Since its early beginnings which date all the way back to 2004, Gmail has offered users innovative features such as a gigabyte of free storage, built-in search functions and message groupings.
These features have ensured Gmail's place as a top-rated e-mail provider. In October 2007, Gmail was estimated to be the third largest free e-mail service with 87 million users worldwide, based on data from comScore Media Metrix. Yahoo Mail led the way with approximately 262 million users followed by about 256 million users for second-place MSN Hotmail (now Windows Live e-mail) [source: TechNewsWorld].
While AOL and Yahoo have offered Web-based mail since the 1990s, Gmail started as an internal e-mail service at Google Inc. Originally the service was offered by invitation to Google members in April 2004. In February 2007, Google offered Gmail to everyone [source: Google history].
Since then, Google has expanded the e-mail service's features to include group chat with AIM (AOL Instant Messenger) users, Gmail for mobile devices, access to e-mail from other services like AOL or Yahoo Mail, virus scanning, spam control, shortcuts and more. Gmail also provides messaging in 40 languages and allows attachments up to 20 megabytes in size [source: Google history].
In this HowStuffWorks article, we'll take a closer look at these and other Gmail features. First, let's see how easy it is to set up an account and go through Gmail sign in.
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These features have ensured Gmail's place as a top-rated e-mail provider. In October 2007, Gmail was estimated to be the third largest free e-mail service with 87 million users worldwide, based on data from comScore Media Metrix. Yahoo Mail led the way with approximately 262 million users followed by about 256 million users for second-place MSN Hotmail (now Windows Live e-mail) [source: TechNewsWorld].
While AOL and Yahoo have offered Web-based mail since the 1990s, Gmail started as an internal e-mail service at Google Inc. Originally the service was offered by invitation to Google members in April 2004. In February 2007, Google offered Gmail to everyone [source: Google history].
In this HowStuffWorks article, we'll take a closer look at these and other Gmail features. First, let's see how easy it is to set up an account and go through Gmail sign in.
Getting Started with Gmail
Getting started with Gmail is simple, beginning with signing up for a Google account. Once you have that, you can complete the Gmail login and send your first e-mail. Here are some steps to take you to Gmail sign in.
Now that you're ready to use Gmail, go to the next page to learn the basics of sending and receiving e-mails.
- Go to Google, and click on "Sign up for Gmail" at the lower right.
- If you already have a Google account, click on "Sign In Here" on the next screen. If you don't have an account, you can sign up for one. You'll be asked to give your name and country and to choose a login name and password to use each time you access your Gmail. You'll also be asked to select and answer a security question (like your first phone number) to use for identification if you forget your password. Click acceptance of the terms of service and privacy policy, and your account will be set up.
- Now, you're ready to sign in. Go to Google from most browsers to connect to the sign-in screen page. Enter your user name (with "@gmail.com" at the end) and password at the right, click "Sign In," and you'll be signed in at your mail home page.
- Below the Sign In area is a box you can click to remain signed in. For security, don't check this if you're working on a shared computer.
- Forgot your ID or password? If so, click "I cannot access my account" below the Sign In button. After answering questions to verify your identity, you'll be contacted by e-mail with instructions.
- To sign out when you're done, just click on the words "Sign Out" at the far upper right of the screen page.
Now that you're ready to use Gmail, go to the next page to learn the basics of sending and receiving e-mails.
Gmail Basics
Gmail basics start with learning to use e-mail -- in other words, sending a message or receiving a message. After that, you'll want to send e-mail attachments, archive messages and use Google search to find information in e-mails.
Image courtesy of Google
Gmail's left panel shows new messages and folders, the middle pane shows e-mails received.
Receiving a Message and Responding
Check the tally number next to your Inbox to see if you have new messages. Gmail checks for new messages every two minutes and updates the tally.
Gmail saves a "conversation" of each original message and all replies. When you open a message, the newest in the conversation is on top with the rest stacked below. To read all the messages in the conversation, click "Expand All."
To print a message, click the down arrow next to "Reply" and select "Print." To print the whole conversation, click "Print all."
To forward an individual message, open it and click "Forward" from below the message area. Enter recipients' addresses and add any notes to the message. Click "Send."
Using Attachments
With Gmail, attachments like documents, photos or video are easy to add and read. To attach a file to a message, click "Attach a file" under the Subject field. Find the file you want to attach, and click "Open." "Attach another file" lets you repeat the process. To remove an attached file, click "Remove."
To view an attachment, open the message, click "Download" at the message's bottom and then "Open" or "Save." To view an attachment without downloading, click "View as HTML" after you open the message. You also can open Microsoft Excel files as Google spreadsheets and Microsoft Word files as Google docs.
Message Archives
Archiving lets you move messages from the inbox to All Mail for storage. You can find information in these e-mails later by using the search tool. To archive a message, check the box next to the sender's name and click "Archive." If someone responds to a message you've archived, the whole conversation reappears in your inbox.
Gmail has plenty of features beyond the basics. Next, let's look at some of them, such as security filters, Gmail Notifier to announce new mail, and "retrieve and respond" to access messages from other e-mail services.
Sending a Message
To send a message, click "Compose Mail" at the top left. Then type the receiver's address after "To." If you've added addresses to your contact list, you can type the first letter or two of the name for auto-complete, which lets you pick the name you want.
To send a message, click "Compose Mail" at the top left. Then type the receiver's address after "To." If you've added addresses to your contact list, you can type the first letter or two of the name for auto-complete, which lets you pick the name you want.
Image courtesy of Google
Gmail's left panel shows new messages and folders, the middle pane shows e-mails received.
Click on "Add Cc" to add addresses for people whose responses are welcome but not required. Click on "Bcc" to add recipients whose names and addresses will be hidden.
Next, enter your topic after "Subject," and type your message in the large box. Using the symbols above the box, you can change the formatting, font and color of the text. You can also check spelling, add links and attach files. (You'll learn more about attachments later on this page.)
Gmail automatically saves your message in draft every few minutes while you're writing. When your message is complete, click "Send." A confirmation above the window will show your message was sent. If you don't want to save the draft message, delete it from the Draft folder.Receiving a Message and Responding
Check the tally number next to your Inbox to see if you have new messages. Gmail checks for new messages every two minutes and updates the tally.
Gmail saves a "conversation" of each original message and all replies. When you open a message, the newest in the conversation is on top with the rest stacked below. To read all the messages in the conversation, click "Expand All."
To print a message, click the down arrow next to "Reply" and select "Print." To print the whole conversation, click "Print all."
To forward an individual message, open it and click "Forward" from below the message area. Enter recipients' addresses and add any notes to the message. Click "Send."
Using Attachments
With Gmail, attachments like documents, photos or video are easy to add and read. To attach a file to a message, click "Attach a file" under the Subject field. Find the file you want to attach, and click "Open." "Attach another file" lets you repeat the process. To remove an attached file, click "Remove."
To view an attachment, open the message, click "Download" at the message's bottom and then "Open" or "Save." To view an attachment without downloading, click "View as HTML" after you open the message. You also can open Microsoft Excel files as Google spreadsheets and Microsoft Word files as Google docs.
Message Archives
Archiving lets you move messages from the inbox to All Mail for storage. You can find information in these e-mails later by using the search tool. To archive a message, check the box next to the sender's name and click "Archive." If someone responds to a message you've archived, the whole conversation reappears in your inbox.
Gmail has plenty of features beyond the basics. Next, let's look at some of them, such as security filters, Gmail Notifier to announce new mail, and "retrieve and respond" to access messages from other e-mail services.
