Google Apps - How do I?

Please note these questions apply to using features in the new Google Apps - myDIT webmail

  1. How do I log into my new Google Apps -myDIT webmail?
  2. How do I attach a file?
  3. How do I remove an attachment?
  4. How do I spell check my email?
  5. How do I stop messages from being grouped into conversations?
  6. How do I mark a message as "unread" in my Inbox after I open it?
  7. How do I check if some emails have been blocked by the spam filter?
  8. How do I create a Folder to store my emails?
  9. How do I apply a label to my email?
  10. How do I use the search function?
  11. How do I sort my emails by sender or subject?
  12. How do I create a Signature?
  13. How do I set an Out of Office?
  14. How do I create a new contact?
  15. How do I check my Quota?
  16. How do I create a Calendar event and invite attendees?

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1.  How do I log into my new Google Apps - myDIT webmail?

This webmail will replace the old myDIT webmail and it will be useful of you are away from your desk and you need to check your email. To access email using this method, click the following link:  https://mail.google.com/a/dit.ie.

On the logon page your:

  • Username: 6 digit staff number
  • Password: your ICT domain password  (email password)

NOTE PASSWORD CHANGE: as part of the migration you will need to change your password.  This can be done at any time from now until your email is schedule to be migrated. The easiest way to change your password is using: https://mypassword.dit.ie

Remember you have two options to log into your email. If you choose you can continue using your email client (outlook, thunderbird etc) to send and receive email. With this method the user experience will not change, you will send and receive email the same way you always have.

 

2. How do I attach a file in Google mail?

  • In Gmail, click the Compose button
  • Click the paperclip icon at the bottom of the compose window

  • Browse through your files and click the name of the file you'd like to attach
  • Click Open.

 

Note:

  • Attachment size limit - You can send messages up to 25 megabytes (MB) in size
  • As a security measure to prevent potential viruses, gmail doesn't allow you to send or receive executable files (such as files ending in .exe ).

 

3. How do I remove an attachment?

  • If you'd like to remove a file you've attached to a message, click the x to the right of the file name at the bottom of the message

 

4. How do I spell check my emails?

  • Click the down arrowMore options drop-down arrow next to the "Discard draft" icon Discard draft icon at the bottom of your compose window.

  • Click Check spelling.
  • If there's a misspelled word, it will be highlighted in yellow. Click the misspelled word to see Gmail's suggestions for similar words.
  • Select a suggested word from the list to replace the misspelled word.

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5. How can I stop messages from being grouped into conversations?

  • 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.

 

6. How can I mark a message as "unread" in my Inbox after I open it?

Select the message. click the  More drop-down list at the top of the page,, select Mark as unread.

 

 

7. How do I check if some emails have been blocked by the spam filter?

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8. How do I create folders (labels) to store my email?

Actually, Gmail doesn't use folders. To help you organize your mail more effectively, Gmail uses labels instead. Labels do all the work that folders do, but with an added bonus: you can add more than one label  to a message.

How to create a label that you can add to any of your messages?

  • On the left side of the page, click More at the bottom of your labels list. (If you don't see "More," grab the gray dividing line with your cursor and drag it down to show more labels.)
  • Click Create new label.
  • Type the name of your new label and click Create.

 You can also create a new label for a message in your Inbox by selecting the checkbox next to the messages, click the Labels  button above your message list, and then clicking Create new.

 

How to create a sub label?

You can add a sub-label beneath a label to create a hierarchy. This can be done in two ways.

1. When creating a new label, you can make it a sub-label underneath another label that's already in your account by checking the box next to 'Nest label under' and selecting which label you'd like to nest it under.

2. You can create sub-labels by hovering your cursor over an existing label on the left side of your Gmail page, clicking the down-arrow that appears next to that label, and selecting 'Add sub label.'

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9. How do I apply a label to an email

You can add a label to your email in several ways:

  • When viewing your Inbox, select the checkbox next to those messages, click the Labels  button, and click the label you want. (Or check the boxes next to several labels) Click Apply
  • When viewing a message, click the Labels  button, and click the label you want
  • You can also click and drag a label from the left side, and drop it on the message.
  • When writing a new message, click More options drop-down arrow More options in the bottom right corner of the compose window, click Label, and then select one of your labels.

 

 

 

10. How do I use the search function?

You can use the search function in gmail to search for a word or multiple words that appear anywhere within the message you want to locate.

Simply type the word you are looking for in the search field and click the search button

Your results will be displayed with your search terms highlighted in yellow within the message.

If you're having trouble finding the result you want, you can refine your query by clicking the small arrow in the search box, and entering your criteria in the appropriate fields

Note

  • Gmail doesn't recognize special search characters like square brackets, parentheses, currency symbols, the ampersand, and asterisks.
  • Gmail will also search within attachments where possible, so your search may return items without the search terms in the message text.

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11. How can I sort my emails by sender or subject?

Gmail doesn't have a sort feature. Instead of sorting emails you search  for them using the search bar.

If you want to find emails from a colleague type your colleagues name in the search field and all emails To, From and containing that name will be displayed. Select the pull down arrow of the search field for more advanced searches. 

 

 

 

12. How do I create a signature in Google mail?

  • Open your gmail email
  • Click the gear icon  at the top right of any Gmail page
  • Click Settings
  • Scroll down to the “Signature” section and enter your new signature text in the box. You can format your text using the buttons directly above the text box
  • Click Save Changes at the bottom of the page

Please note: Staff are encouraged to include an Irish version of their signature. For further information please contact Oifig na Gaeilge at gaeilge@dit.ie"

 

13. How do I set an out of office?

  • Open your gmail email
  • Click the gear icon  at the top right of any Gmail page
  • Click Settings
  • From the General tab, scroll down to Out of Office AutoReply.
  • Select Out of Office AutoReply on
  • Enter the date, subject and body of your Out of Office message.
  • If you've enabled a personalized signature in your settings, Gmail will automatically append it to the bottom of your out of office response. No rich formatting, including images, will be included.
  • Click Save Changes.

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 14. How do I create a new Contact?

 

        • - Click Mail in the top left corner and then click Contacts
        • - Click the New Contact button in the top-left corner
        • - Enter your contact's information in the appropriate fields. Any information you add will save automatically.

 

 

 Automatically added contacts

Email addresses are automatically added to your Contacts list each time you use the Reply, Reply to all, or Forward functions to send mail. Each time you mark a message as 'Not Spam,' your Contacts list is also automatically updated so that future messages from that sender are received in your inbox.

Look for automatically added contacts in the Other Contacts group on the left side.

Please note: Please add your name and email address as a contact in your own contacts list. This will be useful if you are creating a calendar event and inviting attendees. By doing this event invitees will receive your event request from <firstname surname> rather than, staffNo.@dit.ie

 

 

15. How do I check my quota?

Each Google Apps user can store up to 30 GB of content. This storage is shared between Gmail and Google Drive.  You can see your storage usage and limit at the bottom left of any Gmail page 

 

 16. How do I create a Calendar event and invite attendees?

Click on the following link for instructions How do I create a calendar event and invite attendees

Before using your calendar please add your name and email address as a contact in your own contacts list. By doing so, event invitees will receive your event request from <firstname surname> rather than, <staffNo>@dit.ie

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