WHAT IS GMAIL?

Gmail is a free email service provided by Google. It was launched on April 1, 2004, and has since become one of the most popular email platforms worldwide. Gmail offers users a reliable and secure way to send, receive, and manage their emails through a web-based interface or mobile app.

Gmail Key Features

Some key features of Gmail include:

  1. Generous storage: Gmail provides users with a substantial amount of storage space for their emails and attachments. As of September 2021, the storage limit for a free Gmail account was 15 gigabytes.
  2. Search functionality: Gmail offers a powerful search feature that allows users to find specific emails or attachments quickly. It supports advanced search operators and filters, making it easier to locate specific information within your inbox.
  3. Spam filtering: Gmail includes robust spam filtering capabilities that automatically detect and divert unwanted or malicious emails to the spam folder. This helps to keep your inbox clutter-free and protects you from potential security threats.
  4. Organization and labels: Gmail provide various tools to help users stay organized. You can create labels to categorize and tag your emails, apply filters for automated sorting, and use folders (known as "labels" in Gmail) to manage your messages effectively.
  5. Integration with other Google services: Gmail is closely integrated with other Google services, such as Google Drive, Google Calendar, Google Meet, and Google Tasks. This integration allows for seamless sharing of files, scheduling meetings, and managing tasks directly from your email interface.
  6. Customization and personalization: Gmail offer several customization options, allowing users to personalize their email experience. You can choose from different themes, modify the display density, enable keyboard shortcuts, and configure various settings to suit your preferences.

Gmail has evolved over the years, introducing new features and improvements based on user feedback. It has become a popular choice for personal and business email communication due to its user-friendly interface, robust features, and the trust associated with the Google brand.

How to make Gmail Account?

To create a Gmail account, you can follow these steps:


  1. Visit the Gmail account creation page: Go to the Gmail account creation page by typing "create a Gmail account" into your web browser's search bar or by directly visiting the URL "https://accounts.google.com/signup".
  2. Fill out the required information: On the account creation page, you will be asked to provide the following information:
    • First name and last name: Enter your legal first and last names.
    • Username: Choose a unique username that will become your Gmail email address. You can use letters, numbers, and periods. If the username you enter is already taken, you'll be prompted to choose a different one.
    • Create a password: Select a strong password that is at least eight characters long and includes a combination of letters, numbers, and symbols.
    • Confirm password: Re-enter the password you created to confirm it.
    • Date of birth: Provide your date of birth.
    • Gender: Select your gender (this field is optional).
    • Mobile phone: Enter your mobile phone number (this field is optional but recommended for account recovery purposes).
  3. Complete the sign-up process: After filling in the required information, click on the "Next" button.
  4. Review and agree to the Terms of Service and Privacy Policy: Read through Google's Terms of Service and Privacy Policy. If you agree with them, click on the "I Agree" button.
  5. Set up your account: On the next page, you'll have the option to add a profile picture, set up account recovery options (such as providing an alternative email address or phone number), and customize your account settings. You can skip these steps for now and configure them later if you prefer.
  6. Welcome to your Gmail inbox: Once you've completed the setup process, you'll be redirected to your Gmail inbox, where you can start sending and receiving emails.

Remember to keep your account information secure and use a strong, unique password to protect your Gmail account from unauthorized access. Additionally, consider enabling two-factor authentication for an extra layer of security.

How to Customize and Manage the Settings of your Gmail Account?

To customize and manage the settings of your Gmail account, you can follow these steps:

  1. Access Gmail settings: Open your Gmail account in a web browser and sign in if you haven't already. Once you're logged in, locate the settings gear icon in the upper-right corner of the Gmail interface. Click on the gear icon to open a dropdown menu.
  2. Open Settings: From the dropdown menu, click on the "Settings" option. This will open the Gmail settings page in a new tab or window.
  3. Explore the settings tabs: The Gmail settings page is divided into different tabs, each containing specific settings and options. Some common tabs you may find include:
    • General: This tab includes settings related to your email display, language, and personalization options.
    • Labels: Here, you can manage your labels (folders), including adding, editing, or removing them.
    • Inbox: Customize your inbox layout, choose inbox type (default, priority, etc.), and configure other inbox-related settings.
    • Accounts and Import: Manage your email accounts, import mail and contacts from other accounts, and set up email forwarding.
    • Filters and Blocked Addresses: Create filters to automatically sort and label incoming emails. You can also manage blocked email addresses here.
    • Forwarding and POP/IMAP: Set up email forwarding to another account and enable or configure POP and IMAP access.
    • Chat and Meet: Adjust settings related to Google Chat and Google Meet integration within Gmail.
    • Advanced: Access advanced settings, including keyboard shortcuts, Undo Send, and more.
  4. Customize specific settings: Click on a tab to explore its settings. Review the available options and make changes according to your preferences. Some common settings you may want to customize include:
    • Signature: Add or modify your email signature that will appear at the end of your outgoing emails.
    • Vacation Responder: Set an automated vacation responder to send replies when you're away.
    • Theme: Change the appearance of your Gmail interface by selecting a different theme.
    • Notifications: Configure how Gmail notifies you about new emails, such as email alerts or desktop notifications.
    • Security and privacy: Review and manage settings related to your account's security and privacy, including two-factor authentication, app permissions, and account recovery options.
  5. Save changes: After adjusting the settings, scroll down to the bottom of the page and click on the "Save Changes" button to save your settings.

Remember to explore each tab in the settings page to familiarize yourself with the available options and customize your Gmail account according to your preferences.

Gmail account profile view tabs

To use Gmail effectively, it's essential to understand and utilize its tabs. Gmail organizes your inbox into different tabs to help you prioritize and categorize your incoming emails. Here's an explanation of the different tabs and how to use them:

  1. Primary: The Primary tab is the default tab in Gmail, where you'll find your most important and personal emails. Emails from contacts, conversations you've participated in, and important notifications typically appear here. Gmail's algorithms determine which emails are classified as Primary, but you can also manually move emails to this tab.
  2. Social: The Social tab contains emails related to social media updates, notifications, and newsletters from social networking sites. Emails from platforms like Facebook, Twitter, LinkedIn, and other social networks usually land in this tab. Gmail automatically categorizes them here, keeping them separate from your primary emails.
  3. Promotions: The Promotions tab is where marketing emails, deals, and promotional offers are sorted. Emails from retailers, businesses, newsletters, and other promotional content usually appear in this tab. Gmail's algorithms identify and categorize these emails accordingly, helping you focus on your primary emails.
  4. Updates: The Updates tab includes emails related to confirmations, receipts, bills, statements, and other transactional or informational emails. It covers notifications from services like online shopping, banking, flight bookings, and more. Gmail automatically filters these emails to keep them organized and separate from your primary inbox.
  5. Forums: The Forums tab houses emails from online groups, discussion boards, mailing lists, and community forums. It provides a dedicated space for conversations and updates from various online communities you are a part of. Gmail categorizes emails from such sources into this tab.

Using Gmail Tabs:

  • Inbox organization: Gmail automatically assigns emails to different tabs based on its algorithms. However, you can manually move emails from one tab to another by dragging and dropping them into the desired tab. Gmail learns from your actions and preferences, so if you move an email to a particular tab, it will try to categorize similar emails accordingly in the future.
  • Adjusting tabs: If you prefer a different organization or want to simplify your inbox, you can customize the tabs. To do this, click on the settings gear icon in the top-right corner of the Gmail interface, select "Configure inbox" from the dropdown menu, and choose the tabs you want to enable or disable. You can also rearrange the order of the tabs.
  • Notifications: Gmail can be configured to send notifications for emails received in specific tabs. By default, it notifies you of emails in the Primary tab. However, you can choose to receive notifications for emails in other tabs as well, depending on your preferences.
  • Marking emails as important: If you find that important emails are not appearing in the Primary tab, you can mark them as important. Open the email, click on the three vertical dots icon in the top-right corner, and select "Mark as important" from the dropdown menu. Gmail will learn from this action and prioritize similar emails in the future.

The tabs in Gmail help you categorize and manage your emails, allowing you to focus on what's most important while keeping promotional, social, and forum-related emails organized and separate. Customizing the tabs and adjusting notifications can further personalize your Gmail experience.

How to Send a Message through Gmail?

To send a message through Gmail, you can follow these steps:

  1. Log in to your Gmail account: Open your web browser and go to the Gmail website (https://mail.google.com/). Enter your email address and password to log in to your account.
  2. Click on the "Compose" button: In the top-left corner of the Gmail interface, you'll find a red "Compose" button. Click on it to start composing a new email.
  3. Enter the recipient's email address: In the "To" field of the new email window, enter the email address of the person you want to send the message to. You can also enter multiple email addresses separated by commas if you wish to send the email to multiple recipients.
  4. Add a subject: In the "Subject" field, provide a brief and descriptive subject line that summarizes the content of your email. This helps the recipient understand the purpose of your message.
  5. Compose your message: In the body of the email, write the content of your message. You can format the text using various formatting options available in the formatting toolbar, such as bold, italic, bullet points, etc. You can also include links, images, or attachments if needed.
  6. Review and edit: Before sending the email, review the content to ensure it is accurate and complete. Check for any spelling or grammatical errors, and make any necessary edits.
  7. Send the email: Once you are satisfied with the email, click on the blue "Send" button located at the bottom-left corner of the compose window. The email will be sent to the recipient(s) you specified.
  8. Confirmation and sent folder: After sending the email, Gmail will display a confirmation message at the top of the screen. The sent email will be automatically saved in your "Sent" folder, allowing you to refer back to it later if needed.

Remember to use appropriate email etiquette, including a professional tone and clear communication. Double-check the recipient's email address to ensure accuracy, as sending an email to the wrong address can result in unintended consequences.

Advantages and Disadvantages of Gmail

Advantages of Gmail

  1. Large storage space: Gmail provides a generous amount of storage space (currently 15 GB for free accounts), allowing you to store a significant amount of emails, attachments, and files without worrying about running out of space.
  2. Robust spam filtering: Gmail's spam filtering capabilities are highly effective, automatically filtering out a large amount of unwanted and potentially harmful emails, reducing the clutter in your inbox.
  3. Powerful search functionality: Gmail offers powerful search features that make it easy to find specific emails or information within your inbox. You can search by keyword, sender, date, and other criteria to quickly locate the emails you need.
  4. Integration with Google services: Gmail seamlessly integrates with other Google services, such as Google Drive, Google Calendar, and Google Docs. This integration allows for convenient sharing of files, scheduling events, and collaborative work.
  5. Accessible from multiple devices: Gmail can be accessed from various devices, including computers, smartphones, and tablets, through web browsers or dedicated apps. This allows you to stay connected and access your emails from anywhere with an internet connection.
  6. Organization and labeling features: Gmail offer features like labels, filters, and folders that allow you to organize and categorize your emails. This makes it easier to manage and prioritize your inbox.
  7. Offline access: With the Gmail Offline feature and the use of the Gmail Offline app, you can access and read your emails even when you don't have an internet connection. Any actions you take while offline, such as composing or deleting emails, will be synced when you reconnect.

Disadvantages of Gmail

  1. Privacy concerns: Gmail's free service is ad-supported, and Google may use the content of your emails and user data for targeted advertising. While Google states that they do not read emails for personalized ads, some users may have privacy concerns regarding their data usage.
  2. Dependency on internet connection: Since Gmail is a cloud-based service, it requires an internet connection to access and use. This means that if you don't have an internet connection, you won't be able to send or receive emails.
  3. Learning curve for some users: Gmail's interface and features may be unfamiliar to users who are accustomed to other email platforms. The learning curve for new users can be a disadvantage if they find it challenging to adapt to Gmail's layout and functionality.
  4. Limited offline functionality: While Gmail offers offline access, its offline capabilities are somewhat limited compared to fully desktop-based email clients. Certain features may not be available offline, and syncing issues may occur in some cases.
  5. Customization options: Gmail's interface and settings have evolved over the years, but some users may still find the customization options limited compared to other email platforms. Advanced customization features are not as extensive as in some dedicated email clients.
  6. Account suspension risks: Google has strict terms of service, and if you violate these terms or engage in suspicious activities, there is a possibility of your Gmail account being suspended or terminated, leading to a loss of access to your emails and associated Google services.

It's worth noting that the advantages and disadvantages listed here are general observations and may not apply to every individual or organization. It's important to consider your specific needs and preferences when evaluating the suitability of Gmail as an email service.