To access the settings, click the “gear” icon in the upper right corner of the e-mail screen and select “Settings” from the menu. You should then see the tabs shown below.
The General tab includes such settings as language, picture, signature, and vacation message. These options are described below. Important Note: After changing any of the options, you should click on the “Save Changes” button.
You may specify a language for your Google interface from a list of over 40 languages. Simply selecting the desired language from the drop-down list. The Google interface will appear in the language of your choice, though this does not affect the language in which your messages are sent and received.
- My Picture
This option allows you to specify a picture that will show up when a Google Apps user hovers their mouse pointer over your user name in a message or in the Chat section. To specify a digital picture that you already have, follow these instructions:
- Click “Select a picture.” The Upload a picture window opens.
- Click “Browse” and select the file you'd like to use. Make sure that it's a JPG, GIF, or PNG file.
- Click “Open” in the “File Upload” dialog.
- With your mouse, click and drag any corner of the selection box to shrink or enlarge it.
- Click “Apply Changes.” Note: Any changes you've made to the photo won't affect your original file. These changes will only appear in Google.
- You can select whether you'd like all Google users to see your picture, or only those who you've allowed to chat with you, using the radio buttons next to your uploaded photo on your Settings page.
- Once you apply your picture, you'll be able to view and change it from your Settings page, and other users will see your selection when they roll over your name in conversations or in their contact lists. It will also show up as your picture in Google Talk. Likewise, picture selections made in Google Talk will be reflected in your Google interface, though there might be a slight delay before the change takes effect.
A signature is a bit of personalized text (such as your contact information or a favorite quote) that is automatically inserted at the bottom of every message you send. A sample is shown at right.
To create a signature:
- Scroll down to the Signature option.
- Enter your new signature text in the box next to the option. As you type, the radio button will shift from No Signature to the text box.
- The Carthage Communications Office has institution-wide guidelines to keep in mind when creating your email signature.
Google adds your signature at the very bottom of your message. Signatures are separated from the rest of your message by two dashes. If you don't want your signature to appear on a specific message, you can delete it manually before sending the message.
- Vacation Responder
You can set up a vacation response in your Google settings that will automatically reply to anyone who emails you. While the vacation responder is enabled, Google will send an initial response to anyone who contacts you. If that person contacts you again after four days and your vacation responder is still enabled, Google will send another vacation response to remind the person that you're away from your email.
This feature also allows you to set the beginning and ending dates of your vacation, which turns off your vacation message automatically at the end so you won’t have to remember. To activate the vacation responder:
- Click the “General” tab in “Settings.”
- Scroll down near the bottom to find the “Vacation responder” item.
- Click the “Vacation responder on” radio button and select the start and end date.
- Enter the subject and body of your message in the “Subject:” and “Message:” fields. (If you've enabled a personalized signature in your settings, Google will automatically append it to the bottom of your vacation response).
- Check the box next to “Only send a response to people in my Contacts” if you don't want everyone who emails you to know that you're away from your mail.
Items that can be reset under Accounts include a custom sender address, linking together multiple e-mail accounts, and resetting passwords. There is a separate document that explains password changing. If your password isn't working and you cannot login at all, you need to go through a password recovery process. Carthage Google mail users, please contact the Hedberg Library Information Desk at 262-551-5950.
Filters and Blocked Addresses Tab
Filters allow incoming messages to be sorted, deleted, or otherwise acted upon as they arrive.
To create a filter:
- Click the “Filters” tab. You will see a list of existing filters.
- Click “Create a filter.”
- Enter your filter criteria in the appropriate field(s).
- Click on the magnifying glass button to do a test search— you’ll see which messages currently in Google match your filter terms. You can update your criteria and run another test search, or click “Create Filter with this search.”
- Select one or more actions from the list that appears. These actions will be applied to messages matching your filter criteria in the order in which the actions are listed—for example, you could choose to Forward matching messages to a specific email address, then Delete the messages. The most common steps are to apply a label and skip the Inbox to move messages into a specific label (folder).
- If you'd like to apply this filter to messages already in Google, select the “Also apply filter to x matching conversations” checkbox.
- Click “Create Filter.”
To edit or delete existing filters:
- Find the filter you'd like to change and click its edit link, or click delete to remove the filter.
- If you're editing the filter, enter the updated criteria for the filter in the appropriate fields, and click “Continue.”
- Update any actions and click “Update Filter.”
You can also create a filter within a message, as described below:
- Click the drop-down menu next to “Reply.”
- Select “Filter messages like this.”
- Enter your filter criteria in the appropriate field(s) as explained in the section above.
Forwarding and POP/IMAP Tab
To forward messages to another e-mail address automatically:
- Click the “Forwarding and POP/IMAP” tab.
- Click the “Add a forwarding address” button.
- Enter the email address to which you'd like your messages forwarded, click “Next,” and then click “Proceed.”
- For security, a verification will be sent to the email address that you selected.
- Open your forwarding email account, find the confirmation message from the Google team, and click the verification link in that email.
- Back in your Google account, select the “Forward a copy of incoming mail to...” option and select your forwarding address from the drop-down menu.
- Select the action you'd like your messages to take from the drop-down menu. You can choose to keep Google's copy of the message in your inbox, or you can send it automatically to “All Mail” or “Trash.”
- Click “Save Changes.”
Google Labs allows you to try out experimental new features in Google. Some of the items that we recommend include:
- Right-side Chat: puts your chat list at the right side of the screen
- Undo Send: gives you five seconds, after clicking "Send" on an e-mail, to click “Undo Send” to prevent the message from being sent.
- Multiple Inboxes: provides for extra labeling and sorting of inbox messages
Note that, at any time, a lab may no longer be available or it may become part of the core product.
To activate a lab feature, click the “Enable” circle next to that option, then click “Save changes” at the bottom of the screen. You may enable multiple labs at once.
Themes allow you to customize the look and feel of your Google account. Use the “Themes” tab on the “Settings” page as follows.
To choose a theme, click on the thumbnail of the desired theme. Note: Some themes change during the day using the location information you provide to correspond with your local sunrise, sunset, and/or weather. If you select one of these themes, you'll see a Country/Region drop-down menu. Select the country you want, then enter a city in the field provided. If you don't enter a city, or if enter an invalid one, it will default the location to the capital city of the country you selected.Tags: email, Google