This tutorial will show you how to add a signature added at the end of all the outgoing messages for that email address. If you are like me and have more than one email address, you can even have different signatures for each email address you have.

How To Add A Signature In Gmail

In Gmail click on the settings tab located in the top right hand corner, as highlighted by the red arrow.

On the settings page scroll down to the signature section and click on the radio button next to your email address as highlighted by the red arrow. If you have more than one email address like I do, you will need to use the drop down menu to choose which email address you want to add the signature to.

You simply then type in the information that you want as your signature.

• To create a hyperlink, so people can click through to you blog or website, highlight the text you want the link to be attached to and then click on the link button as highlighted by the blue arrow.
• If you want to insert an image like I have, have the cursor where you want the image to be then click on the button which has a picture of hills, as highlighted by the green arrow.

So the signature will be added to your outgoing messages, you must then scroll down to the bottom of the setting page that you are on and click save changes as highlighted by the red arrow.

If you have another email address you want to add a different or the same signature to, repeat the process and make sure you choose the specific email address (as highlighted by the red arrow in the screen shot two above.)

Do you use a signature to end your emails?

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If you have made your way to this blog looking for ideas on how to set up an email address, I am a big fan and advocate of Gmail. Check out this entertaining video from the team at Gmail and find out why it is the best email system around and it is free.

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1. Gmail Tasks Location

Tasks works in with your email beautifully. If action a task in an email needs to be added to you task list, you can easily add that email to your task list. Open the email, then click on Tasks. The Tasks tab can be found on the left hand side underneath your labels, as highlighted by the red arrow below.

2. Add Email To Task List

To add the email to your task list, click on more actions as highlighted by the arrow. Choose “Add to Tasks”.

3. Task List

The email will now be added to your task list and the task list will automatically appear on screen in the bottom right hand corner. Click on the arrow at the end of the email title to open up the task.

4. Task List Details

This box allows you to add notes and dates to your task that you have added from email. When you have added the details that you want, scroll down to the end of the box and click on “Back to list”.

5. Tasks Added To Your Calendar

If you have added a date like I have in this example, then the task will not only appear in your task list, but also your Calendar. Click on Calendar as highlighted by the arrow.
ask

6. Tasks On Your Calendar

If you look at my Calendar below, you can see that my task has now been added to Tue 19th. You don’t have to add dates to your tasks, but I find this an effective way to keep track of tasks that have due date.

7. Mulitple Lists

You can run more than one Task LIst. For example I run a task list for the blog and also a personal task list.

Gmail Tasks is a great way to manage your to do lists!

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I will take you through the steps required to enable the function that allows you to insert a picture into your emails:

1. Settings

Go to your settings menu by clicking on the settings tab as highlighted by the red arrow.

2. Settings Menu

You should then come through to a screen which looks like this. Click on the Labs tab as highlighted by the red arrow.

3. Labs Menu

The Labs Menu will look like this. It contains many options and you will need to scroll down towards the end to find the option for inserting images.

4. Insert Images Option

As you can see by the above picture, the insert images option is disabled. Click on enable to activate this functionality in your Gmail account.

5. Save Changes

It is important that you then scroll to the end of the Labs Menu and click on save changes as highlighted by the red arrow. If you don’t do this, your settings will not change.

6. Insert Images Icon

If you click on compose and start to write and email, you should now see a new icon as highlighted by the red arrow. Click on this to insert an image directly into your email.

7. Insert Images Into Email

Once you have clicked on the insert image icon, the above box should appear on your screen. You then click on the option to upload an image from your computer or if you know the images URL you simply enter that.

You can now add images directly to all future emails that you send from your set up Gmail account.

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Previously when this has happened, I have had to declare “Reader Bankruptcy” where I click on “Mark As Read” for all items. I find this incredibly disappointing as I know that I have lost out on reading some fantastic blog posts. There is however a new function on Google Reader that prevents you from having to clear all items in your reader, you can choose to mark as read either all items, items older than a day, items older than a week or items older than two weeks.

For me this a nice middle ground, I can delete everything over two weeks old, then start making my way through the most recent posts. The below screen shots, show how easy it is to do:

In this screen shot the red arrow highlights that I have 1000+ items in my reader. The blue arrow highlights that in this blog feed alone I have 60 new items.

By clicking on the “Mark As Read” drop down menu, I then have a choice to mark items as read by the following time lines:

• All items
• Items older than a day
• Items older than a week
• Items older than two weeks.

I have chosen the “Items older than two weeks” option in this example.

Google Reader then asks me if I am sure that I want to do this. It only asks this question when you are marking as read numerous items. I then click on “Mark as Read” to confirm that I want to do this.

The red arrow now highlights that I have only 16 items unread for this blog feed – much more manageable than 60. Of course you can do this for all items at once , by simply clicking on “All Items” on the left hand side of your reader and then following these same steps. Happy Reading!

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I will show you the easiest way to do this!

Step 1 – Select Emails To Filter

From the main screen of your gmail account, open the email that you would like to filter.

Step 2 – Choose Filter Message Option

As highlighted by the red arrow, choose the Filter Messages Like This option from the drop down menu.

Step 3 – Creating Filter

The base details of your email chosen will be filled in for you. If you wish to make the filter any more specific, fill in the details and then click Next Step.

Step 4 – Choose Filter Options

To have emails archived straight to their labels you need to tick the three boxes highlighted by the arrows:

• Skip Inbox
• Apply and choose label
• Apply to conversations below (other emails like this that are currently in your inbox)

Once these have been checked, then click on Create Filter.

Step 5 – Filter Created

You should then see a message like the one highlighted by the arrow above, to advise that your filter has been successfully created. All emails that fit this description will then go directly to their label and will not clog up your inbox!

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It does appear to be an issue that cannot be changed within Gmail. In summary it appears to be an issue with the way Microsoft Outlook displays the “from” field.

And at the time of writing that was the correct answer. Things have changed however. Yesterday Google announced that they could solve this problem for some users.

The issue stems with Google ensuring that they comply with mail delivery protocols and showing exactly where the email has come from. That is, that the email was sent from your Gmail account not directly from the server of your actual email address.

“Instead of using Gmail’s servers to send the message, we’ll use the servers where your other email address lives. Since Gmail isn’t the originating domain, we don’t have to include “Sender” info in the header. No more “on behalf of.” From Gmail Blog

That’s great you say, but what do I do to my gmail account to fix it. Follow the steps below, but do note that this may not work in 100% of cases:

“for example, if you use a forwarding alias rather than an actual mailbox, or if your other email provider doesn’t support authenticated SMTP, or restricts access to specific IP ranges.” Source: Gmail Blog

Unfortunately my email provider does restrict access to specific IP ranges, so it hasn’t solved this issue for me, but thought I would share it with you, in case in could help you!

Step 1 – Settings Menu

Click on the settings menu as highlighted by the red arrow.

Step 2 – Accounts Menu

Click on the accounts menu as highlighted by the red arrow.

Step 3 – Edit Info

You should now have a list of all the accounts that Gmail fetches emails from. Click edit info on the account that you would like to remove the “on behalf of” from, as highlighted by the red arrow. It will then take you to the screen below. Simply click on next step.

Step 4 – Send mail through your SMTP server

Click the radio button to send through your email providers SMTP servers and save changes.

Now when you send email from this account, it will not be labeled as being sent on behalf of!

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And now it looks like:

So where have the rest of your labels gone? Near the red arrow is an option saying xx more. By clicking on this you will be able to access the rest of your labels. But what if you want to have more labels easily accessible in the left side bar? Simple, follow these instructions and you can change what labels appear in your Gmail account.

1. Settings Menu

From the main page of your set up gmail account, click on the settings tab, as highlighted by the red arrow.

2. Label’s Menu

From the Settings Option, click on the Label’s Menu as highlighted by the red arrow.

3. Organising Labels

As illustrated above, you will now see all your labels listed in this tab. Next to each label is the word show and hide.

4. Hidden Labels

As highlighted by the red arrow, you can see that the label for football has “hide” in bold. This means that it is hidden. If you wish to have this label appear directly in your left hand side bar, click on “show” and it will appear.

5. Show Labels

Simply go through you list of labels and click “show”on the ones you want to be seen and then hide any you don’t need to see, bu clicking on “hide”.

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I am not at all thinking that this will happen with Gmail, but I do keep lots of precious information in Gmail. I would hate to lose this information, so to take the right precautions, I really need to be backing up my Gmail.

If like me, you set up a email address with gmail after already having another established email address, you will already have a mail client that you use. For example Apple Mail 3.0, Outlook, Thunderbird 2.0 or Windows Mail.

To start the process of backing up Gmail, you will need to configure another email client (as listed above) to receive your Gmail account. Then just follow these steps:

1. Adjusting Settings

Once in your Gmail account go to settings at the top right hand corner, as illustrated by the red arrow.

2. Forwarding and POP/IMAP

Click on to the Forwarding and POP/IMAP tab as highlighted by the red arrow.

3. Enable POP

Click on the option to enable POP for all mail. This will even include even mail that’s already been downloaded online in your Gmail account.

4. Save Changes

Make sure that you scroll to the bottom of the page and click on save changes.

5. Go To Email Client

All you need to do then is open the mail client that you have configured for Gmail, and check for new messages. It may take some time for your messages from Gmail to be downloaded if you have not done this in a while. But be patient and you will soon have all your emails down from the cloud and a back up copy if you wish!

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The below example uses my favourite shortcut “Move to”.

Step 1. Checking Message Box

You need to check the box of which email message you wish to use the “Move To” shortcut on. There are two ways to do this:

• Use the mouse and click the box as highlighted by the red arrow; or
• If the message is highlighted by the black small arrow in Gmail (which I have highlighted with a large blue arrow), you can simply use the Gmail Keyboard Shortcut ‘x’.

Step 2. Enacting the Gmail Keyboard Shortcut

The Gmail Keyboard Shortcut for “Move to” is ‘V’. Once the relevant message has been checked, simply hit the ‘V’ key on your keyboard.

Step 3. Gmail Message Moved

The red arrow highlights the confirmation, which tells you that the message has been moved to the appropriate Label.

Essential Gmail Keyboard Shortcuts:

• ‘C‘ – Allows you to compose a new message.
• ‘X‘ – Checks the message that is highlighted in Gmail.
• ‘V‘ – Moves your message to the chosen Label.
• ‘/‘ – Moves the cursor to the search box on Gmail.
• ‘R‘ – Replies to message to the sender.
• ‘A‘ – Replies message to all recipients.
• ‘F‘ – Forwards a message.
• ‘#‘ – Deletes a message.

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