Amy wants to use her to view some photos her friend Sandy sent, from her vacation to Washington DC.

Transcription

1 Attachments Hi, I m Sarah. I m going to show you how to download files people send to you in s, and how to send your own files to other people using your . We ll follow along with Amy, who set up a Gmail account for in the Intro to class. 1

2 Amy wants to use her to view some photos her friend Sandy sent, from her vacation to Washington DC. Amy also wants to send Sandy some photos of her new flower garden. 2

3 Amy opens her and sees she has a new from Sandy in her Inbox. Amy can tell this has some files attached to it, because of the little paper clip icon located on the far right, next to the s date. This paper clip icon indicates that the person sending the has included an attachment. Attachments can be pictures, videos, music files, Word files, or other documents. You won t know what s attached, until you open the . 3

4 Now that Amy has clicked to open Sandy s , she can see that there are four attachments. Since the attachments are photos in this case, she can see them in the when she scrolls down. To view larger images, Amy clicks on View all Images, and the images open in a new tab. 4

5 From here, Amy can scroll through to view the larger images. Amy then clicks the tab to go back to her . 5

6 Amy decides she wants to download the first photo, so she can have it on her computer. She clicks the link to Download the image. After she clicks on it, her browser prompts her, asking if she wants to save, or open, the photo. She clicks on Save, to save the photo. Amy has successfully downloaded an attachment to her computer! 6

7 Now Amy wants to send some photos of her garden to Sandy. She ll do this by attaching files to a new . To create a new , Amy clicks on the Compose button. In the New Message, Amy types Sandy s address in the To: field. 7

8 Since Sandy is in Amy s address book, her pops up right away, and Amy can click on it, to add it. 8

9 Then Amy adds a subject to the , and then a quick message. 9

10 Now it s time to attach the photos of her garden. To add an attachment, Amy clicks on the paperclip icon at the bottom of the message box. This launches a window that will let Amy choose the files she wants to attach. Amy clicks on the Pictures folder, where her photos are located. Remember, you can attach all kinds of digital files to your , not just photos. 10

11 Amy clicks on the first photo, and then clicks on the Open button. You can watch the progress as the photo is attached to the . 11

12 To add the other photos, Amy clicks on the Attachments icon again. This time she selects two photos at once, by clicking the first one, then holding down the Shift key and then clicking on the second one. 12

13 Now, when Amy clicks the Open button, both photos are attached to the . Once the photos are attached, Amy just needs to click on Send, and her , with photos attached, is on its way to Sandy s inbox! 13

14 Forwarding s In an earlier class, we learned how to reply to an message, and to compose our own messages. Let s take a look at some other things we can do when we send . 1

15 We ll see how to multiple people at once, how to reply to multiple people at once, and how to send an you receive to other people. Here we are in Amy s Gmail account. Amy wants to three friends. To create a new , she clicks on the compose button. 2

16 She goes to the To: field in the new message, types the first address, then hits the enter key on the keyboard. She does the same thing with a second address. She types the address, and then hits enter. If the address is already in her Gmail address book, it will pop up, and she just needs to click on it. 3

17 Once all the addresses are typed into the To: field, Amy adds the subject and the message, and clicks on Send. The is then sent to all three people at once! 4

18 The next time Amy goes into her Inbox, she sees a new message from her friend Sandy. When she opens it, she can see that it was sent to 2 other people as well. 5

19 If Amy wants to reply to Sandy only, she can hit the Reply button. But Amy wants to reply to everyone who got the message. To do that, she clicks on the drop down arrow next to the reply button for More options. 6

20 Then she clicks on Reply To All. You can see in the Reply message that it will be sent to all three people. You can click on the 1 more box to see all the addresses. 7

21 Amy types her reply message, and hits send. 8

22 The message is then sent to everyone. There are times when you receive an , and you want to send it on to other people. This is called Forwarding. Here, Amy decides she wants to send this from Sandy to her mother. 9

23 To do that, she clicks on the More dropdown arrow next to Reply, then clicks on Forward.. 10

24 In the "To" box, she types in her mother s address. 11

25 She can add her own message to go along with the forwarded message. When she s done, she clicks on send. 12

26 CC and BCC When we want to send to more than one person, there are two more options, other than Reply to All, or adding multiple addresses to the To: field. 1

27 One additional option is to use CC, which stands for carbon copy. With carbon copy, you add more addresses, but using a CC field, instead of the To: field. The To: field is often used for the primary audience for a message. The CC field is used for other people you may want to be notified that the message was sent. For example, at work, you might CC your supervisor, to let them know a conversation is taking place. 2

28 Another option is to use BCC, which stands for Blind Carbon Copy. This allows you to add more addresses to a BCC field. The difference with BCC is that the other people receiving the can t see who was blind copied. Let s see this in action. Amy wants to send an to several people. In Gmail, she clicks the Compose button, to create a New Message. 3

29 In the To: field, she adds her friend Sandy s address. To Carbon Copy other people, she clicks on the CC link, which opens up the CC field. 4

30 5

31 Then she types in her other friends addresses. 6

32 To Blind Carbon Copy, she clicks on the BCC link. This opens up the BCC field. 7

33 She types her parents address here. 8

34 Then, she types the subject of her , 9

35 and the message. When she s done, she clicks send. 10

36 And the message is sent. Let s see what things look like for the people receiving this . Here we are in Sandy s Gmail account. She can see she has a new message from Amy. 11

37 When she opens it, we see two of the other recipients, Antoine and Lucas. For more details, Sandy clicks the dropdown arrow. 12

38 Here we can see that Antoine and Lucas were CCed on the message. But the BCC address for Amy s parents doesn t show! That s how CC and BCC work. We can always see any CC addresses, but the BCC addresses can t be seen by anyone but the sender. Sandy wants to reply to everyone receiving this message. 13

39 She clicks on the More dropdown arrow, and then clicks on Reply to All. We can see that the reply will only be sent to the original sender, Amy, and the two CCed addresses, for Antoine and Lucas. The reply will not be sent to the BCCed address. 14

40 Drafts Did you know you don t have to finish an entire in one sitting before sending it? You can start an and have it saved in your Drafts folder before you send it. Let s look at an example. 1

41 Amy wants to send an to Antoine, but she knows she won t have time to finish. Instead of hurrying, she can start the , and then save it. She can come back to her Draft folder to finish it any time later. So, Amy clicks on Compose to start the draft. 2

42 She enters the address, a subject, and starts typing the . 3

43 As she types the , Gmail automatically begins to save a draft in the Drafts folder. We can see that there s now a 1 showing in the Drafts folder, so we know this is being saved. You can also tell if a draft has been saved by the word saved at the bottom of the . If Amy needs to stop, but isn t ready to send the to Antoine, she doesn t have to do anything except exit out of the new message. We can see that Gmail is going to save the , and then close it. 4

44 Amy can even log out of Gmail and leave her computer. The Draft will still be waiting for her when she logs in again. When Amy is ready to finish the message, she clicks on Drafts. 5

45 The draft includes the word Draft on the left side, so it s clear the hasn t been sent yet. 6

46 Amy opens the to finish typing the message. 7

47 When she s done, she clicks Send like any other . Gmail will automatically remove this message from the Drafts folder and put it in her sent folder. Once Amy is done with drafts, she can click back on the Inbox link on the left side of the screen, to get back to her regular s. 8

48 Spam Just like with regular mail, you can get junk sent to your . That kind of junk is referred to as Spam. What is Spam? Spam is considered unwanted online communication. 1

49 Spam s contain links to websites, pictures, and other things that you don t need. Some spam is annoying but harmless. Some spam can cause a virus or other serious problems on your computer. 2

50 Sometimes it s not easy to figure out what is Spam, and what is safe. Gmail is already configured to help you figure out what is safe and what isn t. There s a spam folder in Gmail, where flagged as spam is automatically moved. The best way to tell if an is Spam is if you don t recognize the sender. Even if the subject line is a friendly Hello, or the sender sounds like a legitimate business, it might still be Spam. If the ends up in this folder, it usually means its Spam. 3

51 Sometimes malicious spam s have an attachment with them, shown with a paperclip icon. If the sender is not a personal friend, or someone you know and trust, its best to just delete the and not open the attachment, because attachments are the way a virus is spread. 4

52 Sometimes when you sign up for online newsletters, Gmail flags the messages as Spam. If you find an in your Spam folder that you want, you can alert Gmail that that the message isn t Spam. After you open the , click on the Not Spam button. From then on, if you get an from the same address, it will arrive in your Inbox, and not be marked as Spam again. Occasionally Gmail puts safe s in the Spam folder by mistake. If you re missing an from someone, be sure to check the Spam folder to see if it s there! 5

53 Trash and Deleting When we receive mail through the postal service at home, some things we keep, and some things we throw away. It s the same thing with . Sometimes we want to keep s, and sometimes, we need to remove them. Most providers have a size limit to accounts, so we need to delete old to make room. Let s take a look at Amy s Inbox in her Gmail account. 1

54 One way Amy can move an to the trash is to click on it to open it. Once it s open, Amy can click on the trash can icon to delete it. 2

55 You can see that the message was moved to the trash. Amy can also delete s without opening them. 3

56 She just checks them off in the list, and then clicks on the trash can icon. 4

57 You can see the messages were moved to the trash. Once s are deleted, you can still view them in the Trash folder for 30 days before they re permanently removed from Gmail. To look at the trash folder, Amy goes to the sidebar menu, and clicks More to see all the options. 5

58 Then she clicks on Trash. All the messages in the trash folder can be opened, replied to, or forwarded, just like messages in the Inbox. 6

59 If you want to, you can click on Empty Trash Now to permanently delete everything in the Trash folder. Be careful with this, because you won t be able to retrieve those messages once they re gone! You don t have to use this feature, since Gmail will automatically remove the messages in the trash after 30 days. 7

60 Searching Your If you need to find an , you don t have to look through the inbox, your sent messages, or other folders. Instead, you can use Gmail Search. Gmail Search allows you to search through all of your , no matter where it is, or how old it is. You can find messages even if you don t know who sent it, or when. 1

61 Gmail Search is at the top of the account. Just like using Google search, you can type in any word or phrase to find what you re looking for, including a sender s name. Let s give search a try. Amy needs to find the address for a restaurant she s going to for lunch with her friend Sandy, so she tries a search for lunch. 2

62 The message comes up in the search result, and Amy can open it to get the information she needs. 3

63 If you can t find what you re looking for, or want to narrow down your search, Gmail Search has more search options. You can find them by clicking the dropdown arrow at the end of the search box. With these options, you can search for messages with attachments, search within a certain date range, or find messages sent by certain people. 4

64 You can also click the dropdown next to All Mail, to search within a specific folder. 5