Information Technology | Hardware and software specs » Gmail Guide

Coordinator Gmail Guide Logging In Verification Creating a Signature Creating Labels Sending Bcc emails Forwarding your PKD email Setting up Filters Auto Responders Logging Into Gmail 1. Click either Gmail or the Sign In button on Google’s homepage 2. Enter in your email address and password that was provided to you by the PKD Foundation Verification If Gmail prompt you to enter a cell phone number, please click “Done” If you are asked to “Verify it’s you,” select “Tell us the city you usually sign in from” if your city doesn’t work, type Kansas City, MO. If you still have troubles, contact the Walk for PKD Coordinator. Creating a Signature 1. Click the gear button at the top right of your page, just below your email account name After clicking that, a drop-down menu will appear, click the settings button. After clicking this it should take you to a new page that looks like the one in the picture below. Follow the red arrows for some help. 2. Under

settings select the General tab Scroll down until you see the signature box. If you want to add in a signature, fill in the dot next to the box and start typing in your label in the text box. a. The PKD Foundation would like your signature to include: Your Name, volunteer position with the PKD Foundation, contact information if you feel comfortable listing it, and the PKD website (pkdcure.org) Danielle Rose 3. Once you’ve entered in the information you want for your signature, scroll down to the bottom of the page and select save changes. Creating Labels It’s a great idea to organize your emails. You can do this by creating labels (folders for your emails to be sorted) 1. Under Settings, select “Labels” 2. Scroll down on the screen until you see the option for labels 3. Click “Create New Label” 4. A screen will appear for you to name your label (ex: Walk Emails) 5. Click “Create” once you have entered in the new label name 6. Scroll down to the bottom of the

page and click “Save Changes” 7. Your new label should appear on the left hand side of your screen Sending BCC emails This allows you to send an email to multiple recipients without showing all recipients each other’s email addresses. It is best practice to Bcc all emails when emailing large groups 1. Start off by composing an email 2. Once you have started an email select Bcc on the far right of the email 3. Enter your recipients in the Bcc line Forwarding your PKD Email to a Personal Account 1. Log into your PKD email account 2. Click on the gear in the upper right hand corner of the window A drop-down menu will appear, click the settings button. 2. Once in settings select the “Forwarding and POP/MAP” label and click “Add a forwarding address” 3. Enter in the email address you would like your PKD emails forwarded to and select “Next” 4. After selecting “Next”, you will need to confirm your forwarding address Double check the email address you

entered is correct and select “Proceed.” 5. Click “OK” on the confirmation screen You will then need to go into your personal email account to retrieve the confirmation code. 6. An email will be sent to your personal account with the confirmation code The email will look like the image below. Copy the confirmation code 7. You will need to go back to your PKD Gmail account to enter in the confirmation code, click “Verify” to confirm. 8. After confirming your forwarding address select “Forward a copy of incoming mail to” The email address you entered should appear in the box. 9. Don’t forget to save your changes at the bottom of the page Setting up Filters Using Filters is a great way to organize all of your registration emails. 1. Click on gear in the upper right hand corner and select “Settings” 2. Select Filters and click “Create a new filter” 3. Type in the subject line EXACTLY what you want to filter A great way to do this is to copy and paste

the subject line into the space provided. 4. Once you have what you want to filter entered, click “Create filter with this search” 5. Check “Skip the Inbox” and “Apply the label” selecting the label you want the emails to go to (For directions on creating labels in this guide) 6. Check the box “Also apply filter to matching conversations” to apply this filter to messages already in your inbox. 7. Click “Create filter” to finish 5 5 7 6 8. Once you click “Create filter” you will see the screen below This is where you can find the filters you created and make any adjustments if needed. Just click “edit” and go back to step 4 for instructions Setting an Auto Responder 1. To set an auto responder, click on the gear in the upper right hand corner and click on “Settings” 2. Under “General” settings scroll down to the bottom of the page until you see “Vacation responder” 3. You can choose to set your auto responder for a specific amount of

time or until you turn it off Type the date or use the drop down calendar to choose when you want to start/end your auto responder 4. Next, type in a subject line This can be similar to the one below or you can type something general such as “Thank you for your email” Thank you for contacting the Virtual Walk 5. Last, type the text for the body of the auto responder See below for example text Your signature line will automatically be added with the text so you don’t need to add that. 6. Finally, click the bubble to turn your responder on and then click save changes on the bottom 6 5 6