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Tips and Tools for Rice Gmail
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Threaded Conversations
Threaded Conversations in Gmail
A threaded conversation in Gmail, also known as the conversation view, is a feature that groups related emails together based on the subject line and sender / recipient. In your inbox, all replies and forwarded emails related to an original email are displayed as a single thread or conversation rather than as individual, separate emails. Click here to learn more about threaded conversations.
Key Characteristics of Threaded Conversations
Emails are grouped by subject. Emails with the same subject line and including the same participants are grouped together into a single conversation thread.
Replies are nestled under the original message, which allows you to see the entire email exchange back and forth in one place.
Threaded conversations can be expanded or collapsed. Expanding or collapsing a thread can help you review long conversations more easily.
Emails are presented in chronological order, with the newest messages appearing at the bottom. Note that the chronological order feature may be opposite to how other email providers, like Microsoft Outlook, arranges email threads.
Threaded conversations can make it easier to follow email conversations, but you might prefer to see each email individually for better organization or clarity, which is why Gmail allows you to turn off threaded conversations.
How to Turn On/ Off Threaded Conversations in Gmail
- Log in to Gmail using your NetID credentials.
- Select the gear icon at the top of the page to open the Quick settings menu.
- Select See all settings.
- Navigate to the General Tab.
- Scroll down until you find the Conversation View section.
- Select the desired radio button to turn the conversation view on or off.
- Scroll down and select Save Changes.
You can also toggle the threaded conversations option on or off by scrolling to the bottom of the Quick Settings panel. Gmail will reload and threaded conversations will be turned on/ off, displaying emails in accordance with your selection.
Email Signatures
Email Signatures in Gmail
You can add a personalized email signature in Gmail that will automatically appear at the bottom of all of your outgoing emails. You may choose to include essential information such as your name, job title, the Rice logo, and full contact details in your email signature. Click here to learn more about Gmail email signatures.
How to Add a Signature in Gmail
- Log in to Gmail using your NetID credentials.
- Select the gear icon to open the Quick settings menu.
- Select See all settings.
- Navigate to the General tab.
- Scroll down to the Signature section.
- Select Create new. A pop-up window will appear asking you to name your new signature.
- Enter a name and select Create.
- Click in the text box to the right of the trashcan icon. Type your desired email signature in the text box where the flashing cursor appears. You can format your signature using the toolbar options, which allow you to change the font, size, color, add links, and insert images.
- Scroll down to navigate to the Signature defaults area below the text box. Choose which signature to use for new emails and reply/forwarded emails.
- Scroll to the bottom of the page and select Save Changes.
Your new signature will now be automatically added to the bottom of your emails.
Email Labels
Email Labels in Gmail
Email labels in Gmail can be used to help you organize and manage your inbox. Unlike traditional folders, labels in Gmail allow you to categorize emails with multiple tags. Click here to learn more about how to create, edit, and manage labels in Gmail.
How to Create a New Label in Gmail
- Log in to Gmail using your NetID credentials.
- Navigate to the left side panel. Select More to expand the options.
- Select Create new label.
- Enter a name for the label in the pop-up box that appears. Choose a name that describes the category or type of emails that you want to organize, for example: Student Correspondence.
- Select Create. You can also nest the new label under an existing label by checking the Nest label under box and selecting a parent label.
Label Nesting Example:
Fall 2024 (top level label)
>Student correspondence (nested label) 
How to Add One or More Labels to an Email in Gmail
- Log in to Gmail using your NetID credentials.
- Tick the box next to the email(s) to which you would like to add a label.
- Select the label icon at the top of the inbox.
- Tick the box(es) next to the labels that you would like to apply to the email(s). You may select more than one label or create a new label.
- Select Apply.
Labeled emails will continue to appear in your main inbox and include the name of the label with which they are associated.
To view only the emails assigned to a specific label, select the desired label from the bottom, left side of the screen.
Attachments
Attachments in Gmail
You can send attachments, like documents and photos, in Gmail. The file size limit in Gmail is 25 megabytes (MB). If the total of your attached files exceed 25 MB, Gmail will automatically add the files to your Google Drive and include a link to Google Drive in your email. The email recipient will be able to click the link and view the files that you shared. Click here to learn more about sending attachments in Gmail.
How to Send Attachments in Gmail
- Log in to Gmail using your NetID credentials.
- Select Compose. Write the body of the email.
- Select Attach at the bottom of the compose window.
- Choose the files to attach to the email. You can also drag and drop images into the compose window to attach them to the email.
- Select Open.
Manage Sharing Settings for Google Drive Files
Gmail automatically adds a Google Drive link to the email if the attached files exceed 25 MB. Gmail will prompt you to update the sharing settings to make sure the recipients can access the file. If the recipients do not have access to the file, you will be prompted to change the sharing settings before you send the message.
Contacts
Managing Contacts in Gmail
Google syncs your contacts across services, such as Gmail, Calendar, etc. through the use of a single feature called Google Contacts.
If you are new to Rice Gmail, we recommend that you export your contacts from the legacy email system and import them into Google Contacts. Imported contacts will automatically sync with Gmail. Use the directions below to add a single contact from an email.
Add Contact from a Received Email
- Log in to Gmail using your NetID credentials.
- Find an email from your inbox or use the search function at the top of your inbox to find an email from the contact you would like to add.
- Open an email from the contact.
- Left-click once to select the sender’s name at the top of the message. A contact card will appear.
- Select the person icon on the right of the contact card to add the contact. Gmail automatically adds the person to your contacts.
- Left-click the sender's name again. Select the pencil icon to edit the contact or add additional details.
- Select Save.
Calendar and Integrated Features
Google Calendar and Gmail Integrated Features
Google Calendar is an integrated feature within Gmail. You can use Google Calendar and Gmail together to help you easily manage tasks and obligations. This article provides information on how to use Google Calendar and Gmail together. Click here to learn more about Google Calendar.
Calendar Always Accessible in Gmail
Google Calendar is easy to access and use from Gmail.
Open Google Calendar
1. Find the Calendar icon in Gmail by navigating to the right-side rail. The Google Calendar icon has “31” in the middle.
2. Click the icon to open a compact view of your calendar. Click the diagonal arrow at the top right to pop out the calendar into a separate browser tab for the full view.
Create a New Calendar
1. Select the Calendar icon.
2. Select the box and arrow icon to open Calendar in a new tab.
3. Scroll down and select the + sign next to Other calendars.
From this dialog box, you can choose to create a new calendar for yourself or perform other actions.
Select a Calendar
1. Select the Calendar icon.
2. Click the three vertical dots on the right side of the calendar panel to select a different calendar or toggle the appearance of the active calendar.
For example, you can create custom calendars for work or personal use, birthdays, holidays, etc. Other Rice employees can also share their calendar with you, which you can choose to view in the Select calendars view.
Event Detection and Creation
When you receive an email with event details, Google Calendar automatically detects the information and prompts you to add it to your calendar. Emails containing event-related keywords such as “meeting,” “dinner,” or “appointment” will prompt Gmail to highlight these details and suggest creating a calendar event.
From Gmail, you can add the event to your Google Calendar, complete with all the relevant information. This feature helps you quickly add important events and meetings to your calendar.
Synchronization Across Devices
Updates made in Google Calendar automatically synchronize across all of your devices where you are logged in to your Rice Gmail account. Synchronization automatically happens whether you are using your cell phone, tablet, or desktop devices. This synchronization ensures that you have access to your most current information and schedule.
Meeting Invitations
Sending and Receiving Meeting Invitations
When you create an event in Google Calendar, you can invite guests by entering their email addresses. The invitation is sent via Gmail, and recipients can RSVP directly from the email.
Time Zone Management
Google Calendar automatically adjusts event times based on your current time zone. If you receive an invitation while traveling, the event time is displayed according to the local time zone.
Reminders and Notifications
You can use Google Calendar to send you reminders and notifications. These notifications can be customized based on your preferences, including email alerts or pop-up notifications on your devices. Click here to learn how to set up and manage reminders and notifications in Google Calendar.
Task Integration
You can also access Google Tasks through Gmail. Navigate to the right side panel in Gmail and click the circle with a check mark icon to create and manage tasks. You can also set a calendar reminder when you create a new task. Click here to learn more about how to set up and manage tasks through Gmail and Google Calendar.
Scheduling Emails
Scheduling Emails in Gmail
Gmail allows you to schedule emails to send at a specific time. It may be helpful to schedule an email to send at a later time if your recipient is in another time zone or you would like the email to arrive during regular business hours. Click here to learn more about how to schedule emails in Gmail.
1. Log in to Gmail using your NetID credentials.
2. Select the Compose button to open the compose dialog box.
3. Select a recipient, add the subject, and compose the email body.
4. Select the small arrow next to the Send button. 
5. Select Schedule send.
6. Choose the recommended predefined time or choose Pick date & time to set a specific time. Confirm your selection and select Schedule send.
Vacation Responder
Set Up Automatic Replies Whilst On Vacation
The Vacation Responder feature in Gmail allows you to create an email that will automatically send while you're on vacation or away from the office.
- Open Gmail. Select the Settings icon.
- Select See all settings.
- Scroll down and look for the Vacation responder options.
- Select a radio button to toggle the option on or off.
- Complete the dates to send the automatic replies during your time away from office.
- Complete the subject line and message for the auto responder email. Use the formatting options above the message box to add any desired formatting to your message.
- Select to send the auto responder message to only people in your contacts list and / or only people in Rice University.
- Select Save Changes.
Horizontal Lines Menu
Access and Use the Horizontal Lines Menu in Gmail
The horizontal lines menu Gmail is the three horizontal lines icon located at the top left corner of Gmail. You can use the menu to toggle between showing and hiding the main menu where you can start a message or access any of your inboxes and labels.
What Does the Horizontal Lines Menu Do?
Clicking the hamburger expands to reveal a sidebar with a list of options and labels. Here are the options that you will typically see when you expand the hamburger menu:
Inbox: Your main email inbox.
Starred: Emails marked with a star for importance.
Snoozed: Emails snoozed to read or respond to later.
Sent: Emails you have sent.
Drafts: Emails you have started composing but have not yet sent yet.
Labels: Custom categories you have created for organizing your emails.
Google Apps Menu
Google Apps Menu
The Google Apps menu is located on the top, right side of your Gmail inbox. Selecting the menu will allow you to quickly access other Google applications.
New Email Options
Features of the Compose Dialog Box in Gmail
You can begin to compose an email in Gmail by clicking the Compose button at the top left of your mailbox. The following is an explanation of the icons and options in the Compose dialog box which appears after clicking the Compose button.
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Minimize, expand, or close the New Message dialog box.
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Choose a sender.
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Choose carbon copy and blind carbon copy recipients.
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Review message related to how Rice protects email security.
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Compose the subject. Compose the email content directly below in the open space.
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Undo, redo. Font selection. Font size. Font formatting options. Text alignment. Bullets and numbering. Additional text formatting options.
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Send or schedule sending. Toggle formatting options (area 6) on/off.
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Attachment options. Emoji options. Insert files from Google Drive. Insert images. Confidentiality options. Insert signature. Calendar options. Additional layout, organization, printing, and spelling options.
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Delete the email draft.
Google Drive Attachments
Use Google Drive to Send Attachments in Gmail
Gmail allows you to attach files to your email. If your file(s) are larger than 25 megabytes, Gmail will prompt you to send a link to the file from Google Drive. This means that the file(s) will be uploaded to Google Drive. The recipient of your email will receive a link to access the file from Google Drive. Click here to learn more about how to attach and manage files from Google Drive.
Select the Google Drive icon in Gmail to attach files from your Google Drive to your email.
Confidential Mode
Confidential Mode in Gmail
Confidential mode in Gmail is a feature that allows you to protect messages and attachments that contain sensitive information from unauthorized access. Confidential mode also allows you to set expiration dates and revoke access. Note: Confidential Mode does not prevent recipients from taking screenshots of any attachments or message contents. Click here to learn more about how to access and use Confidential Mode in Gmail.
Gmail as an App
Create a Gmail Shortcut to Mimic an App
Unlike Microsoft Outlook or other email systems, Gmail is accessed through your browser instead of an app. However, you can mimic the appearance of an app by creating a shortcut to display on your desktop. Follow the directions below to create a shortcut. The directions are the same for a Windows or Mac operating system.
Create a Gmail Shortcut on a Windows or Mac Computer
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Open the Google Chrome browser.
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Navigate to your Rice Gmail account. Login with your Rice NetID credentials.
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Left-click the three vertical dots at the top right of the Chrome browser window. Select Save and share > Create shortcut...
- Rename the shortcut, if desired. The name that you choose will appear under the icon on your desktop.
- Minimize all windows to see the new icon appear on your desktop. Clicking the icon will open the Chrome browser and direct you to your inbox.
Shared Mailboxes
Overview
Gmail shared mailboxes are a collaborative feature within the Gmail email service. Shared mailboxes are designed to help you communicate and collaborate among groups of users within Rice University.
Benefits of Using a Shared Mailbox
Here are a few ways you can use your Gmail shared mailbox:
Collaborative Email Management
Shared mailboxes enable multiple Rice users to access, manage, and respond to emails sent to a specific email address or mailbox. This shared mailbox can be used for various purposes, such as committee collaboration, managing a departmental email account, or collaborating on a project.
Shared Access
Rice University users with access to a shared mailbox can view, send, receive, and organize emails just like they would with their personal Gmail accounts. This feature allows teams to work together without the need to forward emails or share login credentials.
Consolidated Inbox
Each member of a shared mailbox can see emails from the shared mailbox alongside your own personal emails in the Gmail interface. This consolidated view makes it easy to manage both personal and shared correspondence efficiently.
Email Organization
Members of a shared mailbox can apply labels and filters to categorize and organize emails within the shared mailbox, making it easier to sort, search, and prioritize messages. This feature helps streamline workflow and ensures that important emails are addressed promptly.
Collaborative Features
Shared mailboxes come with all the collaborative features of Gmail, including real-time collaboration on composing emails, chat integration, and the ability to share documents and files through Google Drive.
Mobile Accessibility
You can access shared mailboxes through the Gmail mobile app, which allows you to view, manage, and respond to emails on your mobile device.
How to Access Your Gmail Shared Mailbox
Step 1: Open a web browser and navigate to https://mail.google.com and sign in with your NetID@rice.edu email address (you will be redirected to Rice NetID login if you aren't already authenticated).
Step 2: Select your profile picture in the upper right corner. Click to select the mailbox that you would like to access from the options in the dropdown menu.
Selecting a mailbox will open a new browser tab, showing the selected shared mailbox. Once logged in, you may manage, write, and send emails on behalf of the shared mailbox.
Visit the Rice University Knowledge Base article below to learn more about how to manage a shared mailbox:
How to Manage Your Gmail Shared Mailbox
Contact OIT if you have additional questions about any organizational accounts that require migration to Gmail.