How To Use Gmail : A Complete Guide For Beginner

Gmail, Google’s popular email service, offers a powerful and user-friendly platform for managing your emails. Whether you’re new to Gmail or want to enhance your email management skills, understanding its features and functionality can help you stay organised and communicate effectively. With its intuitive interface and a range of customizable settings, Gmail provides numerous tools to streamline your email experience. From composing and sending emails to organizing your inbox with labels and filters, Gmail offers a wealth of features to improve productivity. Buy Gmail accounts in bulk  for email marketing.

How to create a Gmail account?

Creating a Gmail account is a straightforward process. Follow these steps to set up your own Gmail account:

  • Go to the Gmail homepage.
  • Click on the “Create account” button.
  • Fill in the required information, such as your first and last name, desired email address, and password.
  • Choose a unique and secure password.
  • Provide a phone number and an alternate email address for account recovery purposes.
  • Complete the verification process by entering the code sent to your phone or alternate email.
  • Review and accept the Terms of Service and Privacy Policy.
  • Customise your account settings, such as language preferences and email notifications.
  • Complete the setup process, and your Gmail account is ready to use.

Once your Gmail account is created, you can start sending and receiving emails, accessing other Google services, and enjoying the features and functionalities of Gmail. 

Composing and sending an email in Gmail

  • Tap on the compose option after opening gmail account.
  • Enter the email address of the person you want to send mail
  • Add a relevant and descriptive subject line that summarises the content of your email.
  • Compose your message in the body of the email, using the formatting options provided (bold, italics, bullet points, etc.).
  • Attach files by clicking on the paperclip icon and selecting the files from your device.
  • Proofread your email for any errors or typos.
  • If desired, add recipients to the “Cc” (carbon copy) or “Bcc” (blind carbon copy) fields to include additional recipients or keep recipients’ identities private.
  • Review your email one last time and ensure you’ve included all necessary information.
  • Click the “Send” button to send your email.
  • After sending, the email will be moved to the “Sent” folder, and the recipient will receive it in their inbox.
  • You can check the status of your sent emails by navigating to the “Sent” folder in your Gmail account.
  • Keep in mind that Gmail has a limit on the size of attachments, so be mindful of file sizes when attaching documents.
  • Gmail also offers options to schedule emails for later delivery or to track if and when recipients open your email (via the “Request read receipt” option).

Adding attachments to your Gmail emails

  • Adding attachments to your Gmail emails allows you to share files and documents with your recipients. 
  • Compose a new email in Gmail by clicking on the “Compose” button.
  • Locate and click on the paperclip icon or the “Attach files” option in the email composition window.
  • Browse and select the file you want to attach from your computer or cloud storage.
  • Once selected, the attachment will be uploaded and displayed as a link or thumbnail in your email.
  • You can add a brief description or message regarding the attachment if needed.
  • Review your email to ensure all attachments are included and accurately labelled.
  • Click “Send” to deliver your email with the attachments to your recipient(s). Remember to be mindful of attachment size limits, which may vary depending on the email service provider.

Organising your inbox with labels and folders

Labels: In Gmail, you can create labels to categorise and organise your emails. Click on the “Labels” icon on the left sidebar and choose “Create new label” to make a new label. Assign labels to emails by selecting them and clicking the “Label” icon.

Folders: Gmail uses a different system called “Labels” instead of traditional folders, but you can achieve a similar organisational structure. Create labels for different categories or projects and apply them to relevant emails.

Applying Labels: You can apply labels to emails manually or set up filters to automatically apply labels based on specific criteria, such as sender, subject, or keywords.

Searching by Labels: Easily find emails with a specific label by clicking on the label name in the left sidebar or by searching for “label:[label name]” in the search bar.

Nested Labels: Create sub-labels within main labels to further organise your emails. Simply create a new label and drag it under the desired parent label.

Colour Coding: Customise your labels with different colours to make them visually distinguishable and aid in quick identification.

Archiving: Archive emails to keep your inbox clutter-free while still being able to access them later. Click on the “Archive” button or use the shortcut “E” to archive selected emails.

Deleting: For emails you no longer need, use the “Delete” button or the shortcut “Shift + 3” to remove them permanently from your inbox.

Multiple Labels: Assign multiple labels to emails to ensure they are sorted into different categories and can be easily accessed from multiple label views.

Reviewing and Updating Labels: Regularly review your labels and adjust them as needed to maintain an organised and efficient inbox.

Mobile Organization: You can also organise your inbox using labels and folders on the Gmail mobile app, making it convenient to manage your emails on the go.

Priority Inbox: Use Gmail’s Priority Inbox feature to automatically categorise emails into important, starred, and unread sections, helping you focus on the most crucial messages first.

Filtering by Labels: Utilise the search bar with “label:[label name]” to filter and view emails specifically associated with a particular label.

Collaborative Labels: Share labels with other Gmail users to collaborate and organise emails related to a shared project or team.

Setting up email filters and automated rules

Setting up email filters and automated rules in Gmail can help you streamline your inbox and prioritise important messages.

  • Access your Gmail settings by clicking on the gear icon in the top right corner and selecting “See all settings.”
  • Click on “Create a new filter” to define filter criteria, such as sender, subject, keywords, or specific email addresses.
  • Choose what action to take with matching emails, like automatically applying a label, marking as important, archiving, deleting, or forwarding.
  • To set up automated rules, use the “Create filter” option, but select “Create filter with this search” at the bottom of the dialog box.
  • Enable options like “Skip the Inbox” or “Mark as read” to manage incoming messages efficiently.

Save the filter or rule to apply it to existing and future emails. By setting up filters and automated rules, you can effectively manage and organise your incoming emails, ensuring that important messages are prioritised and your inbox is kept clutter-free.

Customising your Gmail settings and preferences

General Settings

  • Customise your display density to choose between comfortable, cosy, or compact views.
  • Enable or disable conversation view to group related emails together.
  • Set the default reply behaviour, such as replying inline or in a new window.
  • Choose your preferred language, time zone, and date format.

Inbox Settings

  • Configure inbox categories to automatically sort incoming emails.
  • Select the tabs you want to be displayed in your inbox, like Primary, Social, Promotions, etc.
  • Determine how new messages are marked as important or marked as read.


  • Control how and when you receive email notifications, including desktop notifications, sounds, and mobile alerts.
  • Customize specific notification settings for different devices.


  • Explore experimental features in Gmail Labs and enable those that enhance your email experience, such as “Undo Send,” “Canned Responses,” or “Preview Pane.”


  • Choose a visually appealing theme for your Gmail interface from a variety of options.
  • Customise the background image or select a dynamic theme that changes based on the time of day.


  • Create a personalised email signature that appears at the end of your outgoing emails.

Keyboard Shortcuts

  • Enable keyboard shortcuts to navigate Gmail more efficiently.
  • Learn and use the available shortcuts for tasks like composing, archiving, or searching emails.

Using keyboard shortcuts for efficient email management

Using keyboard shortcuts in Gmail can greatly enhance your email management efficiency. Here are some essential keyboard shortcuts to navigate and perform actions quickly:

  • Compose new email: “C”
  • Send email: “Ctrl + Enter” or “Cmd + Enter”
  • Reply to email: “R”
  • Reply all: “Shift + R”
  • Forward email: “F”
  • Archive email: “E” or “Y”
  • Mark as read/unread: “Shift + I” or “Shift + U”
  • Move to a specific label: “L” followed by label key
  • Search emails: “/”
  • Navigate conversations: “N” for next, “P” for previous
  • Open selected email: “Enter”
  • Delete email: “#”
  • Undo action: “Z”
  • Select multiple emails: Shift + arrow keys or X to select individually

Importing and exporting emails and contacts in Gmail

Importing and exporting emails and contacts in Gmail allows you to transfer your important data to and from other email clients or storage platforms.

Importing Emails

You can import emails from another email account using Gmail’s import tool.

Exporting Emails

To export emails from Gmail, you can use third-party email backup tools or enable IMAP access in your Gmail settings. Once enabled, you can configure an email client or tool to access your Gmail account and export the desired emails.

Importing and Exporting Contacts

Gmail provides options to import and export contacts in various formats such as CSV or vCard.

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