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Gmail Guide


Getting Started

  1. Go to in any web browser.
  2. Log into your my.ryerson account. You will be prompted by Ryerson's Central Authentication Service (CAS) to log in with your Ryerson credentials. 
  3. Select the Applications tab and choose which G Suite you wish to use.

Only certain users, primarily current instructors and students, have the option to not opt-in to Ryerson Gmail. If you are a staff member who does not fall into either category, you will be automatically opted into Ryerson Gmail.

Students and Faculty using Rmail can still opt-in to use Gmail by completing the following:

  1. Log in to the my.ryerson portal with your my.ryerson user name and password.
  2. Under the Self Service module, click on Personal Account.
  3. Under Preferences section, click on Opt Into Ryerson Gmail.

When you opt-in, you will immediately be switched from RMail to Gmail. All new email will go to your Gmail account.

Log into G Suite at Ryerson University using your my.ryerson user ID and password. The only time you will have to set up a different password is if you choose to access your email account using a desktop client (IMAP or POP) or through your mobile device.

Please refer to the G Suite Learning Center, external link for how to use Gmail for email from your web browser.

Please see the following document on google docGmail for Administrative Assistants, external link for more information.

Please see the following document on google docGeneric accounts, external link for more information.


Gmail Features

To enable keyboard shortcuts:

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

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

Gmail does not support shared mailboxes. As a workaround, you can create your own mailing list (called a "group") for all the employees who want to share an email address.  You can request a mailing list (group) for all the employees who want to share an email address.

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

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

To search for a message, type a word that the message contains. Note, however, that the Search function only matches complete words. For example, if you are searching for benefits, Search won't match 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, 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, external link.

A list of the advanced search operators is available in the Gmail Help Center, external link. You can also use this PDF fileSearch Operators reference sheet, external link.

How to Use 



You can reply to or forward a single message in a conversation. Open the conversation and expand the individual message. From the drop-menu at the top-right of the message, click Reply or Forward.

You can delete one or more messages in a conversation by:

  1. Opening the conversation and expanding the message you want to delete.
  2. Opening the drop-menu at the top-right of the message.
  3. Selecting Delete this message.

If your browser is set to display pop-ups in a new window, you can open a message in a separate window by doing 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.

Click 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.

Please see the Automatic Vacation Reponse page, external link from Google Support.

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.

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

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 G Suite administrator must enable Labs for your domain for this feature to be available.


Archive & Delete

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.

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.

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.

When you delete a message from your Apple mobile device, by default, it will archive the message but WILL 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.



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, external link.

You can create up to 200 labels.

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.

You can create nested or subfolders under other folders.  For more details see Create a label, external link.

Deleting a label removes the label from the message; it does not delete the message itself.

It is not possible to move messages from "Sent Mail" to another label 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.


File Attachments

In a Chrome browser, you can drag and drop a file to attach it to a message. Otherwise, you must browse a file to attach it.

You cannot 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, click Forward all
  2. 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.

File attachments can't be dragged from one message to another. As a workaround, you can:

  1. Open the message that contains the file attachment.
  2. If the file is attached to a single message, click Forward.
  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. Compose your new message and send it.

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

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., external link

Miscellaneous Questions 

Visit our email client set up page for instructions.

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.

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 of specific messages being 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 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"

Gmail will automatically delete any message in your Spam folder after 30 days