Gmail: Advanced

These Gmail Advanced lessons will cover advanced features of Gmail and prepare you with a
deeper understanding of how they can benefit teaching and learning. With a more advanced
understanding of these tools, you can begin to explore more ways to communicate effectively,
save time, and help students stay on task.
You will learn how to:

Incorporate Gmail features into daily practice to increase communication and

collaboration

Use Google Translate to foster global communication

Use Google Groups to encourage discussion and reflection

Use task lists to manage projects and to-do lists

Use keyboard shortcuts for better productivity

To start, review the Advanced lessons below and conduct all activities. It is recommended
you have another browser or computer screen available to practice the step-by-step exercises.
Lesson 1
Classifying Gmail with Categories and Inbox Types (15 mins)
As a teacher, you receive a lot of messages every day - from your family members,
colleagues, students and their parents, mailing lists, professional and social networks,
discussion forums, and more.
To help you manage your incoming email, the inbox types and message categories in Gmail
will identify and file messages so you can focus on what is really important. For instance, if
you would like to see messages that are marked as Important and Unread at the top of your
Inbox, you can configure the Gmail inbox to display that way. As you learned in the Basics
lessons, Gmail is an effective tool for communication, and with proper use, has timesaving
features that can keep you connected, at school and on the go.

Message categories
Your messages are classified into categories such as Social, Promotions, and Updates. These
categories make it easy to focus on messages that are important to you and read messages of
the same type all at once.

Inbox types
You can also change your inbox type to organize your incoming messages to best suit your
needs.
To view inbox type options or change your inbox type:
1. Click the gear icon

at the top right of your Gmail page, and choose Settings.

2. Select the Inbox tab.

3. In the Inbox type section, view the available inbox types or select a new inbox type
in the drop-down menu.
You can also quickly view or change your inbox type by hovering over your Inbox label and
clicking the down arrow.
The following types are available:

Default: Choose which tabs to use; if you want to see all your messages in one list,
just turn off all tabs

Important First: This style brings mail from the contacts you email most often and
other important mail to the top of the page; everything else is in its own section at the
bottom of your inbox

Unread First: Unread mail stays at the top; everything else is at the bottom

Starred First: Starred mail stays at the top; everything else is at the bottom

Priority Inbox: Messages classified as important and unread are in the top section,
then starred messages, then everything else; and each section can be customized
further; Priority Inbox provides you with more control over your inbox

To learn about Gmail inbox tabs and category labels, check out more in the Support Center.
Priority Inbox
Priority Inbox can help you save time by automatically prioritizing incoming messages based
upon certain identifiers, such as name of sender, keywords, and frequency of incoming and
outgoing messages. When you click the Priority Inbox navigation link on the left-hand side of

your mail, you will see messages grouped in three sections: Important and unread,
Starred, and Everything else.
Watch this short video to understand how Priority Inbox works.

Train Gmail to classify your messages for you

Gmail uses a variety of signals to prioritize your incoming messages. However, there may be
times that Gmail incorrectly identifies a message. You can do the following to help train
Gmail to correctly classify emails for you.
1. Mark messages that are incorrectly marked as unimportant by clicking the empty
marker so it becomes yellow
.
2. Unmark messages that are incorrectly classified as important by clicking the yellow
importance marker
. It will become an empty outline of a marker.
Over time, Gmail will incorporate the feedback you give and adjust your Gmail accordingly.
To learn more about how importance ranking works, check out the Support Center.
Lesson 2
Using Advanced Search to Locate Messages (10 mins)
Advanced search operators are query words or symbols that perform special actions in Gmail
search. These operators allow you to find what you are looking for quickly and accurately.
They can also be used to set up filters so you can organize your inbox automatically. For
example, you can use the operators to find messages from specific people, about a particular
subject.

Use search operators

To conduct a search using the search operators:
1. Choose the operator(s) you would like to use.
2. Type the operator into the search box; e.g. from: jennifer to search your inbox for
messages where Jennifer is the sender.
3. Click the search button

You can also click the drop-down arrow in the search box to help construct a search query
with the options to define who sent the message (From), the message recipient (To), the
subject of the message - you can enter the full subject or just a few keywords (Subject),
keywords that the message may have anywhere in the message content (Has the Words), and
a date range if you have an idea of when the message was received (Date).

Example:
You are looking for a message sent from your principal, John, in the past month about the
testing schedule. Using the search box, type and select the following using the Advanced
Search Options:

From: John@myschool.org
Has the words: testing schedule
Date within: 1 month of today
You could also do this using the regular search box with the search operators by typing:
testing schedule from:john after:2014/07/25 before:2014/08/25
To view a search operator list, check out more in the Support Center.

Search autocomplete
With Search autocomplete, you will get suggestions as you type text in the search box
including the names or emails of contacts.

You can also take advantage of the advanced search operators and Gmail can help
autocomplete those as well. With search operators, you can search in specific places (e.g. in
chats, labels, or sent mail), or search for messages with attachments of a certain type (e.g.
docs or photos).
To learn about searching email, check out more in the Support Center.
Lesson 3
Using Filters to Create an Automated Inbox (10 mins)

Use filters
Filters are an automatic organization system that lets you configure Gmail to handle your
messages based on who it is from, who it is addressed to, or the subject or message content it
contains. Filters can perform certain actions on the messages such as labeling, archiving,
deleting, starring, or forwarding your messages. Filters even keep messages you want, out of
Spam. Once you set-up a filter, Gmail does this all automatically based on the specific
criteria.
Note: Gmail does not have a limit to the number of filters you can create, so you can create as
many filters as you want. You can create an unlimited number of filters, but only 20 filters
can forward to other email addresses.
You can use filters to:

Organize emails from certain school personnel

Label messages such as announcements to read later

Filter emails from parents using an Important label

Forward personal emails to a personal email account

Tip: Filters can also be set up for student shared assignments by subject.
Create a filter using settings

1. Click the gear icon and select Settings.

2. Select the Filters tab.
3. Click Create a new filter at the bottom of the page.
4. Type in the criteria for your filter.
5. Click on Create filter with this search.
6. Select an action item such as Star it or Always mark as important.
Create a filter with search
In the example below, the filter criteria is from:(noreply@google.com) and the action is
Apply label Sites update:

To create a filter for Subject contents in Gmail:

1. Click the gear icon and select Settings.
2. Click the Filters tab.
3. Click Create a new filter (at the bottom of your filter list).
4. Enter your filter criteria. For example, in the Subject field type Unit test.
5. Click Create filter with this search to select actions that should apply if a message is
received with your search term(s).

Your results will contain messages that have 'Unit Test' in the subject line.
To apply an action to the message, such as adding a label, star, or a forward, click on Create
filter with this search:
1. Select one or more actions from the list; these actions will take place in the order they
are listed.
2. For example, you could choose to forward matching messages to a specific email
address, then Delete the messages from your inbox.
3. If you would like to apply this filter to existing messages in your inbox, select the
Also apply filter to [X] matching conversations checkbox.
4. Click Create Filter.
Lesson 4
Sharing and Collaborating with Google Groups (15 mins)

What is Google Groups?

In Google Apps for Education, administrators can create groups of people for email
distribution lists, discussion forums, sharing files and folders in Drive and more. If your
school adds Google Groups for Business to their Google Apps school domain, the Google
Apps administrator will be able to create public groups for your school. They may also give
teachers or groups of teachers the ability to do the same.
You may already be a member of a number of groups. Schools frequently have groups for
staff, departments, and the entire domain, including students. This makes it easy to email
everyone at once using a group email address such as grade1teachers@schooldomain.org.
Tip: Use Google Groups to create discussion forums, or to create groups of students within
your class to share content and differentiate instruction.
To access Groups, click the app launcher in the upper right corner of your Gmail window, and
click Groups or go to http://www.google.com/groups.

Create a Group
1. Click Groups from the app launcher at the top right of the Gmail window.
2. Click the Create Group button.

3. Give the group a name and description.

4. The email address field will automatically populate; you can manually change the
email address to whatever you would like. Note: Spaces in the name will appear as
dashes in the email address.
5. Click the red Create button on the top of the screen.

6. Click Manage on the right to add members to the group.

7. Have your students email addresses handy and type them in the top box; separate each
email address by a comma.

8. After you have added all your students, click the blue Add button, then click the blue
Done button.
9. Add a welcome message to let students know more about how you intend to use your
Google Group. You can also add images to make the discussion area more inviting.

Lesson 5
Using Google Translate within Gmail (10 mins)
Did you ever dream about a future where your students could easily overcome language
barriers and develop global pen pals? Well, that day is a lot closer. Back when Google
launched automatic message translation in the Gmail Labs tab, a lot of users and educators
were curious to see how people and students would use it. Some people just wanted to set up
Gmail to translate everything into their native language, thus saving countless explanatory
phone calls.
Since message translation was one of the most popular Labs, Google decided it was time to
graduate and moved it into the real world. Now parents, teachers and students worldwide can
use Gmail and translate any message. Not only is it wonderful for students to converse with
global pen pals, butit is excellent for ELL/ESL students who need help communicating with
their local classmates as well.
To translate a message:
1. If a message is in a foreign language, the option to translate the message will display
just above the body of the message.
2. Google automatically detects the foreign language, and your language.
3. Click Translate message.

4. It will be instantly translated into your language.

If you would like to manually translate a message in one language into another language:
1. With the message open, click the More

icon at the top right of the message pane.

2. Click Translate message from the drop-down menu.

3. Google will automatically detect the language in the message.

4. Choose the language drop-down to choose from a list of languages in which the
message can be translated.

5. The message will be translated into your chosen language.

6. If you are bilingual and do not need translation for that language, just click Turn off
for:[language].
7. If you would like to automatically have messages in that language translated into your
language, click Always Translate.
8. If you accidentally turned off the message translation feature for a particular language,
or do not see the translate message header on a message, click on the More icon at the
top right of the message pane.
9. Select the Translate message option in the drop-down.
Self-guided activity:

Read this Message Translation article

Open up any message in your Gmail account

Practice translating using any language from the More pulldown menu

Lesson 6
Advanced uses of Hangouts (20 mins)

Save Hangout conversations

You can chat inside of Gmail with Google Hangouts. Hangouts lets you send chat messages,
photos, and make video calls. You can use Hangouts for virtual field trips across the globe,

class penpal activities, online professional development, and more. Like Google +, Hangouts
might be restricted or inaccessible under your schools domain. If it is available, you may use
Hangouts to keep in touch at home, in the classroom, or on the go.
You may access Hangouts in several ways: Through Gmail, Google+, on your iOS or Android
device, and as a Chrome extension. Check out the Hangouts Help Center for full details on
using Hangouts. This section will cover using Hangouts in Gmail.
Your Hangout contacts are automatically stored in your Gmail account so you can easily
search for them later. To access your Hangouts history, click the Chats label in your Gmail
account. A list of Hangouts will appear, similar to the way conversations are listed in your
inbox. You can label, star, and trash Hangouts just like regular Gmail messages.
When you search in Gmail, matching Hangouts and message conversations will show up. All
chats are labeled Chats and are marked with the Hangouts icon
so you can easily
distinguish them from messages.

Hangout integration with Gmail

Hangouts integration in messages lets you and other contacts at your school (students,
teachers, staff) discuss a message, lesson plan, or student performance using instant
messaging. You can easily start a Hangout with a contact from any message.
To start a Hangout within a message:
1. When you have a message open, hover over the contacts name at the top of the
message.
2. Click the Hangout with this contact icon.

3. A Hangout window opens, and you can begin chatting, or even video chatting, by
clicking the Video call icon in the window.

Hangout history settings

You can save all of the messages sent within a Hangout, as long as history is enabled for that
Hangout. History is on by default for all Hangouts that are not on Google Apps, but you can
turn it off and on for each Hangout at any time.
If you have a Google Apps account, your Hangouts history is off by default.
Saving your Hangouts history lets you review your previous messages right from your
Hangout window. Open a Hangout and scroll upward to see your saved messages. If you have
downloaded the Hangouts mobile app, you can also view your Hangouts history from your
phone and tablet.

While Hangout history is turned off, each message will be visible in the Hangout window for
a short period of time and will then be deleted from the Hangout window.
To turn off Hangout history:
You can turn off your Hangouts history if you do not want to save a copy of the messages
being sent for privacy or safety reasons.
1. Open Hangouts.
2. Choose the Hangout to change the history setting.
3. Click

settings.

4. Click the box next to Hangout history.

5. Click Save.
When you or someone else in the Hangout changes the Hangout history settings, a
notification will show in the Hangout window.
For group Hangouts, anyone added to an existing group Hangout can see the groups
Hangouts message history. That being said, if you started the group Hangout from a
conversation with one person, the group will only see group Hangout message history and not
any messages you sent to that person before the group Hangout started.
Keep in mind that if you are talking to someone who is connected to the network with a
different desktop chat client, it is possible that his or her software is keeping a separate copy
of the history.
To see your Hangout history:
1. Go to your Gmail account linked with your Hangouts account.
2. On the left side of the screen, click Chats. You will see a list of all your Hangouts
histories that you saved.
If you turn Hangouts history off, messages sent in that Hangout while your history is turned
off will not be stored in Gmail.
To search for past Hangouts messages:
1. Go to your Gmail account linked with your Hangouts account.
2. At the top of your mailbox, type a keyword in the search box.
3. In the search results, Hangouts messages will be marked with a Hangouts icon.

Automatic Hangout contacts

You can start a Hangout with anyone you would like as long as the person has a Google
Account. If you start a Hangout with someone who does not have a Google account, an
invitation will be sent to their email address asking them to join Hangouts.

From Gmail, your Hangout window in Gmail appears at the bottom left corner of your
screen. Select a person from the Hangouts contacts list. The list is ordered with your most
recent Hangout at the top. Or click the search button
and type in a name or email address.
When you find the person you want, click on their name.

Invite someone to chat

Before you can chat with someone in Hangouts (besides the automatic contacts from Google
+ and Gmail lists), you will need to invite them by following the instructions below.
Your friend or colleague will see the invitation above their Contacts list in Gmail asking if
they would like to be able to chat with you. Until they accept, you will see Invited next to
their name in your Chat list.
If your school domain has enabled Google+, you can allow certain circles to start a Hangout
with you immediately without sending you a Hangout invite first. Or you can require people
to send you an invite first.
To learn more about Google + circles and Hangouts, check out the Support Center.
To invite a Gmail user:
1. In the Search, add, or invite box at the top of the Chat area, type your student or
colleagues username; if they are already in your Contacts, Gmail will pre-populate
their username.
2. Click Invite to chat.

Customize your chat list

You can change the way your chat list looks to make it easier for you to use. You can choose
how many contacts you would like to display, where your chat list appears in the left side of
Gmail, and who will always appear in your chat list.
To learn more about using Hangouts settings to customize your chat list, check out the
Support Center.

Block someone from within the Hangout window

Occasionally, you may need to prevent someone from chatting with you online in Gmail. For
example, you may want to block students from seeing when you are online. Blocking a
contact prevents the person from talking to you and seeing when you are signed in to Gmail
or Google Talk.
To block a contact:
1. Click the

gear icon at the top right of the Hangout window.

2. Click Block [user name].

3. Click Save.
4. When you block someone, we will not proactively notify them (unless you block them
from within a video call). But since blocking someone limits the interactions that
person can have with you, the person may figure out that you have blocked them.
Keep in mind, if you block someone, it will not prevent that person from sending you
an email.

To unblock a contact:
1. Click menu

at the top right of your Hangouts list.

2. Select Blocked people.

3. Click Unblock next to the persons name.

Chat with a group

Group chat overview
Hangouts allows you to chat with many different contacts at once. There is no limit to the
number of people you can chat with, and any participant can invite others to join. Group chat
acts just as regular chat, except with more people sending and receiving the short messages.
Advantages of group Hangouts

Lead an online Q&A session - many people can contribute and read questions/answers

Conduct virtual group meetings with colleagues, staff, organizations, etc. (and with
chat history, you will also have detailed notes!)

Hold virtual officehours

Inform other teachers of student movement between classrooms via chat, instead of
using paper hall passes

Start a group Hangout

1. Start a Hangout with a one person.
2. Once you have started the chat, click the person icon at the top of the chat window.
3. In the field labeled Add people to this chat, enter the names of the contacts you want
to add to your group chat.
4. Click Invite to add contacts to chat.

To end your chat, click the X at the corner of the chat window. Others in the group chat will
get a message saying that you have left the conversation. If you want to rejoin, you will need
to be invited back by a contact who is still in the group chat.
The group chat will continue until everyone in the group has left.
Lesson 7
Using Stars in Gmail to Keep Organized (10 mins)

You can easily flag important messages using stars in Gmail. You can assign stars to special
conversations or messages, or use them as a visual reminder that you need to follow-up on a
message or conversation later. With stars, you are able to impart your own meaning on each
kind of star, which in turns allows you to further differentiate and sort your email, in addition
to using labels, and label colors.

Add a star
To star a message from your inbox, click the star icon located to the left of the senders name
on a message.

You can also use the keyboard shortcut s key to quickly add a star.
Star a message from the message view by clicking the star icon next to reply button in a
message.

Note: Stars apply to a single message within a conversation.

Customize your stars

1. In Settings under the General tab, you can choose which stars you want to enable;
this feature allows you to use different types and colors of stars by toggling through a
handful of icons, giving you another way to prioritize and flag your messages.

2. Use the Presets to choose from one star, four stars, or all stars. Simply drag the stars
you wish to use from the Not in use: area to the In use: area.
3. Drag the stars into the order you want them to appear in.
4. To use one of these stars on a message, click on the star next to each message at the
top or use the s keyboard shortcut; the stars will rotate in the order you place them
when you click successively.

Note: You can search for particular stars using has: with the stars name (you can find these
names on the General tab of the Settings; just hover over each star icon). For example, you
can search for has:blue-star, has:red-bang, or has:orange-guillemet.
Lesson 8
Experimenting with Gmail Labs (15 mins)
Gmail Labs allows you to try out experimental new features in Gmail. Google engineers are
constantly thinking of neat, new ways to help you with your inbox, and Labs is a way for
them to let you try it out for yourself. Think of Labs as a place to try the newest but not
necessarily the most stable features of Gmail. When we believe these features are useful for
users and ready for prime time, we will graduate them from Labs and integrate them into
regular Gmail. Tasks was the first graduate of Labs, but we plan to keep working on adding
and graduating more!
Note: Your school Apps domain administrator must turn on Labs for the school. If you are
unable to turn on Labs (as reviewed in the next step), ask your school Apps domain
administrator to turn the Labs service on.
In Labs, you will see a list of options to try each of those options is called an experiment.
You can pick and choose which experiments to try. You do not have to turn them all on
(although you are certainly welcome to). Throughout this lesson we will introduce several
useful Labs that can help with managing your inbox and messages.
If you are going to brave the Labs world, it is important to keep the following things in mind
about these features:

They may break at any time

Similarly, they may disappear temporarily or permanently

They may work so well that they graduate and become regular features, like Tasks

With that in mind, if you encounter any problems while you have a Labs feature enabled,
here are some things you can do:

Temporarily disable Labs and get your account back to normal

Help pinpoint the problem, if you would like, by disabling each experiment until the
problem goes away; then, report what happened

Give us feedback using the send feedback link next to the Lab in question on the Labs
tab of the Gmail Settings, or using the Labs Feedback Group

You can use the feedback groups as a place to report bugs, tell us what you like and dislike
about the feature, and share special ways in which you are using it.

Canned responses
Canned Responses is a Gmail Labs feature that allows you to insert pre-formatted content
into your messages. You can save multiple types of messages, modify them as things change,
or delete them when you no longer need them. Think of the messages you send out on a
regular basis - these message templates could be a good candidate for:

Weekly reminders for homework, projects, progress reports, or office hours

Parent communication newsletters

Commonly asked questions (a teacher FAQ)

Custom email signatures for different contacts; current settings allow only one
signature

The possibilities are endless - just remember, the next time you paste in that same text block,
you can convert it into a canned response message template.
Create a message template through Labs
To create a message template, you must first enable the canned response experiment in Labs.
Not all school domains have Labs enabled. If Labs is enabled in your domain, go to
Settings under the gear drop-down menu. Then click on the Labs tab.

From there, you can browse the experiments and Enable Canned Responses, then save
changes.

To write a message template:

1. Compose a message as you learned about at the beginning of this chapter; you can
include rich formatting, but images will not be retained.
2. After you are finished typing your template, go to the Canned responses link on the
bottom-right corner of the compose message.
3. Click the link and select New Canned Response under the Save header.

4. Type the name of your message template in the prompt box and click OK.

5. The message template will now be saved for use anytime in the Canned responses
menu.

Note: The message template will not save the To: information or the Subject: line. It will
only save the information in the general message box.
Note: Message templates are saved in your drafts folder so be careful not to delete the draft of
the template; canned response will be deleted as well.
Insert a message template
You can use a message template in a new message, a reply, and a forward; any time you type
a message, you can insert a message template.
1. Compose a new mail message.
2. Go to the Canned responses on the bottom-right corner of the compose message.

3. Beneath the Insert header select the message template you would like to use.
4. Your message template now appears in the message box.
Note: The message template does not replace the message content, it adds to it. If you do not
want to have two signatures, or extra text, make sure to clear the message box before
inserting the message template.
Modify a message template
1. Compose a new message and insert the desired canned response; Or Compose a new
message and type an entirely new message.
2. Make changes or type as you would in any other message.
3. When your template is ready, go to the Canned responses menu, and select the same
message template name under the Save header.
4. This will replace your outdated template with your newly modified message.
Delete a message template
If you no longer have need for a message template, you can delete it from any message
window.
1. Click on the Canned responses menu.
2. Navigate to the Delete header.
3. Select the message template you would like to delete.

4. At the prompt to delete, click OK.

Now your message template will no longer appear in the Canned responses menu.

Other highlighted labs

Undo Send
Have you ever sent a message and wished you could retract it? Well, now you can with the
Undo Send lab. With this tool, you can choose to delay the actual transmission of your
message by 5, 10, 20, or 30 seconds. This can prove invaluable if you accidently click Reply

All to a message, or you realized that you omitted important information in messages going
out to your students or their parents.
Right-side Chat
With the Right-side Chat lab, the embedded chat window in Gmail is moved to right side of
your Gmail window to allow for more screen real estate for the various Labels that you have
created. This will increase efficiency by allowing you to access your labels more directly.

Lesson 9
To Do Lists and Tasks in Gmail (30 mins)

Overview
Tasks is the part of Gmail designed to help you keep track of the things you need to do,
without even leaving your inbox. You can create lists of items, set due dates, add details or
notes, and even add messages from your Gmail account directly to Tasks.
Like a written task list, you can check items off your list (with great satisfaction). You can
also view a history of your completed tasks and the date you crossed them off your list.
Example:
A reminder message comes from the Principal for student progress reports. You click to Add
to Tasks and the message now appears in your task list. You assign a name to the task 'Student progress reports' and add a completion date. Later that week, you start to work on the
student progress reports and need to read the message from the Principal again. You open
your task list, click on the Related email link within your 'Student progress reports' task and
Gmail brings up the original message. When you finish your task, you can clear your task list
(and your mind!).

Create a task from a message

1. Select the messages you would like to be assigned as tasks.
2. Click on the More button.
3. Select Add to Tasks.

Open and create tasks

To get started with Tasks, just click the arrow next to Mail under your domain logo, on the
left side of the screen, and select Tasks.

A Tasks window will open at the bottom of your screen. Click on it to expand it.

To enter tasks, just click in the Tasks window and start typing just like you would in a word
processor. Once you have typed in a task, press Enter to create another one, or use the +
button at the bottom of your list.

If you would like to add additional details to your task, click the right arrow link on the right
side of the task. Here you can enter in additional information and a due date.

You can also add subtasks by using Tab to indent them, and shift + Tab to move them back.
This is particularly handy if you have a larger task that also has smaller, related tasks - such
as writing a chapter test, creating a class presentation, finding related videos, etc.
Keep your list organized and prioritized by moving your tasks. You can move tasks around
your list by grabbing them to the left of the check mark and dragging them up and down.

If you want to add a new task to the middle of a list, instead of the top or bottom, click at the
beginning or end of an existing task and pressing Enter. Then start typing your new task.
Finally, when you have completed a Task, you can check it off by selecting the checkbox
next to the task. Then you can go to Actions and select Clear completed to keep your to do
list current and tidy. Do not worry, you can still view them later!

To view all those completed tasks (and get a nice summary of all that you have done), go to
the Actions menu and select View completed Tasks.
To clear completed tasks from the current task list, select Actions and then Clear completed
Tasks. This will not delete your completed task, but will hide it from the current tasks that are
due.

Tasks Keyboard shortcuts

Like the rest of Gmail, you can also use your keyboard shortcuts to create, organize, and
move through Tasks.
To learn about Tasks keyboard shortcuts, check out more in the Support Center.

Create and organize multiple task lists

Create a task list
Gmail creates one Task list for you - usually titled Default list. You can add more task lists
instead of having one long to-do list.
1. Click the arrow next to Mail under your domain logo, on the left side of the screen,
and select Tasks.

2. Click the

icon in the minimized window to the far bottom-right of your inbox.

3. Click the bottom-right list button icon and select New List.

4. Enter the new list name and click OK.

Gmail will automatically switch to the new list where you can start entering tasks.
Rename or delete a list
Tasks and projects are always changing, so it is natural to need to rename or delete lists.
To rename a list:
1. If you are not already viewing the list you would like to rename, click the bottomright list button icon and select the list.

2. From that same list button, select Rename list.

3. Enter the new name for the list and click OK.
To delete a list:
1. Click the arrow next to Mail under your domain logo, on the left side of the screen,
and select Tasks.

2. If you do not see your task list, click the

minimized window to the far bottom-right of your inbox.

icon in the

3. If you are not already viewing the list you would like to rename, click the bottomright list button icon and select the list.

4. From that same list button, select Delete list.

5. Confirm that you want to delete the list (and its related tasks) and click OK.
Move tasks between lists
Unlike messages and labels, each task can only be assigned to one list. You can move a task
between lists. This can be helpful if you have a list for 'Tests to Grade', and another for
'Waiting for response'. Once you complete a task, you can move it to your 'Waiting for
Response' list.

Print or send a task list to someone

Print a task list
You can print a task list, complete with boxes to check them off, from the Tasks window.
1. Click the arrow next to Mail under your domain logo, on the left side of the screen,
and select Tasks.
2. If your Tasks window is not active, click the
the bottom right of your screen.
3. Click Actions and select Print task list.

icon on

To print another task list, you will need to change the list view. To change the list view, click
on the Lists icon and select the list you would like to print. Then, follow the instructions
above.
Email a task list
Sometimes you need to send someone else a task list - perhaps you created the tasks
necessary to completing a group project, or you created a shopping list for someone else. For
example, you can create a list of tasks for your student assistant to complete and then send
him or her the list via email. You can choose to have this list emailed and it will appear just
like a message. You can then email the list as you would any other message - send to a group
or individuals, add formatting, apply labels, etc.
1. Click the arrow next to Mail under your domain logo, on the left side of the screen,
and select Tasks.
2. If your Tasks window is not active, click the
the bottom right of your screen.

icon on

3. Click Actions and select Email task list.

This will then open a new message window with your entire task list as the message content.
Edit the message as you would any other and send.

To email another task list, you will need to change the list view. To change the list view, click
on the Lists icon and select the list you would like to print. Then follow the instructions
above.

Integrate tasks with Google Calendar

Due dates in Calendar
Often times it is handy to have your tasks viewable in a calendar, as due dates and scheduling
can be important parts of developing a task list.
There is a checkbox alongside the event, so you can cross off a task in Google Calendar the
same way as you would in your Gmail Tasks view.

The Tasks gadget on the right side of your Calendar page also is the same as the Tasks
window in your Gmail account, which has the ability to add, edit, or move tasks, and create,
edit, or switch task lists.

Lesson 10
Keyboard Shortcuts and Other Actions for Gmail (15 mins)
Keyboard shortcuts help you save time by allowing you to never take your hands off the
keyboard to use the mouse. You will need a Standard 101/102-Key or Natural PS/2 Keyboard
to use the shortcuts. Press ? in Gmail to see a list of keyboard shortcuts.
To learn about keyboard shortcuts, check out more in the Support Center.