Gmail Tips

Gmail Tips

Get a Free Gmail Account

To set up a new Gmail email account:

  • Visit Create an Accountfor Gmail.
  • Enter your first and last names under Name.
  • Type your desired user name under Choose your username.
    • Your Gmail email address will be that user name followed by “”; If your Gmail user name is “example”, for instance, your Gmail address will be “”.
  • If Gmail lets you know that your desired user name is not available, enter a different desired name under Choose your usernameor click one of the proposals under Available:.
  • Type the desired password for your Gmail account under Create a password and Confirm your password.
    • Make sure you pick a password difficult to guess.
    • For enhanced security, you can later enable two-point authentication for your Gmail account.
  • Select and enter your birthday under Birthday.
  • Choose your gender under Gender.
  • Optionally, enter your mobile phone number under Mobile phone for account verification and authorization.
    • You do not need to specify a phone number to sign up for Gmail.
  • Optionally, enter an existing email address under Your current email address if you want to be able to recover a lost password with it.
    • You do not have to specify this secondary email address to create a Gmail account.
  • Now type the characters in the captcha picture under Prove you’re not a robot.
  • Select your country or location under Location.
  • Read Google’s terms for serving Gmail.
  • Make sure I agree to Google Terms of Service and Privacy Policy is checked.
  • Click Next step.
  • Click Next step again.
  • Now click Continue to Gmail.

Recover a Forgotten Gmail Password

Change your password frequently, they said. And you did.

Now, of course, you remember the password you had last week, and even last month’s. But the current Gmail password? Who knows?

Gmail knows. It will not, though, tell you.

Going through a validation process, you can set a new Gmail password—say, last week’s—, however, and regain access to your account.

Recover a Forgotten Gmail Password

To reset your forgotten Gmail password:

  • Make sure you either
    • have a secondary email address specified for your Gmail account or
    • you have not logged into your Gmail account for 5 days.
  • Follow the Can’t access your account?link from the Gmail log-in page.
  • Make sure I forgot my password is selected.
  • Type your full Gmail email address under Email address.
  • Click Continue.
  • If you have set up a secondary email address for recovery:
    • Make sure the desired email address is selected following Get a password reset link at my recovery email: under Choose how to get back into your account..
    • Click Continue.
    • Open the Google Password Assistance message in the selected email account from Google Account Recovery.
    • Follow the link under To initiate the password reset process for your ___ Google Account.
  • If you have set up a security question for Gmail password recovery:
    • Make sure Answer my security question is selected under Choose how to get back into your account..
    • Type the answer to your recovery question following the question.
  • If you have set up phone number for account recovery:
    • Make sure the desired phone number is selected following Get a verification code (via SMS) on my phone: under Choose how to get back into your account..
    • Click Continue.
    • Open the SMS text message from Google that begins with Your Google verification code.
    • Type the verification code form the text message on the Google Account Recovery page under Enter that code here.
    • Click Continue.
  • Enter the desired new password under both New password: and Re-enter password.
  • Click Reset password.

If you have used your Gmail account in the past five days but have not specified a secondary email address, you’ll have to wait for these five days to pass.

No Secondary Address and Your Answer to the Security Question Does not Work?

Are you unable to reset your Gmail password, either through a secondary address or by answering your security question?

  • Make sure you are trying to access the right account.
    • Check the account name for misspellings.
    • Does the security question sound familiar?

Contact Google with as many details that allow them to identify you as the account holder as possible.

Delete Your Gmail Account

So you have one Gmail account too many?

No; you don’t have to tell me any reasons for your wanting to quit Gmail. I won’t ask; not right now.

Gmail will ask you to click numerous times, of course, and for your password, too. Still, closing your Gmail account and deleting the mail in it is pretty straight forward a task.

Delete Your Gmail Account

To cancel a Gmail account and delete the associated Gmail address:

  • Step by Step Screenshot Walk through
  • Go to Google Account Settings.
  • Go to the Data tools
  • Click Delete products under Account management.
  • Click Remove Gmail permanently under Delete a Product.
    • You can also choose Close account and delete all services and info associated with it to remove your entire Google account (including your search history, Google Docs, iGoogle page, AdWords and AdSense as well as other Google services).
  • Make sure Yes, I want to permanently delete and remove it from my Google checked under Are you sure you want to delete example@com?​.
  • Enter an email address different from the address associated with the account you are closing under New primary email address.
    • Gmail may already have entered the secondary address you used when creating the Gmail account.
    • The alternative email address becomes your new Google account user name.
    • Make sure you enter an email address to which you have access. You need that access to complete deleting your Gmail account.
  • Enter your Gmail password under Current password.
  • Open the “Gmail Removal Confirmation” email from “” at the email address you specified as your new.
  • Follow the deletion link in it.
  • Type your Gmail password under Password:.
  • Click Verify.
    • Keep in mind that you cannot undo this step.
  • Optionally:
    • Offer feedback to Google about Gmail under Why did you delete Gmail?.
    • Click Submit.
  • People who mail your old Gmail address will get back a delivery failure message. Make sure you announce a new or alternate old address where desired.

Access Gmail with Outlook 2007 Using IMAP

To set up seamless access to all your Gmail mail and labels in Outlook 2007 (you can also access Gmail with Outlook 2002 or 2003 and with Outlook 2013, of course):

  • Make sure IMAP access is enabled in Gmail.
  • Select Tools | Account Settings…from the menu in Outlook.
  • Go to the E-mail
  • Click ...
  • Make sure Microsoft Exchange, POP3, IMAP, or HTTPis selected.
  • Click Next >.
  • Type your name (what you want to appear in the From:line of messages you send) under Your Name:.
  • Enter your full Gmail address under E-mail Address:.
    • Make sure you include “”. If your Gmail account name is “asdf. asdf”, make sure you type “” (not including the quotation marks), for example.
  • Make sure Manually configure server settings or additional server typesis checked.
  • Click Next >.
  • Make sure Internet E-mailis selected.
  • Click Next >.
  • Select IMAPunder Account Type:.
  • Type “” under Incoming mail server:.
  • Enter “” under Outgoing mail server (SMTP):.
  • Type your Gmail account name under User Name:.
    • If your Gmail address is “”, for example, type “asdf. asdf”.
  • Type your Gmail password under Password:.
  • Click More Settings ….
  • Go to the Outgoing Server
  • Make sure My outgoing server (SMTP) requires authenticationis checked.
  • Now go to the Advanced
  • Select SSLunder Use the following type of encrypted connection: for both Incoming server (IMAP): and Outgoing server (SMTP):.
  • Type “465” under Server Port Numbersfor Outgoing server (SMTP):.
  • Click OK.
  • Now click Next >.
  • Click Finish.
  • Click Close.

Now you can elegantly mark mail as spam or apply Gmail labels right in Outlook, too.

To prevent Outlook from displaying duplicate items in the To-Do Bar (one from, say, your Gmail Inbox, the other from All Mail):

  • ›› Step by Step Screenshot Walkthrough
  • Make sure the To-Do Baris visible in Outlook.
    • Select View | To-Do Bar | Normalfrom the menu.
  • Make sure the to-do bar’s task list is enabled.
    • Select View | To-Do Bar | Task Listfrom the menu if it is not.
  • Click in the task area in the To-Do Barto make sure it is selected.
  • Select View | Arrange By | Custom…from the menu.
  • Click ...
  • Go to the Advanced
  • Click the Fielddrop-down menu under Define more criteria:.
  • Select In Folderfrom All Mail fields.
  • Enter “All Mail” (not including the quotation marks) under Value:.
  • Click Add to List.
  • Click OK.
  • Click OK

As an alternative to IMAP, you can also set up Gmail in Outlook 2007 using the simple and robust Post Office Protocol (POP).

 Block a Sender in Gmail

To have Gmail send messages from a specific sender to the Trash automatically:

  • ››Step by Step Screenshot Walkthrough
  • Click the Show search optionstriangle () in the Gmail search
  • Type the desired email address under From:.
    • You can block an entire domain by entering just that. To block all mail from both and, type “”.
    • To block more than one address, separate them with “|” (the vertical bar; typically above the backslash on the keyboard; not including the quotation marks). You can block both and by typing “”, for example.
  • Click Create filter with this search ».
  • Make sure Delete itis checked under When a message arrives that matches this search:.
  • Click Create filter.
    • Check Also apply filter to [__] matching conversationsto delete previously received messages.

To archive and label instead of delete messages, choose Skip the Inbox (Archive it) and Apply the label: under Choose action when setting up the filter.

Of course, you can always unblock somebody you have blocked using a filter in Gmail.

Add a New Address to Your Gmail Block List

To add new senders to your block list, add them to an existing deletion filter using “|” (as above), or create a new filter if the From: field has grown big and unwieldy. You can find the existing filter by clicking the Settings gear in Gmail, selecting Settings and going to the Filters tab.


Set Up an Out of Office Vacation Auto-Reply in Outlook for a POP and IMAP Account

To set up an auto responder in Outlook, first set up the message used for the reply:

  • Create a new message (click New Email) in Outlook.
  • Enter the desired Subjectand message for your Outlook out of office auto-reply.
    • If possible and relevant, do include when people mailing you can expect a personal answer, or whether they should expect an answer at all. This might be some time after you will have returned.
    • Optionally, you can add Cc:and Bcc: recipients to receive a copy of each automatic reply.
    • If you set up the Outlook out of office auto-reply to be sent in response to all incoming mail (instead of only messages from select contacts), do take into account thatrevealing too much information freely does pose a risk.
  • Click FILE.
  • Choose Save Ason the sheet that appears.
  • Make sure Outlook Templateis selected under Save as type:.
  • Optionally, enter a template name under File name:.
    • Outlook has chosen the template’s subject by default.
  • Click Save.

Go on to create the out of office auto-responder rule in Outlook:

  • Click FILEin Outlook’s Mail view.
  • Make sure the Infocategory is open.
  • Click Manage Rules & Alertsunder Account Information.
  • Click New Rule….
  • Make sure Apply rule on messages I receiveis selected under Start from a blank rule.
  • Click Next >.
  • Make sure Where my name is in the To boxis checked under Step 1: Select condition(s).
    • You can leave all boxes unchecked, of course, and make the Outlook out of office auto-responder reply to all incoming mail.
  • Click Next >.
  • Make sure reply using a specific templateis checked under Step 1: Select action(s).
  • Click on a specific templateunder Step 2: Edit the rule description (click an underlined value).
  • Make sure User Templates in File Systemis selected under Look In:.
  • Highlight the template created before.
  • Click Open.
  • Now click Next >.
  • Make sure except if it is an automatic replyis checked under Step 1: Select exception(s) (if necessary).
  • Click Next >.
  • Type the desired name for your auto-responding filter under Step 1: Specify a name for this rule.
  • Optionally, enable Create this rule on all accounts.
    • Keep in mind, though, that filters may not work with certain account types (for which Outlook will not create them even with this box checked).
  • Click Finish.
  • Click OK.

Instead of setting up a rule in Outlook manually, you can also use a tool like FreeBusy, of course; this also helps avoid sending unneeded out of office auto-replies.

Do take into account that Outlook will only send an auto-reply to each address once per session; a second auto-response may only be sent after Outlook is closed and re-opened. You also cannot have Outlook automatically reply to a sender with two different messages.

Set Up an Out of Office Vacation Auto-Reply in Outlook for an Exchange Account

If you use Outlook with an Exchange account, you can set up an out of office auto-reply directly at the server:

  • Click FILEin the main Outlook window.
  • Open the Info
  • Click Automatic Replies.
  • Make sure Send automatic repliesis selected.
  • To have the auto-responder start and stop automatically:
    • Make sure Only send during this time range:is checked.
    • Select the desired date and time for starting the auto-responder under Start time:.
    • Pick the desired ending date and time under End time:.
  • Enter the message of your out-of-office auto-reply under Inside My Organization.
    • This email will be sent to people at your company.
  • To send automatic responses to people outside your company as well:
    • Open the Outside My Organization
    • Make sure Auto-reply to people outside my organizationis checked if you’re okay with the security risks involved.
    • Enter the message sent to people outside your company.
  • Click OK.