The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu
[email protected]
GMAIL BASICS, ORGANIZING MAIL LABELS Gmail is the Maricopa County Community Colleges supported email platform. Each Maricopa employee and student is assigned a Gmail account once they are admitted or hired to any one of the colleges. Through this tutorial you will learn to: ● Understand the difference between folders and labels ● Use labels ● Edit labels
Accessing Maricopa Gmail ● Where do I login? Login into your Maricopa Gmail using your browser through MyMCC https://orion.mesacc.edu/portal/ (select Employee Gmail) or https://accounts.maricopa.edu ● What is the preferred method for accessing Gmail? Although Gmail can work with email clients like Thunderbird and Outlook, the preferred method for accessing Gmail is through your web browser. Note: Chrome is the preferred browser for Gmail. For more information about accessing your Gmail, see the CTL Training Handout Gmail Basics, Settings & Messages or visit the Mesa Help Center at: http://www.mesacc.edu/helpcenter/
What are Labels? Gmail doesn’t use folders. To help you organize your mail, Gmail uses labels instead. Here are some reasons that labels will be even more valuable than folders in helping your organize your mail: Labels
Folders
A conversation can have more than one label and can even have sublabels.
You can only put a message in one folder
A conversation can be in several locations (Inbox, All Mail, Sent Mail, Label, etc.) at once, making it easier to find
You have to remember where you filed a message to retrieve it
You can search conversations by label
You can’t always do specific folder or All Mail searches easily
So labels are like folders, but they have some special features that allow you to organize and find your mail in multiple ways. You can even color code your labels to make your conversations easy to identify.
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The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu
[email protected]
Using Labels Creating a Label To create a label, click the Labels dropdown menu from your inbox and choose Manage labels. This will open your Labels settings area. Tip: You can also access the Labels settings area by clicking on the gray Gear icon > Mail settings > Labels.
in the upper right
Under Labels, below the System labels list, click Create new label.
In the dialog box, type the name of your new label, choose to nest your new label or not, and then click Create. Note: Labels will appear in your Labels list left of your Inbox in alphabetical order.
Apply a Label to a Message/Conversation In your Inbox, select the check box next to the message(s)/conversation you want to label, and then from the Labels dropdown menu select the check box next to the label(s) name you would like to apply to the message(s). Click Apply. You should see that label name appear next to the message/conversation. Note: You can apply more than one Label to a message/conversation.
Changing the Color of a Label Using color on your labels can help you organize your messages visually. In your Labels list on the left side of your Inbox, click the arrow to the right of a label. Select a color from the choices provided. The change will be applied to all messages with that label. You can remove a color by clicking Remove color below the color choices. Agria 6/5/2012
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The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu
[email protected]
Moving Messages/Conversations to a Label If you want to move messages/conversations out of your Inbox while also applying a label to them, select the message(s), and then select a label in the Move to dropdown menu. OR Click and hold left of the message check box and drag the message to a label’s name on the left side of the Inbox.
Creating Sublabels Sublabels allow you to nest labels underneath other labels in your Inbox. Follow the following steps to create a sublabel: 1. In your Labels list on the left of your Inbox, click the square to the right of a label where you want to have your sublabel. 2. Click Add sublabel. 3. In the New Label dialog box, enter a name for the label, and then select Create.
Viewing Messages/Conversations by Label To view your messages or conversations by the a specific label, select the label from the Labels list to the left of your Inbox. A list of the conversations/messages with that label appears. Note: If a message/conversation has more than one label it will appear in both lists when you select to view messages/conversations within each designated label in the Labels List.
Changing a Message/Conversation Label To change a message or conversation label, select the message or conversation from the Inbox or from its current Label and then click on the Labels dropdown menu. Check and uncheck the Label dropdown menu options to appropriately label the message or conversation, select Apply.
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The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu
[email protected]
Editing and Organizing Labels You can edit and organize a label through both the Labels list left of your Inbox or the Labels tab of your Gmail Settings.
Editing/Organizing Labels in Gmail Settings 1. Click the gray Gear icon in the upper right, then select Settings. 2. Select the Labels tab. 3. Under the Labels area below System labels select a function (see descriptions below) next to the label.
Showing Labels in the Labels List In the "Show in label list" column, click the show or hide link next to each label to choose whether it will be shown in the left panel of your Inbox. You can also set labels to appear only when they contain unread messages (otherwise, they will be hidden) by selecting show if unread.
Showing Labels in Message List In the "Show in message list" column, you can choose whether you'll see each label displayed next to its messages' subject lines. Click hide if you don't want to see that label name when you look at the messages it contains.
Deleting Labels If you see a label that you don't want anymore, click remove in the "Remove label" column. (You'll have to confirm that you'd like to remove the label by clicking Delete.) Note: The messages/conversations from this removed Label will not be deleted. To find them, select the All Mail system label in your Inbox.
Editing Label Names To change a label name, click edit in the “Actions” column. In the dialog box change the name and click Save. If you are renaming your label, all the messages categorized under your old label name will be categorized under your new label. And, if the label you've edited is part of a filter, Gmail automatically updates your filter settings so new messages are categorized with the new label's name.
Editing Nesting To change a label nesting level, click edit in the “Actions” column. In the dialog box check or uncheck the “Nest label under” option box (if nesting, select the parent). Click Save.
Additional Resources Mesa Resources: http://www.mesacc.edu/googleapps/ District Resources: https://sites.google.com/a/maricopa.edu/googleappsformaricopa/gmail
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