Gmail Quick Tips

Labels

Labels are tags that can be applied to message to help organize your inbox. They are similar to folders, the key difference is that you can apply multiple labels to a message. You can also search for all messages with a label, see labels on messages in your Inbox to quickly identify different types of messages. A label does not create multiple copies of a message, so if the message is deleted it will not be found in any of the labels.

1. Select or open any message you would like to add a label to.
2. Select the Labels icon  and then select Create a new label
3. Type the name of your new label, and then select Create.
   • Use the Nest label under option if you want to add a sub-label to an existing label.

Archiving

To keep your inbox less cluttered you can archive messages to remove them from the Inbox. This will move messages out of your Inbox without applying a new label. 

1. Select one or more messages in your Inbox.
2. Select the Archive icon  in the toolbar.

If you archive unlabeled messages, you can still find them under the global label called All Mail.

Filters

You can use filters to manage your incoming messages by automatically labeling, archiving, or deleting messages based on keywords and other criteria. Gmail filters are similar to e-mail rules in Microsoft Outlook or Lotus Notes.

1. In the upper right-hand corner of the Gmail window, click the Gear icon  in the top right and select Settings.
2. Switch over to the Filters page, and select the Create a new filter option.
3.  Enter your filter criteria in the fields. For example, you might filter by sender’s e-mail address or e-mail subject line.
4. Select Create filter with this search.
5. On the next screen, choose the action(s) that you would like the filter to take with new messages that meet the specified criteria.
6. To apply the filter to messages you've already received, select Also apply filter to [x] matching conversations.
7. Select Create filter when finished.

Block unwanted email addresses

You can block the sender of emails if you are receiving unwanted emails in your inbox. To block a sender:

1. Open the email.
2. At the top right of the email, the vertical ellipsis icon  and select Block "[sender]".

Reporting Spam

Sometimes users accidentally mark a message as spam and this will cause future messages from that address to also be marked as spam. To mark these messages as not spam:

1. Select the Spam label, you may need to Select More on the left side and scroll down to see it.
2. Check the box for all of the non-spam messages.
3. Select the Not spam button at the top of the message.

Delegation

You can delegate access to your UNLVMail account to another person so they can read, send, and delete messages on your behalf. The delegate can also access the other person's contacts by clicking the Contacts link.

You can delegate account access to as many as 25 users.  Here are the steps to delegate account access:

1. Select the Gear button, and then Select Settings.
2. Select the Accounts page. 
3. In the Grant access to your account section, select Add another account.
4. Enter the email address of the person you'd like to access your account and select Next Step. Remember you can only enter a UNLVMail address.
5. You'll see a confirmation message. select Send email to grant access if you're sure.
6. The delegate will receive a verification email explaining that you've granted access to them.
7. After the delegate confirms this request, it may take up to 30 minutes for the verification process to be completed. To see if the delegate has confirmed access to your account, look at the Accounts tab in Settings.

Remove duplicate contacts

If you have duplicate contacts, you can fix this problem by having the system find and merge contacts automatically, including duplicate data within contacts.

1. Use the Google Apps Launcher  to open Contacts.
   
2. Expand the left navigation pane if collapse by using the Main Menu icon .
3. Select Merge & fix.
4. You'll see the contacts with duplicate data listed.
   • If an entry has two or more contacts, be sure to check whether these are duplicate contacts; many people have similar names. You can expand them by selecting details next to each one and unchecking any that you don't want to fix.
5. When you're ready, select Merge at the top of the list.

G Suite Global Address Book

UNLVMail has a searchable global address book containing all the accounts in the UNLVMail domain.  Each profile shows the user’s name, supervisor, phone number, department, title, and office location.

To access the global address book, switch to Contacts and select Directory from the left navigation bar.

Also, when you perform a search in Contacts, all matching results found in the global address book will be displayed under the Domain Contacts section

Recovering deleted emails

Self-restoration from Trash

When a user deletes a message, it is moved to the Trash and remains available to the user for 30 days. If it has been fewer than 30 days and the message hasn't been permanently deleted, the user can restore the deleted messages by doing the following:

1. Select the Trash folder.
2. Select the messages you wish to recover.
3. Select the Move icon  and select Inbox.

Administrative restoration

If the deleted messages have been emptied from the Trash already, the Google Workspace administrators may be able restore it by contacting the IT Help Desk. A few things to keep in mind:

• Messages can be restored if it was deleted up to 25 days ago. Anything beyond that are gone forever.
• Messages deleted from Spam cannot be recover.
• It may take up to an hour for the restoration to complete.

Need Additional Help?

For additional assistance, please visit the Google Workspace knowledge base for additional articles. You can also contact the IT Help Desk.