blog posts

As mentioned in Part 1, Gmail provides users with practical and convenient features. Next, we will examine other features of this popular messenger.

6- Labels and categories

In Gmail, Labels and Categories allow you to manage and access your emails easily. Using tags and categories. You can divide your emails into different categories and assign them a label to access them easily.

Labels

Labels in Gmail allow you to assign labels to your emails and divide them into categories. Using labels, you can easily access and manage your emails.

How to add tags to an email

To add tags to an email, you can follow these instructions:

1- Open the email you want to add a label to.
2- At the top of the email page, click on the “Label” button.
3- In the opened menu, choose the existing labels for email or create a new label.
4- To create a new label, click on the “Create new label” option and enter the name of the label.
5- After selecting or creating a label, click on the “Go to label” button to access all the emails assigned to this label.

The following video illustrates adding labels to emails:

Categories

In Gmail, categories allow you to categorize your emails by type. Categories are created automatically, and Gmail automatically tries to categorize your emails. For example, promotional, announcement, and social emails are automatically placed in their respective categories.

For automatic categories, you can use tags and assign a tag to the emails corresponding to each tag category. Also, you can disable automatic categories and use tags instead.

7- Gmail online chat

Gmail allows users to communicate with their friends and colleagues through online chat and also can hold audio and video calls using Google Meet.

How to use the online chat in Gmail

To use the chat in Gmail, you can follow these instructions:

1- Log in to your Gmail account.
2- At the bottom of the page, click on the “Chat” button.
3- Click on the “Contacts” button in the opened menu to see your contacts list.
4- To chat with one of your contacts, click on their name to open the chat window.
5- In the chat window, you can chat with your friend instantly. To send a message, type the desired text and click the “Send” button.
6- Also, you can send different files in the chat, such as photos, audio, and video files.

How to use Google Meet

In addition, you can instantly chat with your friends and colleagues in Gmail using Google Meet, a video conferencing tool. To use Google Meet, you can follow these instructions:

1- On your Gmail page, click the “Meet” button.
2- In the opened menu, click on the “New Meeting” button to create a new meeting.
3- In the opened window, click on the “Start Meeting” button.
4- To invite your friends to the meeting, you can copy the meeting link in the opened window and send it to them or invite them to the meeting through the “Invite” button.

You can see the steps in this video:

How to use the Gmail group chat feature

Besides, in the latest version of Gmail, a new feature called “Group Chat” has been added, allowing you to chat with several people simultaneously. To use this feature, you can follow these instructions:

1- At the bottom of the page, click on the “Chat” button.
2- Click the “New Group” button in the opened window.
3- In the window that opens, enter the usernames of the people you want to add to the group.
4- After selecting people, click on the “Create Group” button.
5- Now, you can chat with people in the group at the same time. To send a message to the group, type the desired text and then click the “Send” button.

Using these chat features in Gmail, you can easily connect with your friends and colleagues and chat with them online.

How to edit messages in Gmail chat

In Gmail chat, you can edit your messages. This feature allows you to modify and apply corrections to your messages as needed.

To edit a message in Gmail chat, you can follow these instructions:

1- Open the message you want to edit.
2- On the “Message” button, click “Edited message,” which is displayed at the bottom of the message.
3- In the opened window, click on the “Edit” button.
4- The text of your previous message is deleted, and a message editing box opens instead. Now you can edit your new text in this box.
5- After applying the changes, click the “Save” button to update your message.
6- Your message will now be displayed with the “edited message” mark at the bottom of the message so that others know that this message has been edited.

Please note that after editing a message, the message editing history will be displayed at the bottom of the message. So others can see that your message has been edited.

8- Gmail smart alerts

Gmail uses smart tools to help users manage their emails. One such tool is Smart Alerts, which help users take better care of their emails and protect important information they might lose.

Below are more details about smart alerts in Gmail:

A- “IMPORTANT EMAIL ALERT” smart alert

This alert shows you that Gmail has detected an important email. To detect important emails, Gmail uses its algorithms to analyze the content of emails and how they communicate with the sender. This alert will help you pay attention to more important and priority emails and thus use your time as best as possible.

B- “SUSPICIOUS EMAIL ALERT” smart warning

This alert indicates to users that the email they received appears suspicious. To detect suspicious emails, Gmail uses its algorithms to analyze the content of emails and detect suspicious patterns. For example, if an email contains suspicious links or attachments, Gmail may consider it suspicious. With this warning, users can avoid opening suspicious emails and suspicious attachments, thus protecting themselves from hackers and malicious programs.

C- Smart alert “This email seems to be lost” (EMAIL NOT FOUND ALERT)

The smart alert “This email seems to be lost” (EMAIL NOT FOUND ALERT) typically shows when an email sent to a particular recipient cannot be delivered because the email address is invalid or no longer exists. This could happen, for example, if the recipient’s email address were mistyped or if they have changed email providers and no longer have access to the old email account.

9- Security

Gmail service uses several security features to protect users’ accounts and emails. Below are more details about these security features:

A- Encryption of emails

Gmail supports email encryption using TLS (Transport Layer Security) and SSL (Secure Sockets Layer) security protocols. These protocols help users to send and receive their emails safely and prevent insecure communication.

B- Email filters

Gmail uses email filters to prevent spam and malware. These filters help you identify malicious and unwanted emails and protect them.

C- Detection and warning for suspicious emails

With the help of its smart algorithms, Gmail can identify suspicious emails and warn users. For example, if an email contains suspicious links or attachments, Gmail may consider it suspicious and warn users not to open these emails.

D- Two-factor authentication

Gmail uses Two-Factor Authentication to protect user accounts. This feature allows you to verify your identity using an additional security code and your password. With this feature, users can prevent hacker attacks and unauthorized access to their accounts.

E- Access management

Gmail offers access management features for its users, allowing them to have more precise control over their email access. For example, by using the Permission Access feature, users can control who can access their emails and how to use them.

F- Support for security standards

Gmail supports security standards such as DKIM (DomainKeys Identified Mail), SPF (Sender Policy Framework), and DMARC (Domain-based Message Authentication, Reporting, and Conformance). These standards help users to ensure the authenticity of the sender of emails and prevent the sending of fake emails.

G- Account login management

With the help of Account Login Management features Gmail allows users to control their access to their user account and easily manage devices. For example, by using the Device Virtualization feature, users can view the devices that are logged into their accounts and remove them from their accounts if necessary.

H- Support of security tools by other companies

Gmail also allows users to use security tools provided by other companies. For example, users can use tools such as antivirus programs and firewalls provided by other companies to increase the security of their accounts.

Also, to increase the security of your Gmail account and emails, it is better to always use a complex and different password for each account. In addition, it is best never to share your password with others and take advantage of Gmail’s various security features. Finally, it would be best to remember that no security feature is perfect and always be careful to protect your sensitive information as best as possible.

10- Compatibility with other programs

Gmail is compatible with many other applications, such as Google Drive, Google Calendar, and Google Docs, making it easy for users to access files and other data.

Here are some programs and services that are compatible with Gmail:

A- MICROSOFT OUTLOOK

Microsoft Outlook is one of the most popular email programs compatible with Gmail. Using Outlook, users can easily access their Gmail account and manage their emails.

B- APPLE MAIL

Apple Mail is one of the standard email programs for Mac users. Using Apple Mail, users can easily access their Gmail accounts and manage their emails.

C- MOZILLA THUNDERBIRD

Mozilla Thunderbird is a free and powerful email client compatible with Gmail. Using Thunderbird, users can easily access their Gmail accounts and manage their emails.

D- GOOGLE CALENDAR

Google Calendar is a cloud calendar service compatible with users’ Gmail accounts. Using Google Calendar, users can easily schedule and share their events with friends and colleagues.

E- GOOGLE DRIVE

Google Drive is a cloud storage service compatible with users’ Gmail accounts. Using Google Drive, users can easily save and share their files with friends and colleagues.

F- GOOGLE DOCS, SHEETS, AND SLIDES

Google Docs, Sheets, and Slides allow users to collaborate to create documents, tables, and presentations online and be accessible from any device. These services are compatible with users’ Gmail accounts.

G- ZAPIER

Zapier is an automation service compatible with Gmail and more than 2000 other apps and services. With Zapier, users can easily connect Gmail and other apps and services like Trello, Slack, Asana, etc., and take advantage of automation features.

H- BOOMERANG

Boomerang is an add-on for Gmail that provides features such as sending emails at a specific time, scheduling emails to be read again, and setting when to send other emails.

I- GRAMMARLY

Grammarly is a spelling and grammar checker that is compatible with Gmail. Using Grammarly, users can check their emails and avoid spelling and grammar mistakes.

These are just a few examples of apps and services compatible with Gmail, but there are many more. Gmail allows many other applications and services to access your email account using common protocols, including POP and IMAP. This allows users to use any app they like to access their email.

In short, Gmail is a comprehensive and reliable email service with many powerful and useful features for users, making it a popular choice for individuals and companies.