A Simpler Guide to Gmail 6th Edition: Simpler Guides, #6

Introduction

Dear reader, thank you for choosing A Simpler Guide to Gmail and welcome to the sixth edition! Gmail has had another revamp, so it's time to take another look. Again, the new Gmail looks different and has a few new fantastic features, which I am sure you will love. If you are ready to explore the new look, then read on, you are in for a treat!

With over a billion users, Gmail is the most popular email service available. This book is all about how you can get the most out of Google’s answer to email, the instant online way to communicate over the Internet. It is written to help new users learn the basics and discover features that are far and above better than the closest competition. This book assumes the reader knows the basics of using a computer and has used a browser.

Did you know?

According to a TechJury article published in January 2024, there are 4.37 billion email users in the world and 1.8 billion of those use Gmail.

How should I use this book?

If you have never used Gmail before, then the first few chapters explain how to set up your account, how to keep your account secure, and the basics of sending and receiving email. Following this, there are tips on using the excellent tools that will make organizing your email a breeze for the more experienced users. If this is you, the book is designed so that you can dip in at your level. The contents page will give you an overview of what is in the book thematically, but if you want to find something specific, the search function on your ereader is your friend. I haven’t done an index for the ebook for this reason.

For the purposes of this guide, I have made a few assumptions. The first is that you have (or at least have access to) a computer, you are familiar with using a mouse and know what the Internet is. However, if you do not have access to a computer, a lot can still be achieved with your mobile phone or tablet.

I would like to add a small disclaimer at this point. Gmail is constantly evolving and while this book is as accurate as possible at the time of publication, Gmail can and will change. Features will be added and others taken away, however the principles will remain the same.

In the ebook version of this book, the images may appear smaller because of restrictions laid down by retailer and/or download costs. I have tried to write the book in such a way that the images illustrate a point rather than show you how to do a task. For example, I will tell you where on the screen a button is and the image will be there as a visual clue, but you should be able to find it from the written instructions. In previous editions, the written instructions have stayed the same while the look has changed! The images are not in numerical order in the ebook because they were named for the print book so that they would be easy to find, but can fit nearest the text on the physical page. The images in the ebook however are placed under where they need to go or are hyperlinked for ease of use, which means that the  numbers might not seem to make sense but they are where they need to be.

If you have bought this book as an ebook, I recommend downloading an ereader to view the book from your computer. You can click on links and the images will be of better quality.

Some of the screenshots in this book may not look exactly as you see on the screen as you do the tasks described. This could be for a few reasons. The first reason is that Google has put so much on to one page that you need to scroll to see everything on there. In this scenario, I have done a screenshot of everything on that page and spliced it together to make one image so that you can see everything in one go.

The second reason is that the webpage will change depending on how big you make it. If you press the Ctrl key and scroll your mouse wheel, it will make your web page bigger or smaller depending on the direction you scroll. When that happens, the elements on the page rearrange so that they don’t disappear off your screen. One example is your email list. If you have your browser screen set to 100% view, you should see the first screenshot in figure 0.1, but the second screenshot in the same figure shows the page zoomed to 175%. You may prefer the zoomed in or out versions, but it is good to know that how you view your Gmail account will change how it looks for you. All the elements will be there, but they will be slightly misplaced in the same area of the page.

The final reason that it may look different is that Gmail is regularly upgraded. This means it has got better over time, but the look changes when you least expect it. Generally, the old functions will remain the same and the written instructions will remain true, but buttons will move around the page and new functions will be added. A case in point is Contacts. While the page changed as I was writing the chapter in a previous edition, (and the screenshots were replaced and were correct at the time of publication), elements were moved around the page as I was writing about them. The instructions in these circumstances are a guide. They will tell you what to look out for and what the buttons look like.

I have bolded some words, but italicized others in this book. If it is bolded, it means that it is something you should look for on the screen. It is an actionable element. Others will be italicized. For example, I may say, click on the gear wheel and look for Compact under Density to change how much whitespace appears between your emails. The gear wheel and compact is the part of that sentence that needs to be clicked. If you are browsing the instructions, these should stand out and help you do what you need to do more efficiently.

What is Gmail?

Gmail is Google’s answer for providing free online email. Email is a way of communicating via text and images sent over the Internet. It is the cheapest way of contacting someone, no stamps or per-minute call charges. It is basically the carrier pigeon messenger of yore for the digital age. But, over the last few years, that pigeon has been carrying ever more, a computer, for word processing and number crunching, a television and phone for video calling, and so much more. That bird has been working out!

Gmail has long been the go-to email provider for those looking for a reliable, easy-to-use platform. But with so many other email solutions out there, such as free services or those that charge a fee, it can be hard to choose the right one. That’s why Google has done things differently, creating a new standard that makes dealing with your correspondence a breeze. They don't rest on their laurels; they are always improving and adding new features.

With the help of labels, filters, contacts, advanced options (formerly labs) and even their calendar, Gmail can pretty much act as your own personal secretary. Labels let you organize your mailbox easily, giving you the ability to find emails quickly and effortlessly. Thanks to filters, you can also have your emails automatically sorted into the right folders, making it much more convenient for you. Even if you don’t have any contacts yet, Gmail makes it easy to add them, allowing you to search for people you need to reach out to.

That's not all! With Gmail’s advanced options and calendar, you can take your email management to the next level. With these options, you can customize the look and feel of your Gmail experience, making it truly unique to you. Not to mention, the calendar can help you keep track of your upcoming appointments and tasks, so you never miss anything important.

But the best part about Gmail? It’s totally free! So you can enjoy all the features and functions without having to worry about breaking the bank.

There’s no denying that Gmail has revolutionized email services and completely changed the game for the better. With so many features and functions in one easy-to-use platform, it’s easy to see why Gmail is the top choice for users from all walks of life. So, let’s take a deeper look at why Gmail is so special.

Why is Gmail the Best Email Service Out There?

In my opinion, Google offers the best service for email because:

Easy to use

Gmail is one of the easiest to use email services available. All you need to do is log in with your username and password (or other method you set up in security) and you are up and running. You can also access Gmail on the go with apps for both iOS and Android, so you can stay connected. The interface is simple and intuitive, with a number of options available for customizing the look and feel of your inbox. You can also personalize the way you organize your emails with labels and easily search through your email using the search bar.

Nothing to install

One of the best features of Gmail is that there is nothing to install. All you need is a web browser. Whether that is on your computer, tablet, or phone, you are ready to go. This makes it incredibly convenient and easy to use, as all you need to do is log in to send and receive emails.

15 gigabytes of space

With Gmail you get a generous 15 gigabytes of storage, which is plenty for most users. You can also increase your storage by purchasing additional storage by upgrading to a Google One account, which is ideal for those who do a lot of emailing, or for those who need to store larger files. The storage is shared between services such as Google Docs and Google Sheets, making it a very versatile storage solution.

Spell Check

One of the most useful features of Gmail is the spell checker. It will catch any spelling errors you make and will suggest alternatives. This makes it easier to communicate and ensures that you don’t send out emails with embarrassing typos.

Contacts

Another great feature of Gmail is its contacts list. With this, you can easily add people to your address book and organize them by name, company or email address. It also allows you to create groups of contacts so you can quickly send out emails to multiple people at once. It’s also a great way to keep track of your postal addresses for Christmas, or for notes explaining where and when you met people (so you can pretend you remember everything they told you the next time you meet up!)

Mobile and desktop access

Gmail is available on both mobile and desktop devices, this means you can stay connected anywhere you go. On mobile, you can use the Android or iOS apps, and on desktop you can use any web browser. This makes it incredibly easy to access your emails no matter where you are. If for any reason your mobile app isn't playing ball, you can use your mobile browser to get into your email too!

Spam and phishing protection

Gmail is renowned for its spam protection. It uses a sophisticated algorithm to identify and filter out any spam and phishing emails that may come through. This means that you won’t get as much unwanted emails cluttering up your inbox as you would without it. As this is controlled by Google every time someone reports spam, you benefit too. Crowdsourcing at its best!

Security

As well as creating a secure password, you can use two factor-authentication (which will be explained in depth later in this book). Its advanced phishing and spam protection will, as mentioned above, protect you from most threats.

This book would not be as comprehensive as I would like if I did not say that Google scans your emails in order to serve you relevant ads. However, they do state the purpose of their robot snooping, which is to serve you the ads. Also, they could not give you such great spam and scam protection if they couldn’t read the emails that are sent to you. In this day and age, that is the price you pay for free email. After all there really is no such thing as a free lunch. And to be honest, you can always ignore the ads. Ahem, it’s what I do, sorry Google.

One password to rule them all

One of the best features of Gmail is that it is linked to all the other Google services. So if you use Google Docs, Google Sheets, or even YouTube, you can use the same login that you use for Gmail. This makes it incredibly convenient for users, as you only need to remember one set of credentials.

You can also log in to other services and websites with your Google account, which means even fewer passwords to remember or record!

Integration with other services

Gmail is also integrated with other services, such as Google Drive. If you have an attachment that is too large to send through email, you can easily upload it to your Google Drive and share a link to it. This makes it easy to collaborate on documents and other files, as the most up-to-date version of the file will always be available and most important, you can change the file after you have emailed it!

Constantly improving

Finally, Gmail is constantly improving. Google reviews its service and adds new features, while also removing anything that they feel is not working. This means that Gmail is always improving, making it one of the most advanced email services available.

So, what are you waiting for, open an account today!

Chapter 1: Opening an Account with a Smile: Say Goodbye to Boring Emails

What to expect in this chapter:

Where to go to join Gmail

Filling in the form

Creating strong passwords

While Gmail works on every browser I tested, Google recommends using their Google Chrome browser to use Gmail. The first set of instructions will show you how to download the Chrome browser on to your computer. Hop over to the next section if you already have it or are using a different browser.

Download and Install Google Chrome

If you don't already have Google Chrome on your computer, pop over to https://www.google.com/chrome/ on your current browser, and click on the Download Chrome button as shown in figure 1.1.

On Windows:

Click on the file downloaded on to your computer (usually in your Downloads folder).

Click Yes to allow it to be installed.

Google Chrome will automatically load.

On MacBook

Click on the Downloads icon

Double-click googlechrome.dmg.

With your mouse, drag and drop the Google Chrome icon into the Applications folder.

That's it you're done, you now have Google Chrome!

When you first open Google Chrome, it will ask you to Get Started. Smash that big blue button called Getting Started.

Setting up Google Chrome will save you time in the long term as it will create bookmarks for you right there in the browser.

Select the bookmarks that you think you will use more often by clicking on the square with the service's icon. For example, in figure 1.2, I have chosen Gmail and YouTube, while deselecting Maps, as I use that on my mobile phone rather than on my computer. This step is not essential, as you can always get to all the Google apps from the Google Waffle Menu at the top right of the screen once you are logged in to any Google service (it looks like a square made up of nine smaller squares).

Next, pick a background. I chose Default for these instructions, which is the simplest background you can have. If you like a bit of color, there are lots of choices.

To finish setting up Google Chrome, either click on Set as Default or choose Skip. I use different browsers for different tasks, so I chose Skip.

You can continue to set up your browser or click on the Gmail bookmark as seen in figure 1.2. As this is a book about Gmail, not Google Chrome, I will fast forward in time to when you click on the Gmail bookmark. If you do click on No thanks (at the bottom of figure 1.2), then you can always look to the bottom-right of the homepage when you next open Google Chrome and click on Customize Chrome to finish off the setup. Check out figure 1.4 for where it is on the page.

In the Google Chrome, thereafter you will always have two links to Gmail. These will be at the top of the browser in your bookmarks bar, as seen in figure 1.4. In other browsers, you will only have the second link at the top-right of the browser, but as the first one is just a browser bookmark, you can easily create another one in your favorite browser.

Creating Your Gmail Account

In order to create your first Gmail account, head over to the account set up page. In Google Chrome, choose one of the links that are shown in figure 1.3 (at the top-left or top-right of the browser screen), or in any other browser at the top of your browser.

Alternatively. in your address bar, type in gmail.com or mail.google.com. Google will immediately change this and redirect you to the current URL they are using as their homepage (this changes over time).

A page will load where you click on Create Account. Unfortunately, for the size of this book, there are two screens, which you could get. You could be directed to a sign-in page, in, which case you click on Create Account at the bottom, next to the blue button, or you could be directed to a screen where there are two places to click on Create Account. Check out figure 1.3 for where the buttons appear on the screen. Helpfully, Google has bright blue buttons on the two screens, which will draw your attention to the right place.

You will then be taken to the page as illustrated in figure 1.4 to open your Google Account. You will be directed to a registration form that you will need to fill in with your personal information.

Once you click on the button, it asks you if it is For personal use, For my child or For work or my business. Choose the best choice for your needs. I'd like to point out that Gmail is trying out new ways of asking for this information. While I was creating the test accounts, the screens were out of order and the words changed. For example, within ten minutes of starting to create my test account, the options changed from asking if it was for personal use to For myself, which means the same thing, but does make it difficult to make instructions!

The registration form will ask for your first and last name, your desired username, password, phone number, and recovery email address. Fill in each section accurately, as this information will be used to verify your account and recover your account if you forget your password.

Filling in the forms

Please make sure you fill in all the boxes you can in the form. Your mobile number is requested for security reasons. If you cannot get into your account for any reason in the future, Google can send you a text message so you can get back in. The same with your email address. If the one you are creating will be your only email address, don’t worry, there are other ways to get into your account, but having a mobile phone or email address registered is the easiest backup.

Fill in your name

Add in your first and last name. For figure 1.5, the name is Reed Mail.

Your birthday and gender

The next screen will ask you to fill in your birth date and gender information. Why are they asking for this information? Filling this in can personalize your Gmail experience.

For birth date, it is checking to make sure you are old enough to have an account, or they will warn younger Gmail users that they may be trying to access a website they may not want to see. They need to know that you are over 13 to get an account, but they also use it to verify who you are if you forget your password. I have known people to put a different birthday in here. If you want to do this, remember what you entered!

Another reason they ask you for this information may be targeted ads, as when we grow older we may want to buy different things and they will want to target that.

They ask for your gender as they will tailor content, ads, and communication from what you tell them. It can also help merchants filter products by gender for customers.

Giving your gender options promotes inclusivity and diversity. However, if you don't specify your gender, Google will use gender-neutral language to avoid disclosing it publicly. They give you the option to opt in or out. If you want Google to say Send him a message in your friends' accounts, then specify Male. It's the same idea for Send her a message, choose Female. If you don't give a flying monkeys, then you can say Rather not say, in, which case it will tell contacts, Send them a message and you'll get generic adverts. The beauty of what they are doing here, is it is entirely your choice how you want to be known.

Choosing your username

Your username will be the start of your new email address. The shorter and more memorable it is, the easier it is to login or give out to your contacts. Spelling out your email address in a store or over the phone can be annoying when you need to give it to someone.

I recommend choosing something that won’t be embarrassing later. You may apply for jobs or be using this email address in your business. Fluffywuffychocolateguzzler may sound funny and may even be free when you type it in, but future employers or business contacts may not be so impressed.

The idea is to create an address of the form @gmail.com where you are picking the bit before the @ symbol. You can use letters, numbers and periods (full stops) and it must be between 6 and 30 characters long.

Do not use your home address or phone number in your email address. This just gives too much of your personal information to anyone who may come across your address. You don't want strangers turning up to your house or cold calling you.

When you put in your desired username, Google will automatically check to see if it is available, if not, they will tell you it is taken and the message I've highlighted in figure 1.7 will appear.

Notice how Google gives you a few pointers below your choices for some names that are available. You can choose one of those, but being more creative can look more appropriate (read professional) than putting a number on the end. For example, if you have put in your abbreviated first name, then your full first name may be more suitable or even putting in your middle name.

You may get a screen with username options after the first section when first setting up your account, where you are putting in your name in (figure 1.8). In that case, they will give you options and you either select one or click on Create your own Gmail address, then Next, where you can try again.

For my test email, ReedEMail was taken. They suggested I choose rm6840044 as an alternative. Let's be honest here, if I chose that email address, everyone would think it was generated by a computer, which, to be fair, it was. So I tried a few variations and ended up with [email protected]. Which, I am sure you will agree, is easier to remember!

To recap, to get a memorable email that you won't be embarrassed to use or appear spammy, type in different variants or choose one of their suggestions until you find one that you like and is available.

Choosing your password

Next, Google will ask you to choose a password. The most important thing to remember is to make it as strong as possible. Alone, passwords can be hacked. Together with two-factor authentication, they are a powerful preventative and will scupper many a would-be opportunist hacker.

Passwords should only be part of your strategy for keeping your Google account safe. If possible, always use 2-factor authentication as well. Please see Chapter 4 for more information.

Your password needs to be strong. There are a few schools of thought for thinking up passwords, so I'm going to cover a few ways here.

Whatever you choose, there should be a minimum of 14 characters in your password. The advice used to say 8 characters, but security has moved on as hackers have got cleverer/more experienced/annoying. If possible, these characters should be a mixture of lower and uppercase letters, numbers and special characters such as a $, *, &, @ and punctuation, etc.

First, what you should never do for a password:

Bad passwords

Never use all numbers or letters

Don't use all numbers and definitely do not use consecutive or the same numbers. i.e. 12345678 and 00000000 is horror movie level terrible.

Did you know:

Bad passwords

According to an excellent Tom's Guide article, the top 20 most awful passwords are:

000000

12345

111111

123123

123321

123456

654321

666666

1234567

12345678

123456789

1234567890

1q2w3e

abc123

DEFAULT

Iloveyou

password

qwerty

qwerty123

qwertyuiop

If you have any of these passwords, give yourself a severe talking to and send yourself to bed without dinner.

Never use a common phrase

FourthofJuly and Password are examples of this awful idea. These are going to be at the top of a hacker's list.

Never use your pets or family's names

With all the social media, websites and information out there, it's pretty easy for hackers to find out the names of pets and family members. Once they have gone through the obvious bad passwords, that will be the next on the hacker's hit list of words.

Having said all this, here are some options for making great passwords!

Create a strong password

Option 1:

The simplest one to remember is choosing three random words, which mean something to you, but would be impossible to guess for an outsider. For example, if your favorite food is cake, your favorite vacation was in Hawaii and you just love baseball, then as much as my spell check hates it, cakeHawaiibaseball could be considered a reasonable password, and it's 18 characters long! This is not the best option, but it is an option. You could make this stronger by adding number and special characters somewhere inside the password (see the next option).

Option 2:

Another way to choose a password is by using a combination of letters, numbers, and special characters. Using everyday words can make it easy to remember. For example, Elephantrocker is bad, but El3ph@ntR0ck5r is strong. To get El3ph@nt5r0ck5r, I replaced an e with a three, the a with @ symbol, s with five and o with zero. All the replacement numbers look like their letter counterparts to make it easy to remember. Combining this option with option 1 would make both options stronger.

Option 3:

The third way is to choose a phrase, which you will remember and take the first letters of each word, for example: The scariest horror movie I ever saw was Omen when I was a child! Once you have settled on a phrase, just add a special character and number. I saw the film when I was about 9, so that’s the number I will choose here. The password in this example would be: TshmieswOwIwac!9

Option 4:

Another way to choose a password is similar to the above method, but involves an aid. Those familiar with the 2011 movie Unknown starring Liam Neeson may recognize this method. It's not the same, but the movie was the inspiration for this way of choosing a password.

If you have a favorite book that you own, then flip to a random page, then a passage, and from that passage, choose a word. For example, if the word is in the 22nd line on page 150, two words along and the word is mammoth, the word would be 150222mammoth, or any combination of these elements that is easy for you to remember. You could record the number in a password book or online vault, which would, then point you to the right place in your novel or other book. In this example, you already know the book, record 150222 in your password retrieval system of choice. All you would have to do is look up the numbers to find the end of the password, making 150222mammoth. Just don't go telling everyone the name of the favorite book you are using on social media or lose that book! Different editions have different page numbers, so you could get yourself in hot water if you lost it.

Option 5:

Another way to create a strong, secure password is to keep track of your passwords in a spreadsheet on your computer, an online password vault, or in a dedicated password book. When you do this, you can make your passwords extra secure by adding a portion that you memorize and keep only in your head. This way, even if someone gets access to your password spreadsheet or book, they still won't have the complete password since part of it is memorized. I have a selection of disguised password books with covers that look like horror novels, animal books to gardening manuals. Check out my range at https://cericlark.com.

The secret to this option is that you only type half of the password in your file or book. What you record in the book or database needs to be random with a combination of characters. The reason that this method is secure is that half of the password is only stored in your head, so it doesn't matter if the recorded part of your password is gained by someone, it's useless to them without you telling them what the memorized half is. It also extends the password to more characters than you would normally do.

It does not matter where you put the memorized half of the password into the complete password (at the beginning, middle or end) as long as it is not written down and you remember where it goes. An example could be:

Memorized half (only in your head):

WindyGoatsRFunny

Recorded half (in book, spreadsheet or database):

Hydf54j@#f

For this half you could use a password generator or mash the keyboard. It really doesn’t matter as long - as it is random.

Full password while logging in would be:

WindyGoatsRFunnyHydf54j@#f

As you can see, this method would make your passwords difficult to guess. You should not store it in a password vault service unless you put it behind something protected by 2-step authentication.

If you are like me and are liable to forget passwords, a way to cheat is to use a service such as LastPass or Bitwarden. Sign up at https://lastpass.com or https://bitwarden.com and use their service to either generate passwords for you or to remember passwords you have made. You will need one password to use these services, but the service will remember all your other login information and can automatically log you in to websites. The service is free and will also work on your mobile devices.

If you do this, you can also use the memorized word idea. No online service is ever completely safe from hackers and if you only put half the password in the service, then the database will be useless to hackers if it gets stolen. The benefits of using a service like Lastpass or Bitwarden is that they can generate the complicated part of the password for you. Happy days! The memorized word portion of the password may mean a bit more faff logging in as the autologin won't work, but you can have a bit more peace of mind if you go the extra mile.

This way you can have different passwords for all the websites you visit and only have to remember the one to get into LastPass or Bitwarden, which stores all the impossible to remember ones. If you just use the service 'as is', they will also warn you when websites have been compromised and ask you to change your password for them. If you have used a different password (auto-generated) for each website, you will only need to change the one password. I highly recommend having a different password for each site so that if a hacker gets to a shopping site and steals your password associated with your username or email, then they won’t be able to use that password for your bank or any other site.

I'm going to give you the option of going super complicated in the name of security. Follow my instructions for making a secure password with a memorized portion, but have different memorized words for different types of sites. For banks, the memorized portion could be Burpy, for shopping, Farty and for news sites, Windy. Obviously, don't use these particular words as I've written them here, but you get the gist. In fact, needless to say, don't use any passwords written in this book as they could appear in a hacker list after publication. I'm pretty sure no one would use those words, I wouldn't, but you can never be too cautious with these things.

I would like to sound a word of warning here. If you use any of the online password services, make sure that you set up the password recovery options. For Lastpass, you will need to install the LastPass plugin and have set up the recovery information. The service is secure (up to a point - see my earlier comments) and if you have not done this and you have lost or forgotten your password, then there is no way of getting back the contents of your password database. You can generate a one-time password for emergencies, but you need to do this before you lose access. It should be done when you setup your account or as soon as possible, whichever password manager you choose.

To get more secure with LastPass and Bitwarden, set up two-factor authentication. This means that you will need both a password and your phone (or other physical device) to login. A hacker will not usually have access to your phone and even if they steal it, you will still be protected by the password. If your phone was stolen, you could, then change your password and use the recovery information to regain access to the password service to change the phone number.

Let’s get back to making our Gmail account.

Did You Know:

Use option 5 with password keepers or online password managers to help keep your passwords safe.

For a large selection of password keepers disguised to look like an ordinary book that you can hide in plain sight on your bookshelf, take a look at:

https://cericlark.com

Add your phone number

Your mobile phone is needed so that Google can text you a code to prove who you are when resetting your account in circumstances where you have forgotten your password.

They also want to make sure that a scammer can't use software to create lots of Gmail accounts for nefarious purposes, so it's in everyone's benefit that they do this.

Finally, they will want to make sure that they have set up Gmail for the right country for you. The terms and conditions and privacy details will be different for various countries and your phone number will tell them, which country you live in so that they can make sure they are tailoring the right services to your needs and your national laws.

Verifying your number

Google needs to check that you are a real person and that your phone number is real. Type in your number and click NEXT.

Check your phone or wait for the text from Google.

Once you have the verification number, add it to the screen that loaded when you clicked on NEXT.

Recovery Email

As part of the setup process, Google will ask you for a recovery email. This is in case of suspicious activity on your account or in case you are locked out. If you don't have a separate email address. You can always add one later and your phone number is another way of getting in if you are locked out. It is a simple matter to open a free outlook or yahoo email account, or even a super secure free or paid service like Protonmail, if you need a backup.

For the purposes of this book, I click on Skip as it's just a test account and will be deleted once it has fulfilled its purpose.

You are nearly done! Check the information in the Review your account info screen and click on Next.

Settings

During the sign-up process, you can choose to set up the speedy way or the 4 step way. This sounds a little like a gangster threat, or maybe I've watched too many movies! I recommend you choose the easy way and that you then go through the settings one by one so you know you are happy with how your Gmail is set up.

This means I would choose Express, but head straight over to Settings once I'm all signed up. For a full overview of Gmail settings and explanations of what they do and what they are for, please take a look at Chapter 11. Figure 1.13 shows what settings you are accepting by choosing Express (1 Step).

The next page is an extremely long explanation of what has been chosen for you and what it means. I recommend you read this, just so you have an overview. The explanation will change as they add services, so I haven't reinvented the wheel and screenshotted those.

There are two choices here, either accept or reject the options they present. These options are essential for using Google services. By accepting them, you agree to the best service they can give you with more relevant search results and YouTube suggestions (if you use it).

Press Confirm on the next screen and you will be taken to the Privacy and Terms and Conditions screen. I recommend you read through these. Even though I have placed a screenshot of them, these can be changed at any time, so it is always important to read them when you sign-up and Google should let you know when they change them.

Privacy and Terms

The dreaded privacy and terms of use will now load like the proverbial monster from the deep. Take a deep breath and read through them before clicking on I agree at the bottom of the page.

Smart Features

But wait, you're not finished yet, you'll need to turn on Google's Smart features. Choose Continue with smart Features and then click on Next.

Smart features are there to save you time when you need to reply to emails in a hurry. Google will suggest things like Great, thanks for letting me know. It will learn over time what sort of thing you say and create suggestions based on your style. There are no downsides to turning this on, but you can turn them off again in the settings later.

Personalizing your Google account

By selecting Personalize other Google products with my Gmail, Chat, and Meet data, you will allow Google products to 'talk' to each other. This means a map can appear in your calendar or an email. Wherever another Google product is relevant, it will help you out. As with other Google settings in the setup process, you can turn these on or off in the Gmail settings later. This is actually reassuring, as you would expect services from the same provider to share information with each other as standard. This shows that Google takes your personal information seriously and they are even asking you if it is okay to share your data between services like Gmail and Calendar.

Congratulations, your Google account is live! Figure 1.19 shows how your inbox will look when you first sign up.

If you ever want to add or edit your profile or account details, go to the top and click on the letter (the first initial of your name, which will change to your profile picture when you add it). I will explain how to set up your account later in this book.

Chapter summary

In this chapter, you learned about the process of setting up a Gmail account, starting with downloading and installing the recommended Google Chrome browser on Windows and MacBook computers. The chapter provided step-by-step instructions for the Google Chrome setup process, including selecting bookmarks and a background.

A walk-through of creating a Gmail account was next, which included choosing an appropriate and professional username, as well as creating a strong password using different strategies like combining random words, replacing letters with numbers and symbols, using phrases, or using services like LastPass or Bitwarden to help. The chapter also highlighted the importance of providing accurate personal information, such as your name, birthday, gender, phone number, and recovery email address.

The phone number verification process was discussed, emphasizing why it is important to prove your identity, preventing scams, and tailoring Gmail services to your country's laws. Setting up a recovery email was also mentioned as a backup measure for account security.

The chapter, then walked through the final steps of reviewing account information, accepting Google's privacy and terms, and turning on smart features to personalize your Gmail experience. By following these instructions, you will be well-equipped to set up a secure and working Gmail account successfully. The chapter also referred readers to Chapter 4, for more information on how to make your account even more secure.

Chapter 2: Gmail in a Jiffy: The Quick Guide for the Impatient

What to expect in this chapter:

An introduction to the top and dropdown navigation bars

An overview of the options available from the homepage

First steps in setting up your Google account

Adding your profile picture

Importing mail and contacts

Logging in

Adding Google and Gmail as your homepage

Reading emails

Gmail’s category inboxes (tabs)

If you're new to Gmail, the homepage might look a little confusing at first. Don't worry, in this chapter, we'll explain what all the different parts of the page mean. We'll also give you an easy-to-follow guide on how to set up your new Gmail account.

If you already have emails and contacts in another email service, like Yahoo or Outlook, I'll also show you how to move them into your new Gmail account. This way, you'll have everything in one place and can start using Gmail right away.

Navigating Gmail

Navigating Gmail can be done from three places:

The top navigation section that includes the search bar.

The Gmail specific functions directly underneath the navigation bar.

The side navigation panel.

Please see the following sections for more information. Figure 2.2 will give you a visual overview of where items are with labels.

The top navigation bars

There are two navigation bars on the top of the screen. I will call the first one, Account navigation and the second one the Gmail specific top navigation bar. I have to apologize for the mouthful, but it seems the most obvious way to differentiate between the two bars.

Account navigation

Search

In Gmail, the search bar is your constant companion. You can find it at the top of the page, right next to the Gmail logo. Whenever you need to find an email, simply type what you're looking for into the search bar. It's powerful enough to search through your email content and even attachments to find what