Gmail Resources

How do I login to Gmail?

1. Type the following URL in the address bar of your browser OR click on the link shown:  https://accounts.google.com/
2. In the box that appears, type your entire Bard email address ([email protected]) and click Next.
3. In the next window, type your password in the box.  You should see your name and a person-shaped icon which you may set up with your own image once you begin using your Gmail account.
4. If requested; authenticate the login with one of your established 2-step authentication methods.
5. Once you’ve logged in once on your machine, Google will remember your full name and username for future logins. If you are using a shared or publicly accessible computer, make sure to log out of your account when you have finished working. 

How do I set up my email client with Gmail?

The details for setting up your email client, (Thunderbird or MacMail) are here:

How to Set up Gmail with Other Mail Clients

Other information is as follows:

Email Client Server Settings
Incoming mail server:

• Account Type: IMAP
• Incoming Server: imap.gmail.com
• Incoming Secure Connection: SSL
• Incoming Username: Bard username
• Authentication: Bard password

Outgoing mail server:
For laptops, mobile devices, and off-campus computers:

• Outgoing server: smtp.gmail.com
• Authentication is required, type is: password

If you need help configuring your Gmail with your email client, please contact the Help Desk at [email protected] or 845-758-7500. 

How do I set up my Gmail account with my phone?

Note: Not all phones are the same. The following are general guidelines for setting up your Gmail account on your phone. If you need help configuring your Gmail with your email client, please contact the Help Desk at [email protected] or 845-758-7500.

iPhone: 

• Go to mail>contacts and calendars>add new account
• Select Gmail

Android:

• Go to mail>contacts and calendars>add new account
• Select Gmail

Mobile Devices General Configuration:

• Account type: Exchange
• Domain: bard.edu
• Server: imap.gmail.com
• Outgoing Server: smtp.gmail.com

How do I login when I have more than one Gmail account?

Sometimes, when you try to log in to your Bard Gmail account, you are sent to a personal Gmail account instead. This happens when people have both a Bard Gmail account and a personal Gmail account. It also can happen if multiple people share a computer. If you log in and arrive at the wrong account, follow these instructions:

1. In the upper right corner of your screen, find the blue avatar, or your picture > Left-click on it and choose Add Account(instead of Sign out).
2. Choose your Bard Gmail account from the list.
3. You should then be redirected to the normal login process where you can enter your Bard Gmail credentials. 

How do I add a signature to my Bard Gmail?

1. Login to your Bard Gmail.
2. Click the gear-shaped Settings drop-down icon and choose Settings from the resulting list.
3. In the General tab, find the Signature section.
4. Click in the textbox (the radio button under “No signature” will be selected) and enter your signature as you would like it to appear. You may use the icons above the textbox to format and enhance your signature. If you do not have these icons, see the NOTE under Add a hyperlink to your signature.
5. Click Save Changes at the bottom of the page when you are finished. 

How do I create and apply labels?

You can create new labels simply through the label sidebar on the Google Mail screen. You can also create sub-labels. Sub-labels work like labels but are nested under the desired label.  
To create a label:

1. Login to your Bard Gmail.
2. From the Mail screen, click the More shortcut in the left sidebar.
3. Click Create new label.
4. Enter your label name.
5. Click [Create].

To create a sub-label (or “nested” label):

1. Repeat steps 1 through 5 of To create a new label above.
2. Enter the name for your nested label and check the Nest label under:box.
3. Click the drop-down arrow and select the label you would like to nest your new label under.
4. Click [Create].

Apply New Labels

1. Check the box(es) next to the message(s) you would like to label.
2. Click the Labels icon in the toolbar above your inbox.
3. Check the box(es) next to the label(s) you would like to give to your message.
4. Click Apply.

NOTE: You may notice that the labeled messages are not filed away but instead remain in your Inbox. If you want to move a labeled conversation out of your Inbox, just check the box next to the conversation and click the “Archive” icon. This does not delete your conversation but simply moves it to All Mail. 

How do I create email filters in Bard Gmail?

1. Log in to Bard Gmail.
2. Click the gear-shaped Settings icon located near the top right of the screen.
3. Choose Settings from the resulting drop-down menu.
4. Click the Filters and Blocked Addresses tab.
5. Scroll to the bottom of the window if necessary and click Create a new filter.
6. Fill in the necessary information for you filter. To create a filter for emails from a particular source (such as [email protected]), type the email address in the From box. You can also create a filter based on the Subject, if it contains certain words (“Has the words”), etc.
7. Click Create filter with this search.
8. Click the box next to what you would like to happen when the messages that match the criteria arrive. If you click the Apply the label box, you will need to choose a label from  the “Choose label” drop-down. If you have yet to create the appropriate label, simply click New label.
9. To help keep your messages organized, you can have a message automatically labeled and removed from your inbox until you can look at it later. To do so, check the Skip the Inbox box when you create a filter. It is good to keep in mind, however, that you may want to wait until you are done with a message to file it away if there is a chance that skipping the inbox would keep you from noticing it.
10. Check Also apply filter to (#) matching messages if you want the filter you just created to affect messages currently in your Inbox.
11. Click Create filter when you are finished. 

How do I create filters in Gmail?

Use a particular message to create a filter

1. Open Gmail.
2. Check the checkbox next to the email you want to create a filter for.
3. Underneath the search box in the Gmail window, click the More drop-down menu.
4. Click Filter messages like these.
5. The criteria window opens. Whoever this email is from, their email will show at the top of the window. For general emails from individuals, this is all the criteria you need. Click Create filter with this search in the bottom right corner of the window to continue – OR – if you need to enter more filter criteria, use the other options in the window. Be careful what you enter here so you don’t filter out other emails that may have the same criteria. Keep it simple. If the email is from a company or organization and you don’t want to mark the email as spam, you can enter specific words that show up in the email in the Has the words box, for instance. Then click Create filter with this search to continue. 
   
   IMPORTANT:  When you select an email to be filtered that an individual wrote but is actually from a listserv email, the email “list” address will be automatically fill in at the top of the criteria window, not the email of the individual person. Gmail is smart enough to realize that when you want to ‘filter messages like these’ you will likely mean the listserv itself rather than the individual sender — an important distinction if that’s not what you want to do. If this isn’t what you want then you need to add criteria.  See example below:
    
6. The last window that opens is for deciding what to do with your filtered email. You can have it automatically deleted (Delete it), Skip the Inbox and archive it, apply a label to it, etc. (Archiving and/or labeling it is a safe choice in case you ever need to read the email again.) It’s a good idea to also select the option apply the filter to existing emails in your mailbox; the last choice in the window. This option actually shows how many emails will be affected.  When you’re finished, click the Create Filter button.

Create a Filter Using Settings

1. Open Gmail.
2. Click the Gear icon in the upper right hand corner of the mail window and click Settings.
3. Go to the Filters and Blocked Addresses tab. (This is also where you manage your filters once you’ve created them.) Click Create a New Filter.
4. In the next window, enter your search criteria.  Use the other options in the window. Be careful what you enter here so you don’t filter out other emails that may have the same criteria. Keep it simple, but be specific. If the email is from a company or organization and you don’t want to mark the email as spam, you can enter specific words that show up in the email in the Has the wordsbox, for instance.  Then click Create filter with this search in the lower right hand corner to continue.
5. The last window that opens is for deciding what to do with your filtered email. You can have it automatically deleted (Delete it), Skip the Inbox and archive it, apply a label to it, etc. (Archiving and/or labeling it is a safe choice in case you ever need to read the email again.) It’s a good idea to also select the option: apply the filter to existing emails in your mailbox; the last choice in the window. This option actually shows how many emails will be affected.
6. When you’re finished, click the Create Filter button.

 
 
How do I keep Gmail from threading my conversations?
How do I see the top part of the email I'm replying to?
How do I change my display name?
Additional Customization and Tips
How do I add an attachment to a message?
How do I add an attachment from Google Drive?
How do I insert an image into an email?
How do I create a vacation/out of office message?
How do I show/hide snippets in the mail view?
How do I show a full preview of my email without opening it entirely?
How do I enable desktop notifications in Bard Gmail?
How do I add a hyperlink to my Bard Gmail?
How do I show more system labels?
 
 
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How do I change my display name?

1. Login to Bardssb.bard.edu
2. Click on your "Personal Information" tab
3. Continue to the Personal Information menu
4. Click on the "Edit" icon in the right hand corner of the Personal Details section and add/edit your preferred first name. Your Google display name should then synch within 24 hours. If 24 hours has passed and your display name has not changed, please contact the Helpdesk. 
5. If you wish to update your displayed last name; contact the Registrars office and the Dean of Student Affairs office to have your legal name updated in Banner.  

How do I add an attachment to a message?

When composing an email in Google Mail, you are able to attach a variety of files, including Microsoft Office files, PDFs, image files, and video files. Below are two different options for attaching files in Bard Gmail.

Click and Drag

1. Login to your Bard Gmail.
2. Click the COMPOSE button in the upper left hand corner of the window.
3. Find the file (from your desktop, from Windows Explorer, etc.) that you would like to attach to the email.
4. Click and drag the file into the Mail window. You will see the words “Drop files here” and a large box bordered by dashes. Drop the file in this area. This method displays an image file in the body of the email. If you’d rather not do that, follow the Browse and Attach steps below.
5. Repeat as desired. Complete the email and click Send.

Browse and Attach

1. Login to your Bard Gmail.
2. Click the COMPOSE button in the upper left hand corner of the window.
3. Click the Attach files paperclip icon located in the bottom toolbar at the bottom of the compose window.
4. Navigate to the file and double-click it.
5. If you would like to attach more files, repeat steps 4 and 5.

Complete the email and click Send.

How do I add an attachment from Google Drive?

When composing an email in Google Mail, you are able to attach a file you saved in Google Drive.

1. Login to your Bard Gmail.
2. Click the COMPOSE button in the upper left hand corner of the window.
3. Click the Insert Files Using Drive icon  at the bottom of the Compose window.
4. Click the tab for My Drive or Shared with Me to locate your file.
5. Double-click on the file OR click on the file > Click the Insert button at the bottom of the window.
6. The file name and link should show up in the Compose window.
7. Repeat steps 3-5 to add other files.

Complete the email and click Send.

How do I insert an image into an email?

Google Mail has an option to let you add images to display in an email. You have the option of adding images from a saved file location or from the Internet.
Adding an Image to an Email

1. Login to your Bard Gmail.
2. Click the COMPOSE button in the upper left hand corner of the Mail window.
3. After you have completed writing your email, place your cursor in the email message box where you would like the image to appear.
4. From the bottom toolbar at the bottom of the Compose window, click the camera icon   to “Insert photo”  See image below.
5. Select whether to add an image from your computer (Upload) or to link to a web address (Web Address URL).  In the Upload version you also have an option to display the image Inline (in the body of the email) or As attachment by selecting either of the buttons in the lower right hand corner of the Upload Photos window before you select your image file.
6. If you selected from your computer, select Choose File, navigate to the desired image, and click Open. If you selected to link to a web address, type the web address of the image into the “Image URL” field. (You can also right click on an online image and select Copy image URL or Copy image address).
7. Wait till the image uploads and click OK. The image will be added to the email.

How do I create a vacation/out of office message?

You can create an automatic respond message in Bard Gmail that will be sent to anyone who emails you during a specific time period.

1. Login to your Bard Gmail.
2. Click the Settings Gear button    in the upper right hand corner of the window.
3. Click the General tab. Scroll down until you see the Vacation Responder section.
4. Fill out the information necessary > Click the radio button for  Vacation responder on when you’re finished > click the Save Changes button.

How do I enable desktop notifications in Bard Gmail?

In Google Chrome, you can enable desktop notifications for Gmail so Google can alert you when you have a new chat message or a new email message. Once you have enabled the desktop notifications, a pop-up will appear to let you know that you have a new message in the lower right hand corner of your screen, regardless of whether or not you are looking at your Gmail. (This pop-up does NOT stay open in any location. If you are away from your desk when it appears, you won’t see it.)

NOTE: These notifications are only available when you use Google Chrome as your internet browser.

1. Within Gmail, click the gear icon  in the upper right-hand corner > select Settings.
2. Under the General tab, in the Desktop Notifications section, click the appropriate radio buttons. You may turn notifications on or off, and for email, you may choose to only show notifications for email messages marked as “important.”
3. Click Save Changes at the bottom of the screen.

NOTE: You must have a Google Chrome browser page open and be logged in to Gmail for desktop notifications to appear.