Using Google Apps, 1st Edition Page 41 (41 of 544)

41
Lesson 2-1
Deleting and Archiving Messages
Two ways of removing messages from the
Inbox
label are deleting
and archiving. When a message is deleted, it is moved to the
Trash
label.
Archiving a message moves it from the
Inbox
label to the
All Mail
label.
Deleting a Message
1. Send yourself an e-mail with the subject line
Family
Reunion.
2. Once the message appears in the inbox, check the check box to the left of
the
Family Reunion
message.
3. Click the
Delete
button. The message is moved to the
Trash
label.
4. To see the contents of the
Trash
label, click
More
in the list of labels, then
click the
Trash
label, as shown in Figure 2-3.
Delete
Goodheart-Willcox Publisher
Figure 2-3. The Trash label contains deleted messages.
Click the
Trash
label to see
deleted messages

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41
Lesson 2-1
Deleting and Archiving Messages
Two ways of removing messages from the
Inbox
label are deleting
and archiving. When a message is deleted, it is moved to the
Trash
label.
Archiving a message moves it from the
Inbox
label to the
All Mail
label.
Deleting a Message
1. Send yourself an e-mail with the subject line
Family
Reunion.
2. Once the message appears in the inbox, check the check box to the left of
the
Family Reunion
message.
3. Click the
Delete
button. The message is moved to the
Trash
label.
4. To see the contents of the
Trash
label, click
More
in the list of labels, then
click the
Trash
label, as shown in Figure 2-3.
Delete
Goodheart-Willcox Publisher
Figure 2-3. The Trash label contains deleted messages.
Click the
Trash
label to see
deleted messages

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42
Unit 1 Google Mail
Recovering a Deleted Message
5. Display the contents of the
Trash
label, if not already displayed. You may
need to click
More
or move the cursor over the list of labels to see the
Trash
label.
6. Check the check box to the left of the deleted message to be recovered.
In this case, the
Family Reunion
message is to be recovered, so check the
check box to the left of that message.
7. Click the
Move to
button to display a drop-down menu, as shown in
Figure 2-4.
8. Click
Inbox
in the drop-down menu.
9. The message is moved to the
Inbox
label, and a message stating that is
displayed at the top of the page.
Archiving a Message
10. Display the contents of the
Inbox
label.
11. Check the check box to the left of the
Family Reunion
message.
12. Click the
Archive
button.
13. The message is moved to the
All Mail
label, as shown in Figure 2-5, and a
message stating that is displayed at the top of the page. You may need to
click
More
in the list of labels to see the
All Mail
label.
Move to
Archive
Goodheart-Willcox Publisher
Figure 2-4. The Move to button is used to move a message from one label to
another.
Click the
Move to
button to display the
drop-down menu

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40
Unit 1 Google Mail
The importance marker is similar to the stars feature in that it visually
tags messages. Unlike the stars feature, it is intended to always point out
e-mails the user deems important. Google analyzes what messages the user
has tagged to try to predict what messages should have the importance
marker assigned in the future. As a result, you may notice that messages
will have an importance marker without having assigned it yourself. If
a message has been inappropriately tagged with the importance marker,
you can remove the marker. Doing so helps Google learn what to mark
in the future. All e-mails with the importance marker are displayed in the
Important
label.
In addition to the
Important
and
Starred
labels, Gmail has several system
labels, such as: Inbox,
Sent
Mail, Drafts, and
All
Mail. Gmail users can add to
these system labels and create customized labels to further organize their
inboxes. For example, if you are planning a party, you could create a label
called
Party
Planning. Any messages received about that event could be
moved to the
Party Planning
label.
Gmail users can take labels a step further by using sublabels. With
sublabels, also referred to as nested labels, users create a new label within a
custom label to further organize messages. For example, within the
Party
Planning
label, you could create the sublabel
Catering
under which all food-
related messages for the party would be stored.
Using Filters
Gmail users can create fi lters to support their efforts at organizing their
inboxes. Filters automatically screen all e-mails based on criteria the user has
defi ned. Users can create fi lters that analyze e-mails based on:
• the e-mail address the message is from;
• the e-mail address the message was sent to;
• text within the subject line of the e-mail;
• text included in the body of the message;
• text excluded from the body of the message; and
• whether or not the message has an attachment.
Based on those criteria, the fi lter can be set up to complete several actions.
Some of the actions include starring the message, applying a label to the
message, forwarding the message, deleting the message, archiving the message,
or marking the message as important. One or more of these actions can be
assigned to a fi lter. Creating fi lters that support the way you use the Gmail
organizational tools can be helpful in fi nding messages quickly and easily.
Gmail has a default spam fi lter. Spam is unwanted and unsolicited
e-mail. E-mails that meet the criteria outlined in the spam fi lter are
automatically sent to the
Spam
label. Sometimes an e-mail the user actually
wants is sent to the
Spam
label, so it is a good idea to check that label from
time to time.

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Page 16Unit 1 Google Mail click to expand contents

Page 82Unit 2 Google Hangouts, Calendar, and Groups click to expand contents

Page 154Unit 3 Google Drive Apps click to expand contents

Page 286Unit 4 Google Sites click to expand contents

Page 364Unit 5 Other Google Tools click to expand contents

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