comment to your document.
Align left, center, right, or justified.
Adjust the spacing between lines of text.

Gmail and Google Drive APRIL 22, 2013 – PAGE 14

 Insert numbered or bulleted lists.
Adjust paragraph indentation.
Clear formatting. Removes any formatting changes
you’ve made from the selected text.

A few other tools available from the menus above the toolbar that are
worth pointing out are:

File > Page

Allows you to set the paper size and margins.
setup…
Edit > Copy and Works just like anywhere else.
Edit > Paste
Insert an image from your computer, from a
Insert > Image
URL, or from your Google Drive account.
Insert > Insert’s a footnote reference for the current
Footnote position of the curser in the document.
Insert > Page Inserts automatically generated page numbers
number in the header or footer.
Insert > Header Allows you to insert or edit the header and
or Insert > footer. You cannot have different headers and
Footer footers for different sections of the document.
Tools > Word See how many pages, words, and characters
count you have written.
Insert a table into the document. After inserting
Table > Insert a table, you can add and remove rows and
table columns, and adjust table formatting, from the
Table menu.

Download a copy
You can download a copy of your document in Microsoft Word format
(.docx), as a PDF, or in a few other formats. Select File, Download as,
and then the format you would like.

Revision history
There’s no need to turn on Track Changes or anything like that with
Google Docs—it’s automatically keeping track of all your changes. To
take a look at changes and previous versions of your document, go to
File and choose See revision history.

Gmail and Google Drive APRIL 22, 2013 – PAGE 15

Select a revision to view the earlier version, and click Restore this
revision to revert back to it, or just close the Revision history with the X
in the top right corner to go back to your current document.

Closing the Document

Make sure your document displays the text All changes saved in Drive
and then just close the browser tab.

Presentations

When you create a new presentation you will be prompted to choose a

theme. Select one and click OK. You can change the theme later by
selecting Slide then Change theme…

Your first slide is a Title slide by default. Add more slides with the red +
in the top left corner. The default layout for additional slides is Title and
body, but you can create new slides of different layouts by clicking the
down arrow next to the + and selecting the layout you want. You can
also change the format of any slide you have in your presentation by
selecting Slide then Change layout and the desired layout.

Gmail and Google Drive APRIL 22, 2013 – PAGE 16

 Add a slide Insert tools
Start presentation

Slide browse

Slide notes

You can change the slide background, insert images, and add transitions
between slides from the toolbar.

Present from within Google Docs by clicking Present, or click the

down arrow next to that for more options, including presenting with
speaker notes (useful if you have more than one display). You can step
through slides with the left and right or up and down arrow keys.

To export the presentation to PowerPoint of PDF format, select File,

Download as and select the desired file type.

You can also publish the presentation to the web, allowing others to
view it anytime. Select File, then Publish to the web… Confirm that
you want to start publishing, and you will see the window showing the
public URL and giving you some options for web display of the
presentation.

Gmail and Google Drive APRIL 22, 2013 – PAGE 17

 PREVIEW
Instead of downloading
Microsoft Office documents
attached to your emails, you
can preview them in Google
Docs. When viewing the email
in Gmail, just click the Preview
link next to the attachment.

You can also preview

Microsoft Office documents
stored in your Google Drive by
clicking on the file instead of
converting it to a Google Doc,
which is useful for looking at
and printing documents.

Spreadsheets

Cell format options

Formula box Wrap text Insert chart Functions

Add sheet
Select sheet

You can set up your document with headers and cell formatting, or just
start entering your data and do the formatting afterwards. You can
adjust row and column sizes by clicking and dragging the edge of the
column headers or row numbers.

Gmail and Google Drive APRIL 22, 2013 – PAGE 18

If your text extends beyond the boundaries of a cell, you can always use
the Wrap text option in the toolbar to have the content automatically
wrap onto multiple lines.

Google Spreadsheets has functions to perform sums, averages, counts,

and much more. Select the Functions option in the toolbar and select
the desired function or click More functions… for a full list of the
(very) many functions available. After selecting the desired function,
you will have to select the cells to use in the calculation, then press the
Enter key. Calculation fields automatically update when the values it
uses are changed.

Insert charts by selecting the cells you want to use the data from and
clicking the Insert chart option in the toolbar. Confirm the data range,
select a chart (there are more options under the Charts tab), and click
Insert.

Sort your spreadsheet data by right-clicking on a column header or

clicking on the down arrow that appears when the mouse pointer is over
a column header, and select Sort sheet A > Z.

You can export your spreadsheets to Excel (.xlsx) format, comma-

separated (.csv) format, PDF, and more. Select File, Download as, and
select the desired file format.

Gmail and Google Drive APRIL 22, 2013 – PAGE 19

Sharing

One of the most powerful features of Google Docs is the ability to share
and work on documents, presentations, and spreadsheets together.
Multiple users can work on a single document simultaneously, and you
can see changes from other users as they are made. Collaborators must
all have Google accounts in order to join your document.

Sharing a document is the first step. Either select the document in your
Google Drive and click the share button, or open the document and
click the blue Share button in the top right corner.

You can change access options to allow anyone with the provided link
to edit the document, or just anyone at all. If you keep it private, you
will share it only with people who you invite by entering their
information in the Add people box. Enter names of people who are in
your Gmail contacts, or enter email addresses. After entering
collaborators, click Share & save.

Collaborators will receive an email notifying them that you have shared
a document with them, and can follow the included link to open the
document.

Gmail and Google Drive APRIL 22, 2013 – PAGE 20

When you are working on a document that someone else also has open,
you will see color blocks for each additional user toward the top right
corner of the screen, along with text indicating the number of other
viewers. Click on that text to show additional information about who is
working on the document, or to chat with all active users.

Additional user cursor

Colored cursors representing each additional viewer are displayed

within the document where they are working.

Clicking on Shared with me in the left column of the main Google

Drive screen can access documents that have been shared with you by
others.

Gmail and Google Drive APRIL 22, 2013 – PAGE 21

The Cloud
Everything created in Google Docs is saved in the cloud, but you can
also place other files from your computer in your Google Drive. Files
can be individually uploaded, or you can install Google Drive software
for your computer that will automatically sync files placed in a Google
Drive folder on your computer with your Google Drive online account.

Uploading Files
Uploading files is as simple as clicking the upload button next to
the CREATE button on the main Google Drive screen.

While you can upload all file types, they cannot be edited using Google
Docs unless you convert them to the Google Docs format. But beware:
if you convert them there will be two versions—the original format and
the new Google Docs format.

Local Sync

Download the software

Download the Google Drive software. You can find it on the main
Google Drive screen. Run the file that you download and follow the
directions to install the software. A new folder will be created on your
computer named Google Drive. On the mac, this folder is in your user
folder (the same place as Documents, Downloads, Pictures, etc) by
default.

Open the Google Drive folder and you should see everything you
already have in your Drive. If you open any files that are in the Google
Docs format they will open within your Google account in a web
browser window (e.g. Safari, Firefox, Chrome, or Internet Explorer).
You cannot open or edit these documents if you are not connected to the
internet. If you open other files, such as Microsoft Word documents,
these will open in their respective applications. You can open, edit, and
save them even if you are not connected to the internet, and they will be
automatically uploaded the next time you are online.

The local Google Drive software is useful if you have more than one
computer on which you usually work. Installing the software on all

Gmail and Google Drive APRIL 22, 2013 – PAGE 22

computers you use allows you to easily keep the files stored in Google
Drive updated across them all. In this way, Google Drive works as an
alternative to other cloud storage solutions like Dropbox.

Convert Microsoft Office File to Google Document

Convert a Microsoft Office file, like a Word document, into the Google
Docs format by uploading the file. Then select the file in Google Drive,
click the More button, select Open with, then Google Docs. A copy of
the file will then be created in Google Docs format, and you will see
both versions listed in your Google Drive.

Gmail and Google Drive APRIL 22, 2013 – PAGE 23

Creating a Google Drive Account FOLDERS
There’s nothing to do. You’re all set if you have Gmail! If you don’t yet You can add folders to your
have a Gmail account, follow the instructions for creating one under the Google Drive to help organize
Gmail section of this document. your files. These can be added
and edited both in the Google
Drive web interface and within
Finder or Windows Explorer if
you have the Google Drive
software installed on your
computer.

Gmail and Google Drive APRIL 22, 2013 – PAGE 24