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First off, please note that this article is based on the pre-release beta of Gmail, so presumably, the public release will have additions, changes, and improvements.
Messages are listed in a typical way, displaying the sender, subject, the first few words of the message body, and the date. On the left are links that let you compose a message, and select different standard message groups (like Inbox, Sent mail, etc.) Again, it's one of the quick ways to find a specific message. When you click on a message in the Inbox, the message opens for you to read or taks action. When you "star" a message, you can later click on the "Starred" link on the left of the Inbox screen and Gmail will display all messages that have been "starred". Some may view this as a weakness, bu don't forget that this isn't a corporate groupware product, this is a free webmail service. The only thing I don't like about Gmail's implementation is that it doesn't provide for partial word searches. Now that I have shown you what Gmail can do, here is a list of some suggestions that I feel will significantly improve the service. Add an "Export" function to be able to copy emails out of Gmail providing users the ability to have "offline" storage and access. Integrate the Search funciton into the above suggested Export function to allow selective exporting. Add an "External Email" function to be able to pull in emails from other POP and IMAP accounts instead of having to forward those accounts to Gmail. Add capability to "Label" Contacts (defined separately from the Message "labels".) Currently, contacts are simply a list.
Have "Filters" optionally apply to ALL emails instead of just those selected or just new emails. Add an "Advanced Settings" option to allow "power users" to "tweak" more options such as edit box dimensions, screen colors, etc. On the Settings screen, the entry "Maximum page size: Show XX conversations per page" has values of 25, 50, and 100.
Integrate Gmail notification into the Google Toolbar that would display the number of new messages in my Gmail Inbox. If Gmail was generally available in its current state, I wouldn't recommend it for primetime, particularly for the "forwarding problam".
I have a large number (about 1000) of archived emails that I have saved over the years, and I am looking for a way to "import" them into Gmail so that I can leverage Gmail's excellent Search and Label features.
Well, I spent some time last night "importing" all of my archived emails into Gmail, and it really wasn't too bad.
Next, I logged onto my Primary POP3 provider's webmail account and moved all emails from various folders into my Inbox.
I next went back to me Webmail account and moved all the messages into a "hold" folder clearing out my Inbox so that I wouldn't re-retrieve them.
Next, I opened Windows Explorer and opened the folder that contained 310 old ".eml" files that I had previously archived offline. Side note: I found out that my particular POP3 provider won't allow a "send" of more than 100 emails at-a-time, so I had to work with batches of 100 or less emails. Next, I created a "Message Rule" in OE that would look for all messages whose subject line DIDN'T contain a unique string forward those messages.
I then moved batches of 100 emails from the Hold folder into the Temp folder, opened the message rule, and clicked "Apply Now", browsed to the Temp folder and clicked "Go". Anyway, I now have a very clean and virtually empty Inbox and a new Label with 960 "archived" messages.
Now, if I just can figure out how to get past Eudora's "Relay" issue as well as figuring out how to import ".eml" files, I wouldn't hesitate trashing all the messages I imported last night and re-doing it letting Eudora apply the proper "From" name.
Say you have a desk full of paper messages, some messages are from family members, and some are jokes that your friends have sent you.
If you followed me this far, you should have absolutely no problem understanding Gmail's Label concept. To leverage Gmail's excellent Label and Search functions, I imported close to 1000 archived emails into my Gmail account. One neat feature of Gmail that may not be obvious at first is that Gmail "remembers" what emails you have "checked".
Basically, the concept is to email yourself the notes, but Gmail lets you at least better organize and handle these emails.
When you want to email yourself from your own Gmail account, click "Compose Email", and just type "Notes" in the "To" field and hit "Tab" or "Enter". You now have a Label containing any notes you want to keep, and they are completely searchable! Gmail's account names (you know, the "left" side of your email address) are very forgiving.
Using our example, say you email an invitation to your friends in a club asking them to rsvp to the invitaion. When Gmail was first released to Beta, it was missing the ability to create an automatically appended "Signature". Go into "Settings" and click the radio button next to the edit box in the Signatire section. There are some idiosyncracies that you should understand when working with large numbers of messages.
If you are working with a large number of emails, (more than will fit on one screen "page") be sure to remember that checking "All" doesn't check all messages in the category you are viewing, but only those visible on the current page.
Open your Gmail account and look at both the "Title" of your web browser as well as the "Button" in the Task Bar. One thing that you might overlook is that is that you need to remember that when you perform an action on a conversation such as "Print", "Move to Trash", or "Report as Spam", you are affecting ALL messages in the conversation. Unlike many other Web-based email providers, Gmail offers an SSL-encrypted login by default.
One concept that's sometimes a bit unclear to new Gmail users is that of "Archiving" messages.
First off, you need to determine if the message is a single message or part of a conversation. If you want to affect only a single message within a conversation, you must first open the message to view it and then click on the "More Options" link while viewing the message.
Conversations are very convenient and powerful, but actually dealing with them can be confusing at times. In keeping with this "future-thinking" mindset, by retaining the messages you send, Gmail easily and conveniently matches those messages to any corresponding replies onto "Conversations" making following threads of conversation easier. When you initiate a Search, Gmail returns a list of any messages and conversations matching the Search criteria.
Gmail has some advanced searching capabilities that, if you take the time to learn, enables you drill down to very specific information. If you want to search for all messages having a specific label, you can click on the "Show search options" link, click the "Search" dropdown, select the desired Lable, and click the "Search Mail" button. Note: the specific label names are NOT case sensitive, but the "OR" operator is case sensitive, and must be in uppercase. One very important note to Gmail users: Gmail's "Forward" function only forwards plain text.
Theoretically, Gmail could fix this by adding a "Forward as Attachment" option in addition to the standard Forward links. Finally, note that while this behavior is not exclusive to Gmail, I feel it's important enough to let people know. Clicking the "Show Search Options" link will open up a pane containing several entry fields and dropdowns. But as more savvy users, we often crave, as Tim The Toolman Taylor says, "More power!" Gmail also provides users the ability to prefix their search keywords with "query words" that instruct Gmail how to search. But this type of searching goes way beyond this by letting you search using more complex criteria. Gmail is trying to help combat the spread of viruses by implementing a "feature" that prevents emails containing attachments of certain file types from being delivered to Gmail accounts.
Again, note that this only affects inbound email originating from another email provider sent to a Gmail account. While this may not be a definitive list, at least we can get a better picture of what the busy Gmail developers are working on! In an earlier tip, I briefly explained how to perform Advanced Searching using Gmail's "query words". Taking this concept a step further, you can use this method to search for all "Un-Labeled" messages. So, if you want to list all unlabeled messages, just create a long search string containing every label that you have defined. If you have a large number of labels, obviously, this becomes harder and harder to manage, so I recommend reating a "note" email to yourself containing the search string for easy future reference.
Gmail has a (debatably) nice feature that automatically adds to your Contacts list the email addresses of those to whom you send emails.
So, every once in a while, I take time to be sure to monitor my Contacts list and clean out any unneeded entries.
Once again, the hard working Gmail Developers have implemented yet another much-requested feature: Import Contacts! For the best explanation of just how to Import Contacts, log into your Gmail account, click on Contacts, and click on the new "Import Contacts" link at the top of the Contacts screen. Just remember that currently, Gmail's Contacts fields are limited to just "Name", "Email Address", and "Notes". Gmail's COntacts aren't sophistocated, but now that you can Import, they certainly are more useful! If you have assigned Labels and archived unread messages, finding them later can sometines be challenging. Gmail currently does not provide the facility to send emails to a Group or a List or email addresses.
By leveraging Gmail's new "Import Contacts" (see Gmail Tip #24), you can easily generate an importable file from your Hotmail Contacts. Just set up Outlook Express to access your Hotmail account (by creating a new account, making it HTML, not POP3, and giving your Hotmail account name and password.) Then, open Windows Address Book, and synchronize.
Those crazy yet wonderful Gmail Developers have once again brought us a new toy: Gmail Notifier! The Gmail Notifier is a downloadable Windows application that alerts you when you have new Gmail messages.
You can also have it be the default "mailto:" handler so that when you click on an email address on a Web page, Gmail Notify will open a Compose Window.
One cool feature of Gmail Notifier is that it can be configured to act as the default "mailto:" handler. While viewing a message, click on the "More Actions" dropdown, scroll to the bottom of the list, and select the desired Label to remove. If you are viewing a list of messages (say, in your inbox or in a Label view, click the checkboxes of the Labeled messages, click on the "More Actions" dropdown, scroll to the bottom of the list, and select the desired Label to remove. Don't forget that if the message has been Archived and you remove all Labels, it will be visible only in the "All Mail" view.
The "Contacts" function has been enhanced to provide some additional functionality, and now adopts the familiar Gmail interface. Gmail now displays a "Contacts" link in the left column under the "standard views" (Inbox, Starred, etc.) and just above the Labels.
Clicking on a contact displays the contact information as well as "Recent Conversations" associated with that contact. Clicking on "Edit" allows you to update the basic contact information (Names, Email Address, Note). Clicking on the "Add Contact" link lets you enter the standard "Basic" information, and clicking the "Add More Contact Info" link opens the extended information screen as descrived above. What really makes this shine is the fact that it now uses the same interface as the rest of Gmail giving it some better consistency. If you are in the middle of composing a message, but want to finish it later, just click on the "Save Draft" button now located between the "Send" and "Discard" buttons.
Want to use your Gmail account as your main email account but have some or all email auto-forwarded to other email accounts?
This is a "global" setting that lets you optionally forward all received email to another email address.
This setting will forward all received email to another email address and take the appropriate action on the received email. Filters have also been enhanced with a new "Forward it to: emailaddress" action letting you selectivly forward emails based on filter criteria. If any of you Gmail users own "connected" PalmOS PDA's, you can now use SnapperMail to retrieve your email using Gmail's new POP3 feature! I tried out about 6 different email apps for the PalmOS, and the ONLY one I could get to consistently send and receive email from my Gmail account is Snapper Mail.
Log into your Gmail account, go into Settings, select the "Forwarding and Pop" tab, and enable the type of POP3 you want to do.
Set the "Use SSL" dropdown to "Always Secure (wrapped port)", set the port to "995" and leave the other checkboxes unchecked.


Set the "Use SSL" dropdown to "Always Secure (STARTTLS)", set the port to either port "465" or "587" and leave the other checkboxes unchecked.
I posted an article on how to access your Gmail account using SnapperMail via Gmail's POP3 feature. To configure Gmail, just enable POP3 in your Gmail Account by clicking on "Settings", click on the "Forwarding and POP3" tab, and then make the appropriate settings based on your situation. First off, when you "archive" an "unlabeled" email message, it simply "drops out" of the Inbox view and is later ONLY accessible from the "All Mail" view. My general practice is to assign a Label to EVERY email I receive in my Inbox that I'm not going to trash. EACH OF US ARE MAGNETS DRAWING OR REPELLING PEOPLE AND SITUATIONS INTO OUR LIVES.OFTEN OUR THOUGHTS MOVE US AWAY FROM GOD AND WE FIND IT DIFFICULT TO HEAR OR KNOW THE VOICE OF HOLY SPIRIT.
So often our feelings and emotions serve as barriers to enjoying an authentic life experience. It is so easy to get lost inside of our minds and believe things about ourselves that are untrue.
As such, specific features, issues, and opinions many have since been changed, updated, or corrected.
After having tried and used literally dozens of web-based email services over the years, I decided to see what the buzz was all about, so I followed the Invitation instructions, and within a couple minutes, I had a new Google Gmail account.
Managing email has become very easy while at the same time having powerful tools to find and review information. To me, a personal web-based email account is essential because I do not always have access to my home PC.
The real issue is that for the first time, the general public is finally beginning to understand a concept that has been used and upon which they have been depending for years. They are much like the "Sponsored ads" you see on the right of a Google Search results screen.
This is standard functionality with one glaring problem: If the original email is HTML or Rich Text formatted, Gmail will strip out ALL formatting including links, fonts, and images. The overall power of Gmail is in its message management, searching and archival capabilities. Archiving a message simply tells Gmail to remove the message from your Inbox screen and keep it in your "All Mail" screen. Every email you have sent or received (that you have not sent to Trash) is searchable from the Search screen. The fields aren't exclusive either--you can enter search text int multiple fields to narrow down the searches. For example, if I want to find the email that had the City "Spokane" in it, but I don't know how to spell Spokane, I'm out of luck.
I forwarded this list to Gmail's "Feedback" page, so hopefully, they will consider some of them. This may seem like an odd suggestion, but currently, if a message is in HTML or Rich Text format, Gmail strips all formatting, links, and images resulting in a simple, plain text message. Yes, I could click on the "More Actions" dropdown and select it from the list, but I would rather have an easy-to-find button.
Say that I have a lot of emails residing on another email account that I would like to have "transferred" to Gmail. Yes, I could "Forward' them to another account, but it would be nice to have an online function that saved them all to .eml files and Zipped them all up for easy download.
Once we have hundreds or thousands of emails, being able to globally process emails may become essential.
It has some excellent features that are truely innovative, but at the same time, there isn't a lot of "depth" to many of the features. But given that this is beta, Google seems to be responsive, and Google has always provided solid tools, I'll venture a guess that the final release will be an excellent service.
Over at the Gmail forum at Webmaster World is a posting on how to "import" emails into your Gmail account using Eudora. After several failed attempts with Eudora, I decided to go in a slightly different direction.
OE uses whatever "Name" you set up in OE's account properties as the "From" instead of the original email address.
OE uses the date you process as the email date, not the original email date, so that bit of data gets lost. Over time, I'll simply apply additional Labels to the archived messages to better organize them. Gmail lets you assign a Label to a message and then view all messages assigned to that Label. Using the Folder model to categorize the messages, you would create one folder called "Family" and one called "Jokes".
Now, instead of having folders, say you have sheets of labels, some marked "Family" and some marked "Jokes". This means, for example, that if you use Gmail's Search function to search for a message, if you "check" the message in the Search results view, when you then select a Label view or any other view that includes that email in its listing, the mesasge will be "pre-checked" for you!
When the message arrives in your Gmail account, it will automatically be archived into your "Notes" Label view, bypassing the Inbox. Because you used the name "Notes" in the Contact, Gmail will fill in the email address automatically eliminating the need to enter a long address. So, if you have three pages of messages, only the first page will be affected if you click "All".
It now shows something like "Gmail - Inbox (2)" where the "2" is the number of new emails you have. If you want to affect only one of the messages, select or expand the message and click on the "More options" link. By this, I mean that sometimes (but not always), if you have unrelated emails with the same subject, they sometimes get grouped together in the same conversation.
I'm not refering to the hype and false assertions of pundits who claim things like "Gmail keeps everything you ever send and receive!" and "Gmail archives your messages forever!" No, I'm refering to the "Archive" button in your Inbox view. If you applied a Label to the message and then click "Archive" button, the message will no longer be visible in the Inbox.
While viewing a list of messages (for example, "Inbox") look in the first column on the left of the message listing. In any case, contrary to some false information being spread, you still retain full control of your messages. You can select any of these messages or conversations to view, and Gmail automatically highlights the word(s) you searched for. While this doesn't affect most messages, this behavior can mangle HTML-formatted messages, dropping important formatting, images, and data. This is very apparant with email originating from online services like AOL and with clients like Outlook. In my opinion, this is the one "feature" that prevents me from sending invitations to family and friends who are not computer savvy. Searching can be as simple as entering a keyword or two into the Search field at the top of any page to very complex using Gmail's advanced "Query Words" to better constrain searches.
And there is no need to open the Search Options--these can be entered in the simple search window at the top of any page. You could open the "Show Search Options" pane, select the "Family" Label from the dropdown, and click "Search Mail".
For example, building on our example above, say you want to search for messages containing attachments from your family sent before May 21, 2004? These file attachments are very easy to inadvertently execute, and are a common source of viruses. This does not affect Gmail users sending email to another Gmail user or to an email address outside of Gmail.
Here are two practical examples of how to use the "label:" query word to search for Multi-Labeled messages as well as Un-Labeled messages. For example, you want to display all messages with label1, label2 and label3 that you had previously defined and assigned. Unfortunatly, Gmail does not provide a choice in the search dropdown that lets you search for unlabeled messages. While this can be helpful at times, just remember that EVERY unique email address you send to gets auto-added.
Gmail will let you import address books into Contacts from Yahoo!, Orkut, Outlook, and pretty much any other service by uploading CSV (Comma Separated Value) files to your Gmail account. Simply create a Gmail Label named "Unread", and you will see all of your unread mail in that folder.
But thanks to an excellent tip submitted by "arianj", we now have a very doable workaround! It displays an icon in your system tray to let you know if you have unread Gmail messages, and shows you their subjects, senders and snippets, all without your having to open a web browser. Clicking on the link brings up a nicely formatted display that matches the style of the rest og GMail. But there's a new link: "Add More Contact Info" which lets you add additional "Sections" of information. Entering text into this field and clicking the button returns all contacts that BEGINS WITH the text. That has always been one of Gmail's strengths: a slick, clean, non-cluttered, fast interface.
This droops the message in a new view located on the left side called "Drafts" located under the "Sent Mail" link and above the "All Mail" link.
You can use the same or different email addresss for each filter if you choose providing very powerful email management. Like SnapperMail, it is a very slick, full-featured email client, and it provides SSL connectivity. Though I cover Archiving in Gmail Tip #12: "Archiving" Explained, I feel that some general email management tips are in order. While this is straight forward, it can be cumbersome if you have more than a handful of email messages. WE FEEL ALONE AND IT SEEMS AS THOUGH GOD HAS FORGOTTEN ABOUT US AS OUR PRAYERS GO UNANSWERED. Essentially our feelings and emotions take on the role of bricklayers and masons constructing a wall around us for protection from other people.
In the near future, I will try to indicate on each affected article or Tip where changes may have occurred, and where later Tips preempt previous Tips. After working with this account for several days, I have discovered some things that I like about it as well as some things that I don't. Gmail supports most of the popular browsers, and even a few obscure ones, so if you use an alternate browser, be aware that your mileage may vary. Sure clients like Outlook are great, but if you can't access your PC, you simply can't easily access your email. Then I'll detail some suggestions that, in my opinion, would make the service significantly better.
Opponents have said that Google's approach to inserting ads based on message content is a huge privacy breach.
In fact, they don't even show up on every email message that you read, and so far, that's the only place you see the ads: when reading messages.
One nice feature is that if you have contacts set up, as you type the contact's name, a quick menu of contacts containing the letters you typed comes up.
In order to really leverage this, you need to get past the "I have to delete everything because I don't have enough storage space" mindset. It's similar to "folders" but it goes much farther: You can optionally assign a user-definable Label to any email. If you are going to utilize buttons for some functions, be consistent across the interface.
Then, we could select just a Contact label for emailing and it should sent to all contacts with that label--kind of like a mailing list. This is large enough to show a good number of conversations, but small enough to prevent the user from having to grab the mouse to scroll down the page on a typical 1024x768 Windows XP screen.
Unlike many popular webmail services, there is no caledering, no email list management, no extended contact information, and there are some pending functionality issues, but as a beta, it certainly has some teeth to it.
Yes, I just lost the organization I had to all these messages, but I'll take the time to use Gmail to quickly re-label them. OE nicely imported them with all information (dates, original email addresses, etc.) intact. You affix "Family" labels to all messages from your family, and you affix "Jokes" labels to all messages that are jokes. Just select the Label view from the Labels box on the left, "select" the specific message by clicking the checkbox next to the message, and then click on the "Remove label 'xxxx'" button at the top of the listing. Then, when you click send, the email gets sent to yourself, and is auto-archived in the Notes Label, just like above.
Assuming they follow your directions, You can then set up a Gmail Filters to automatically route emails to specific Labels based on the addresses. That way, whenever you get future emails addressed to that address, you'll know that it's either from Amazon directly or from someone to whom they sold your email address.


Just what is it for, and what does it do?""Plain and simple, clicking Gmail's "Archive" button simply means that the message gets moved out of your Inbox--nothing more, nothing less.
Conversations conveniently organize related messages, but this can be potentially dangerous if you don't understand how to manage both conversations and individual messages. Providing this extra space gives you the ability to leverage features such as "Search", "Labels", and "Conversations".
Any message, either sent or received, can be easily and permanently deleted as you desire; the same as any other email service. My sometimes, it's distracting, so you now have the ability to click on the "Turn off Highlighting" link on the right column. For example, I received an email from my parents' AOL account that contained an inline graphic image. For example, say you want to search for all email that is unread, regardless of under what Label it is filed. Or, you could just enter into the search box at the top of any page "label:family" and hit Enter! Gmail is trying to make it at lease a bit more difficult to inadvertently execute these types of files. If you are sending an email from an outside account to a Gmail user, simply changing the extention to something else appending something like ".txt" lets the message pass through without issue.
If you manage a large number of messages, it can be very cumbersome to determine which messages are unlabeled. This ensures that messages with these labels will be EXCLUDED (remember, you are looking for all messages WITHOUT Labels.) You can also optionally include the hidden "inbox" Label to exclude anything in your Inbox.
So, if someone or some company sends you an emai and you reply to it, the email address will get added. Any you have manually edited will typically have a "Name" and possibly a "Note" associated with it. Though there are other ways to display unread messages, the nice thing about this method is that it displays the number of unread messages right in the Label list.
This is intentional, because during auto-complete, Gmail adds these characters to the beginning and end of the full string that is in the e-mail field. Gmail Notifier will open a Compose Window in a new browser window with the email address auto-filled in. It displays the contact name, email address, Note, and any additional information (see below). This is important to know because it will search ALL contact fields (even the :extended fields) for words beginning with the entered text. For example, I may get statement notifications from a bank and want to auto-copy it to my wife. The problem with the "All Mail" view is that it includes just that: all email, labeled or otherwise, and Gmail provides no easy way to find "unlabeled" email. Gmail on one hand is just another free email service, it really has the potential to become the next "killer app", because it has some innovations not found elsewhere.
So much so that some legislators have proposed legislation to prevent Gmail from implementing this at all.
All Gmail is doing is running your message through a "processor" that looks for ad-related keywords so that it can display unobtrusive targeted ads. When they are displayed, the email sender can use this to track that you opened the message thus validating your email address for future spam.
To me, this is a HUGE problem because it means that a nice, formatted message gets "altered". With 1GB of storage, the average email user will have enough storage space to hold several years worth of emails. Once a message has been archived, should you ever want to, you can easily move it back to the inbox, but there really isn't a need for that. Then, when you click on a specific label in the label list on the left of the screen, Gmail displays only those emails under that label. Your brother sends you a joke email, so where do you put it--the Family folder or the Jokes folder?
In fact, now that I've had a taste of Gmail's searching capabilities, I sorely miss it on my other email accounts. Instead, I would like to be able to "export" the emails from my current acount in .eml format, and then "import" them into Gmail seamlessly. Gmail's interface is very fast, primarily because it is NOT cluttered with the marketing glitz and images that clutter so many other webmail services. Before I improted them into Gmail, there was simply no easy way to manage my old messages to find relevent information. I next created a new Label called "Mail Archive" and did a Search on all emails that had a "From" of "Archived".
Think of the "plus" word as an extra "keyword" or "tag" that you can use to better manage your messages. Likewise, there is currently no way to manually "group" seemingly unrelated messages into a conversation. If no Label was applied, it is removed from the Inbox and is only viewable in the "All Mail" view. If you aren't paying attention, you can inadvertently Trash an entire conversation instead of just a single message.
Many email clients and Webmail services let you optionally delete all sent messages by default, but Gmail doesn't offer this feature. Most email services limit us to a very small storage space, so we have to continually delete old messages to allow room for new ones. I could view it just fine in Gmail, but when I tried to forward it to my wife's email account, it dropped the image and only forwarded the plain text. Simply click the "Search:" dropdown, select "Unread Mail" and click the "Search Mail" button. You could also use another archive format like WinAce or WinRAR as they are not filtered (yet). My personal preference is to ensure that all messages have a Label making it easier to manage and organize them.
By default, any Contact Gmail auto-adds and is unedited will not contain any "name" or "note" information, just the email address.
Each section contains a Section Name field, Two user-selectable "fields" and an "Address" block. For example, entering "Ste" would return "Stephanie", "Steve", and "Stewart" but entering "phani" would not return "Stephanie". I just set up a filter to select emails with the bank's sending email address and then select the "Forward it to:" action and enter my wife's email address. To me, an "unlabeled" email is an uncategorized email that has "fallen through the cracks" and must be Labeled. Gmail does, however, need some polishing in a number of areas before it's really "ready for primetime".
Gmail's process of scanning your messages is technically no more intrusive than EVERY service like Yahoo Mail, Hotmail, and EVERY email service that offers virus scanning and spam protection.
Gmail's ads are FAR less annoying than the flashy lights and huge billboards that services like Yahoo Mail and Hotmail use. My complaint is that if this is supposed to be marketed to the masses, they have grown to expect to be able to simply forward on what they received and expect it to arrive at its destination intact.
Gmail's Labels let you assign multiple labels to each email, so you could label your brother's joke email with both "Family" AND "Jokes" labels. I also set the "Leave messages on server" function checked for safety--didn't want to lose anything. This way, I wouldn't inadvertently select anything that might have come into my Inbox while I was "processing" all the "Archived" emails. Unlike Folders, you can assign multiple Labels to a message letting the message span multiple categories. When you want to look for a message from your Father, you just look in the "Family" folder.
When you want to see all Family messages, you just grab all the messages that have "Family" labels. Not only is it "checked" but it is also highlighted in a different color making spotting it in a long list very easy. In any case, all messages, regardless of how thery are classified, can be viewed in the "All Mail" view. To test this, take any email that's in your Inbox and apply a Label, but do not Archive it.
The problem is that though there are definitely many messages that should be permanently deleted, many are important enough to us that we may need or want to keep them for future reference. Yes, I could save the image and then attach it to the forward, but it's a kludgy workaround and not very intuitive to "casual" users. The point is that the file won't be immediatly and inadvertently executable without some recipient intervention.
I don't know what the criteria for "Frequently Mailed" is, but it does contain the most-used contacts. Each User Field has a drop-down label containing the following selectable labels: Phone, Mobile, FAX, Pager, Email, IM, Company, Title, Other. Obviously, it would be nice to have extended search capabilities, but this is an excellent start! All the while, I have kept a "vanity" email account with NetIdentity (who uses "SecurePath" technology), and though I do pay for their account, their web-based email interface is very simplistic and the space is limited.
ALL of these services "scan" every word, every character, every phrase in your emails to determine if there is a virus present or if the message might be spam. Google has a proven track record, and they would be committing corporate suicide if they were to breach that record.
And, given that the ads are intended to be targeted based on message content, you shouldn't see inapropriate or unrelated ads. At present, there is no facility to import or export the contacts list, but Gmail support says that they are planning on adding it.
You can apply a label to it (more on labels later), you can trash it, or you can report it as Spam.
Now, when you click the "Family" label in the label list, you see your brother's email along with all the other emails from family members. I then proceeded to select "All", then applied the label "Mail Archive", and then selected "Archive" from Gmail's "More Actions" dropdown.
To better understand how Labels differ from Folders, counsider the the real-world counterparts, and it should become clear. Some may also have "Jokes" labels, but you don't care because you are interested in your Family messages. Gmail's processing simply differs in that instead of matching message text against virus or spam pattens, it is matching against ad-related keyword lists.
Yes, it could happen, but if you are really that paranoid about Gmail's processes, I suggest you not open a Gmail acocunt and look elsewhere. In Gmail's defense, their support emails do say that they are planning on adding an HTML editor, so presumably, this may be resolved, but as of this beta, it isn't.
Likewise, when you click on the "Jokes" label, you also see your brother's joke email along with all of your other joke emails. This really was tedious, because for some reason, despite setting Gmail to display 100 conversations at-a-time, Gmail only displays 20 conversations at-a-time in the Search results view.
Likewise, when you grab all the messages labeled "Jokes", some may also have "Family" labels, but again, you don't care because you are looking at Jokes. If the message hasn't been "Archived" yet, it will see "Inbox" Label in the "All Mail" view. Obviously what you do with it is up to you, but I make it a personal rule to always edit any email addresses I want to keep and add names (and sometimes notes). I currently have over 1600 email message in Gmail, and effective use of Labels and Searching are the only way to manage them effectively.
At first, this may not seem too exciting, but after a while, you will see how this could be very powerful, especially with large numbers of accumulated emails.
Further, if you only want to look at jokes from your family, you grab only the messages with BOTH "Family" AND "Jokes" labels.
If the message had one or more other Labels assigned, it will still show up in those Label views. Check off the "Allow SMTP Authentication" checkbox and then enter your full Gmail email address in the "SMTP Username" field and assign the password. When you Archive a message, it simply strips off the "inbox" Label so that it doesn't show up in the Inbox view. They have a commentary on every issue especially those concerning you, your life and your decisions. Remember, beware of your comments about these bothersome "other people" because you are the "other people" in someone's life.



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Comments

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