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How to use the Gmail Web Interface

To access Reed's Gmail over the web, go to mail.reed.edu and sign in with your Kerberos username and password.

How to setup a filter

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click on the Gear icon in the upper right, then choose Settings.
  3. Click on the Filters link, and then the Create a new filter link.
  4. Enter the desired criteria (From address, To address, Subject, Has the words, Doesn't have), and then click the Create filter with this search link.
  5. Choose the appropriate action(s) that you would like to happen for these messages.
  6. If existing emails matching your criteria are found, you can check the box to Also apply filter to X matching conversations.
  7. Click Create Filter.

Example: Redirecting email to a specified folder

This example shows how to create a filter to moves email to a specified folder.

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click on the Gear icon in the upper right, then choose Settings.
  3. Click on the Filters link and then the Create a new filter link.
  4. Enter the desired criteria (From address, To address, Subject, etc.), and then click the Create filter with this search link.
  5. Check the box to Skip the Inbox (Archive it) (this step ensures the message does not remain in your Inbox).
  6. Check the box to Apply the label and select the desired label/folder (note: Gmail uses the term label instead of folder).
  7. If existing emails matching your criteria are found, you can check the box to Also apply filter to X matching conversations.
  8. Click Create Filter.

How to setup a signature

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click on the Gear icon in the upper right, then choose Settings.
  3. Click on the General tab.
  4. Scroll down to the Signature section.
  5. You may need to select a font before the cursor will appear and allow you to enter text. Enter the desired signature in the box.
  6. If you prefer, check the box to Insert this signature before quoted text in replies and remove the "--" line that precedes it.
  7. Click the Save Changes button at the bottom.

How to setup a vacation message

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click on the Gear icon in the upper right, then choose Settings.
  3. Click on the General tab.
  4. Scroll down to the Vacation responder section.
  5. Select the Vacation responder on radio box.
  6. Then set the first day and end dates (if you specify no end date, you will need to turn off the vacation message when you return).
  7. Enter the desired subject and message text.
  8. If you want to limit who receives the vacation message, you can check the boxes so it only goes to people in your Contacts or people at Reed College.
  9. Click the Save Changes button at the bottom.
  10. While it's enabled, people will receive your vacation message every 4 days. Messages classified as spam and messages addressed to a mailing list you subscribe to will not receive a vacation response.

How to report spam

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click on the message you want to report.
  3. Click the stop sign icon Report Spam in the toolbar above the message.
  4. The message is then labeled as spam.

Note: If a legitimate message is marked as spam, click on the Not Spam icon in the toolbar above the message.

Turn conversation view on/off

"Conversation View" sets whether or not emails of the same topic are grouped together. You can enable or disable this feature easily:

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click the Gear icon, and then choose Settings.
  3. In the General tab, find the "Conversation View" option and turn it on/off as desired.
  4. Click Save Changes at the bottom of the page, and head back to your inbox to see the reorganized messages!

How to organize your email with labels

Instead of folders, Gmail uses labels to help organize your messages. When your email was migrated to Gmail, any folders you had were preserved and are now considered labels in Gmail. One of the benefits of labels is that an email can have multiple labels. Read below to learn how to create new labels and apply a label to a message in Gmail.

There are some special labels in Gmail: All Mail, Drafts, Sent Mail, Spam, Starred and Trash. When viewing these in a mail client, they will be prefaced with [Gmail]/.  Here is a description of each:

  • All Mail - all of your messages including Sent, Archived and the ones in your Inbox
  • Sent Mail - all of the messages you send
  • Spam - messages that are tagged as spam
  • Trash - messages that have been marked for permanent deletion
  • Important - messages that Gmail thinks are important. Learn how to train messages for importance.
  • Starred - can be an eye-catching way to mark a special message or used as a visual reminder to follow up on a message later. Learn more about starred messages.

How to create a label

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click the More link on the left side and then the Create new label link.
  3. Enter the name for the label. You also have the option of nesting labels if you desire.
  4. Click Create.
  5. Your new label will appear on the left side.

How to apply a label to an email

There are a number of ways to apply a label to an email:

  • When viewing the email, click the the labels icon from the toolbar at the top and select the desired label.
  • When viewing your Inbox, place a checkmark next to the email(s), click the labels icon from the toolbar at the top, and select the desired label.
  • When viewing the email or your Inbox, drag a label from the left side and drop it on the email.

Note: To remove a label, click on the email and click the "x" icon next to the label name that appears above the message.

How to hide labels in Gmail or a mail client

Labels (which serve a similar purpose to folders) can be hidden from view in Gmail or your mail client, such as Thunderbird. Here's how:

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click on the Gear icon in the upper right, then choose Settings.
  3. Click on the Labels link, and you will be presented with all the default Gmail labels and any that you created.
  4. If you want to hide a label from the web view, click the Hide link from the Show in label list column.
  5. If you want to hide the label in a mail client, uncheck the Show in IMAP checkbox next to appropriate label.

How to send from an alternate email address

If you need to send an email from an alternate address, you must first confirm that you are the owner (or a recipient in the example of a distribution list).

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click on the Gear icon in the upper right, and then choose Settings.
  3. Click on the Account link and then, under Send mail as:, click Add another email address you own.
  4. Enter in the email address you want to add. Uncheck the Treat as an alias box.
  5. Click Send Verification.
  6. Follow the instructions in the email to confirm you are a recipient of the email address.
  7. If you want your Reply address to match the To address when sending replies, go back to the Gear icon > Settings. Click on the Account link, under When replying to a message, check Reply from the same address the message was sent to.

Using a "delegate" e-mail account (a replacement for some shared folders)

As a replacement for some shared folders, you may have been "delegated" access to a secondary e-mail account that multiple people use. Follow these instructions to access it:

  1. Go to http://mail.reed.edu and login normally with your own username and password.
  2. Click your username in the top right of the page to be presented with a list of accounts you have access to.
  3. Click the delegate account you want and you'll be sent directly to its Inbox.
    Delegate Account

NOTE: Access to these delegate accounts will only work from a web browser on your laptop/desktop (ie. not from a mobile device).

Add a preview pane to your Inbox

If you like Thunderbird's "Preview" pane, you can add this feature to Gmail as well. This will provide a preview pane to read mail right next to your list of conversations.

NOTE: Any "Account" or "Lab" settings must be made under your actual user account; delegated accounts won't work. However, once the setting is enabled, it can be used by every account you have access to.

  1. Log into Gmail's web interface at mail.reed.edu
  2. Click on "Settings".
  3. Click on "Labs".
  4. Search for "Preview Pane" and enable it.
  5. Click "Save Changes".
  6. Go back to your inbox and click on the icon between the left and right arrows and the gear in the upper right hand corner.

Preview Pane

Gmail web-client keyboard shortcuts

If you would like some documentation on how to efficiently use the Gmail web-client with keyboard shortcuts, refer to this helpful Google documentation page.

Canned Responses

  1. Click on the Gear icon in the upper right, and then choose Settings.
  2. Click on the Labs tab on the top bar.
  3. Scroll down until you see the section on "Canned Responses", and enable it.
  4. Make sure you click Save Changes at the bottom of the screen.

When you compose a new e-mail, write out your message that you want to be "canned" in the template. When ready, click the triangle in the lower right-hand corner of the compose window, select Canned Responses, and then save this new template by clicking New Canned Response.

In order to edit the template, have a new Compose window up, repeat the triangle-clicking to Canned Responses, then under "Insert" you'll select whichever template you want to edit. After editing it go through the triangle menus, then click "Save" to save the template you are currently working on. Gmail will prompt you about overwriting your previous, unedited template- just continue through them until template saves.

To delete templates, navigate through the triangle menus to Canned Responses, and click the unwanted template under the "Delete" heading to remove it. You'll be prompted here as well about overwriting your previous, unedited template- just continue through them until your template is removed.

 

Need additional help? Call 503-777-7525 or email the Help Desk at cus@reed.edu.