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Google Apps at Ryerson University

Top Mail FAQs

 

 

 

Conversations and Messages

 


File Attachments


Labels


Archiving and Deleting Messages


Email features


Spam



How much space do I have for mail messages? Can I run out of space?

Your account has unlimited storage. You'll probably never run out of space. In fact, a heavy email user who sends and receives lots of file attachments and archives all messages might use up to 5% of this space a year (usually less), so it would take decades to use up all of the available space. Also note that Google Apps restricts the size of file attachments to 20 MB, so you don't have to worry about a few large files using up your storage space.

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Can I stop messages from being grouped into conversations?

Yes. Click Settings in the upper-right corner of your Gmail window and, on the General tab, scroll down to Conversation View.

  • If Conversation View is off, new messages won't be grouped into conversations, and any existing conversations are ungrouped into separate messages.
  • If Conversation View is on, you can't separate the messages in a conversation. However, if you want to send a reply but don't want it to be added to the conversation, you can simply change the subject line in your reply.

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How do I mark a message as "unread" in my Inbox after I open it?

Select the message. Then, in the More drop-down list, select Mark as unread.

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Can I recall a message I already sent?

Yes, Gmail Labs has an early version of a new "message undo" feature that lets you recall a message within a few seconds after you send it. To enable the feature, open your Gmail Settings, go to the Labs tab, and enable the Undo Send lab.

Note that your Google Apps administrator must enable Labs for your domain for this feature to be available.

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I've heard Gmail search is really powerful. How does it work?

To search for messages, type a word that the messages contain. Note, however, that Search matches "whole words" only—that is, it doesn't recognize partial or similar matches. For example, if you search for benefits, Search won't find benefit or benef. Also, Search doesn't recognize special search characters, such as square brackets, parentheses, currency symbols, the ampersand, the pound sign, and asterisks.

By default, Search doesn't look in your Trash or Spam folders. To search those folders also, click Show search options next to the Search field, and then, in the Search drop-down list, select Mail & Spam & Trash. You can find more information about using Search in the Gmail Help Center.

A list of the advanced search operators is available in the Gmail Help Center. You can also print out this reference sheet.

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Can I make Gmail the default email program when I click email links?

Yes, if Google Talk is enabled for your domain. In that case, specify Gmail as your default email program as follows:

  1. Open Google Talk.
  2. Click Settings in the upper-right corner of your contacts list.
  3. In the General dialog box, select Open Gmail when I click on email links.
  4. Click OK.

Note, however, that this setting doesn't work for all email links.

 

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Once the migration to Google happens, will I still be able to access my email through my Microsoft Outlook account on my desktop?

Yes, you will be able to use outlook to access Ryerson GMail. You can also use the Google Apps Sync tool (https://tools.google.com/dlpage/gappssync) to help you access not only Ryerson Gmail, but also Google Calendar, your contacts and more through Outlook. This tool allows you to sign onto your Outlook and Google Apps once, as opposed to signing in multiple times.  Visit Ryerson's Email Client Set Up page for more details as well.

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I currently have my RMail forwarded to a POP email account. How do I set up my new Ryerson Gmail account to forward email to my POP account?

Visit our email client set up page for instructions http://ryerson.ca/google/usingapps/viaemailclient.html

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How do I log into and manage my generic account?

Before you can manage your generic account's email (or any other employee's email), you must first gain access to the Gmail account. Please click here for detailed instructions.

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Why do I not see messages sent to mailing lists in my Inbox?

When you send mail to any mailing list you own or are subscribed to, Gmail automatically skips your inbox and archives the message to save you time and prevent clutter. The message will appear in your inbox if someone responds to it or if there is an error delivering the message. If you would like to view your message, you can find it in Sent Mail or All Mail.

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Conversations and Messages

 

Can I reply to or forward just a single message in a conversation?

Yes. Open the conversation and expand the individual message. From the drop-menu at the top-right of the message, click Reply or Forward.

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Can I delete a messages from a conversation?

Yes, you can delete one or more messages in a conversation as follows:

  1. Open the conversation and expand the message you want to delete.
  2. Open the drop-menu at the top-right of the message.
  3. Select Delete this message.

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Can I open a message in a separate window from my main Mail window?

Yes, if your browser is set to display pop-ups in a new window, you can do the following:

  • If you're reading a message, click the New Window icon in the upper-right corner of the message.
  • If you're composing a new message, click the New Window icon in the upper-right corner of the message.

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How can I spell-check a message I write?

Clilck Check Spelling at the top of the message you're composing. Misspelled words are highlighted in yellow. Click a misspelled word to see suggested corrections.

 

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File Attachments

 

Is there a size or type limitation for file attachments in Gmail?

Yes. To help prevent viruses, Gmail won't accept file attachments that are executable files. There's also a 20 MB size limitation for attachments. For details, see the Gmail Help Center.

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Can I drag and drop a file to attach it to a message?

Yes, if you're using a Chrome browser. Otherwise, you must browse to a file to attach it.

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How can I copy a file attachment from one message to another?

Because Gmail is a web-based system, you can't drag a file attachment from one message to another. As a workaround, you can do the following:

  1. Open the message or conversation that contains the file attachment.
  2. If the file is attached to a single message, click Forward (from the drop-menu at the top of the message). If it's attached to a message in a conversation, click Forward all on the right.
  3. Delete all the "forwarded" content from original messages, which appears at the bottom of your new message. Note that the file attachment remains with the forwarded message.
  4. Then compose your new message and send it.

Alternatively, you can download the attachment and then upload it to another message.

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Can I attach a message or conversation to a new message?

No, you can't embed one message into another directly. As a workaround, you can do the following:

  1. To attach a single message, open it and click Forward (from the drop-menu at the top of the message). To attach a conversation, open it click Forward all on the right.
  2. Then compose your new message and send it. The earlier message will be included below your new message.

Alternatively, you can copy the text from the earlier message and paste it into a new message.

 

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Labels

 

There are no folders in Gmail. How do I organize my messages?

Instead of folders, Gmail has a "labels" feature. Labels are similar to folders, but are more powerful and flexible, because you can add multiple labels to a message to categorize it in several ways. For details, see the Gmail Help Center.

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How many labels can I create?

You can create up to about 200 labels.

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Can I apply more than one label to a single email message?

Yes, you can apply any number of labels to a message: Select the message in your Inbox, or open it, and select one or more labels in the Labels drop-down list at the top of your Mail window.

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Can I nest labels like I nested folders in old mail program?

Yes. For details, see Create nested labels

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Does deleting a label delete any messages that have that label?

No. All it does is remove the label from the messages.

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I want to move my messages from my "Sent Mail" to another label in the web interface, but when I click "Move to Inbox" the message is still showing in "Sent Mail." Is it possible to do this using the web interface?

At this time, this is not possible in the web interface. One possible solution is to set up your account with a desktop email client such as Microsoft Outlook or Thunderbird, and move your messages around within it. You can find more information about setting up Outlook and Thunderbird at http://ryerson.ca/google/usingapps/viaemailclient.html.

 

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Archiving and Deleting Messages

 

When should I delete a message vs. archiving it?

Deleting or archiving a message removes it from your inbox. If you delete a message, it's placed in the Trash and then permanently removed from your Google Apps account after 30 days. If you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future, using Google's powerful search feature. Since you have plenty of space (unlimited) for storing all your mail, we recommend that you archive messages rather than permanently deleting them.

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How long do messages stay in my archive?

Messages remain in your archive forever, unless you choose to delete them

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How long do messages stay in the Trash?

Messages remain in the Trash for 30 days. After that, Gmail permanently deletes them.

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How do I move a message out of the Trash?

Find the message in the Trash and select it. Then, in the Move to drop-down list at the top of the Mail window, select Inbox.

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Why does a message I archived or deleted show up again in my Inbox?

If someone replies to a message you archived or trashed, that message reappears in your Inbox as a conversation, bringing the message you archived or deleted, with it. If the message has already been permanently deleted from the Trash, you'll see an option at the bottom of the message to view the deleted messages in the conversation.

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Should I delete or archive message in my Sent folder?

There's no need to delete or archive messages in the Sent folder. Messages remain in this folder forever, unless you delete them. But, because you have unlimited combined storage space, you can keep messages in this folder to refer to them later, if needed. Also, note that messages in the Sent folder are actually archived in All Mail, so even if you archive these messages, they stay in the Sent folder.

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Why deleting a message on my Apple device, still keeps it in my All Mail folder? How to use iOS Delete Settings with Google Sync?

When you "delete" a message from your Apple mobile device, by default, it will archive the message but NOT put it in the Trash as you might expect. Please see Advanced Option: How to use iOS Delete Settings with Google Sync for more information.

 

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Email features

 

 

 

Can I share my email with another employee?

Shared mailboxes aren't supported. However, you can easily set up an email filter (rule) to forward specific types of messages to another employee.

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Does Gmail have keyboard shortcuts?

Yes, Gmail includes a full set of keyboard shortcuts. First, you must enable keyboard shortcuts:

  1. In the upper-right corner of the Mail window, click Settings.
  2. Under Keyboard shortcuts, select Keyboard shortcuts on.
  3. Click Save Settings.

Then, to see the shortcuts, press SHIFT+? while viewing your list of messages in the main Mail window.

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Does Gmail support shared mailboxes?

Not exactly. But as a workaround, you can create your own mailing list (called a "group") for all the employees who want to share an email address. This requires that your administrator has enabled User-Managed groups for your domain. If user-managed groups aren't available, then you should ask your Google Apps administrator to set up a mailing list (group) for all the employees who want to share an email address.

Or if email delegation is enabled for your domain, you can use that to allow up to 10 other users access a single email account.

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Does Gmail have a "tasks" feature that lets me add messages to a list for follow-up?

Yes, the Google Task gadget is available in Gmail and Calendar. For details, see Using the Task gadget.

 

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Spam

 

How long do messages remain in my Spam folder?

Messages remain in the Spam folder for 30 days. After that, Gmail permanently deletes them.

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How do I prevent messages from specific senders from being tagged as spam?

The Gmail "Spam" category is a mandatory part of all Gmail mailboxes.  It cannot be disabled and should be periodically checked for misfiled (non-spam) messages.

There are three pro-active things you can do to reduce the likelihood specific messages will be erroneously considered "Spam" :

  1. Mark the message as “not spam”, check the box beside the message and click the Not Spam button above the message.  Future messages that are similar will have a lower chance of being falsely flagged.
  2. Add legitimate senders to your Google Contacts (hover over the sender and select "Add to contacts").  Email addresses contained in your contacts have a lower chance of going to "Spam".
  3. Create a filter for messages from this user using the Never send it to Spam option:
    1. Select the spam message.
    2. From the upper-right, select More.
    3. Select "Filter messages like these".
    4. Verify the "From" in the next window contains the appropriate sender address.
    5. Select "Create filter with this search".
    6. Put a check-mark in "Never send it to spam".
    7. Click "create filter"

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