How To Receive An Email

How To Open An Email

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You’ve got mail! What are we waiting for, let’s open it up and see what’s inside…

Read on to understand how to open an email using Gmail.

This guide uses the example of opening an email with a Gmail account one of the most popular email account providers, although other email applications will follow very similar steps.

Youll need:

  • a computer connected to the internet
  • a Gmail account ready to send and receive emails.

Follow these step-by-step instructions to open an email

Step one: Log into your Gmail account so that you are on the dashboard of your account.

Step two: Go to your inbox.

Step three: The inbox shows a list of emails received, arranged in columns. The one towards the left shows who the email is from, the one in the centre gives the subject of each email, and youll find the time and date when each one was received in the right-hand column. If you havent opened and read an email, this information will appear as bold text in the list. Once youve opened and read the email and then returned to the inbox, the read email will be displayed in normal, non-bold text.

Gmail now categorises your emails into ‘Primary’ , ‘Social’ and ‘Promotions’ . If you are expecting an email and it doesn’t appear in your primary tab, do check the other tabs in case it has been incorrectly categorised by Gmail.

Step four: Once youve identified an email you wish to open, click on the line that shows the information about that email.


See how it all works, below…

Email safety

Double Check Your Gmail Filter Settings

Filtering your emails is often a necessity, especially if you start receiving random spam emails from bots and advertisers. Unfortunately, its possible the email youre expecting to receive has been filtered as well.

The Gmail mobile apps settings are limited, so youre better off using your computer for this. If you dont have a PC, you can open Gmail on the browser app of your phone. Just make sure to tick on the Show desktop version option on your browser app.

On your PC:

  • Open your Gmail account and click on the gear icon at the top-right corner of your screen to go to your Settings.
  • Look for and click on See all settings.
  • Go to Filters and Blocked Addresses.
  • Look through the email addresses that you have blocked or created filters for. Unblock or unfilter the email address you want to receive emails from.
  • If you unblocked or unfiltered any email address, then we recommend asking them to resend their email to you. Your Gmail account should now receive the email without a problem.

    How To Write A Professional Email

    In the era of instant messaging, emails still cover a significant portion of professional communication. Writing well-crafted professional emails is a prerequisite for business interaction and conversation. Apart from a formal tone and languagemany other things need to be considered while writing emails.

    These can be sent to other companies, colleagues in your company, or cold campaigns to businesses and individuals.

    On average, 121 business emails are sent and received by a professional every day. If you want your email to stand out, be opened, and read, you need to craft it professionallyand well tell you how.

    In this article, well take a step-by-step approach on how to write a professional email that hooks the receiver and compels them to take the desired action. Whether you send manual emails or leverage tools to automate your emails. This skill can significantly help you in every phase of your professional journey, so lets begin!

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    Write The Body Of The Email

    The body of your email is the longest and most important part of your email. When writing the body of your email, ensure you maintain a cordial tone. The first part of your body is the introductory paragraph, where you respond to any greeting from the initial email and acknowledge the main purpose of the message. Then you can use additional paragraphs to address the purpose of the email in detail.

    In general, the email body is where you provide any details that the recipient needs. At the end, you can add a closing paragraph that summarizes your points and invites the sender to contact you for any clarifications.

    Related:How To Write an Effective Email Introduction

    Setting Up And Configuring Gmail To Send And Receive Mail

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    This article outlines how to set up Gmail to both send and receive mail securely using an email account associated with a different mail server.

    The directions below assume you are accessing Gmail from a computer. If you are accessing Gmail in a mobile browser, the locations and the exact look of the options may be slightly different.

    Recommended Reading: Receiving Duplicate Emails In Outlook 2016

    Check Your Inbox Filter And Sort Settings

    If your inbox is filtering based on categories or if your sort order is different than usual, you might not see the messages you expect to see. Filtering and sorting are accessible at the top of your message list.

    • For filtering, select Filter, then select what type of messages you want to see.

    • For sorting, select Filter> Sort by then what you want to sort by.

    To look for recent messages, sort by Date. To look for messages from a specific person, sort by From. You can reverse the sort order by choosing the option again.

    How Do I Receive New Email Notifications

    With the free myMail app, it’s easy to receive emails from different accounts at one location, but it’s just about as easy to miss them. The myMail app can notify you with alerts whenever you receive new email from your mail accounts.

    To receive notifications for new emails that arrive:

    You can also customize your notifications:


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    Sending And Receiving E

    To send an e-mail in Microsoft Outlook Express, follow the steps below.

  • Open Outlook Express.
  • Click the Create Mail button at the top of the window, or click File, New, and then Mail Message.
  • If done properly, you see a New Message window. In this window, start by typing the person’s e-mail address you want to send the e-mail to in the “To:” field.
  • Fill out a brief description of the message you’re sending in the Subject field.
  • Type your message in the box below.
  • Once your message is complete, click the Send button.
  • To receive e-mail in Microsoft Outlook Express, follow the steps below.

  • If you want to manually receive or look for new messages, click the Send/Recv button on the main screen of Outlook.
  • Dont Use Slang Or Jargon

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    Using slang, messaging language, or technical jargon in emails are the biggest red flags for professional emails. Since these emails are written for business communication with immense value, slang, and jargon decrease professionalism and go against business email etiquette.It can also be perceived as disrespectful, so avoid using these, and stick to business language thats simple, easy to understand, and communicates the message in a professional tone of voice. Using it can also give a casual impression to the recipient, causing them not to take your business and email seriously.The key reason why you should avoid slang is that it can give out the wrong impression, cause confusion or offend someone. With jargon, your email language becomes complicated, making it difficult for the recipient to understand what youre trying to say.Here are some simple phrases that can help cut out the need for slang and jargon, making the email simple, and professional.Examples:

    • Might I take a minute of your time..
    • Im just emailing to ask..
    • I would like to follow up making sure you got my previous email
    • Would you be so kind
    • I really appreciate you finding some time to answer my email

    All of these situations must be avoided by sticking to business communication and a formal tone of language. So, after youre done writing the email, double-check for these.

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    Opening Microsoft Outlook Express

  • Click Programs.
  • If this is your first time using Microsoft Outlook Express and it is not configured, you need to configure Outlook Express with your Internet service provider’s server information. This information allows Outlook Express to know where to look for e-mail and where to send e-mail. Below is additional information about configuring these settings.

    Check Your Spam Folder

    Dont forget to check your spam folder! Google automatically filters some emails to spam, so the email youre expecting may be over there. Its on the left-side corner of your screen when you open the Gmail website or application. If your antivirus has an email filtering feature, then chances are the email youre expecting is either here or in the trash.

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    How Does An Email Message Flow

    Email has been around since the 1960s, when the creators of nascent computer networks began devising ways to send messages to each other. In those early days, users were limited to communicating only with others on the same shared mainframe system. However, the adoption of standard protocols and the interconnection of systems into the shared network we now know as the Internet allowed different mail systems to talk to each other.

    Its these standards that allow us to send email messages to virtually anyone. When someone sends an email message, it flows through a series of steps to reach its destination.

    • When an individual writes a message, its usually done in an email client like Outlook or Apple Mailor in a web-based service like Gmail.
    • However, when the message is a transactional email like a shipping notice or a password reset, the message is created automatically by those systems, usually using an email API.
    • In both cases, whether the message is created by an email client or by an automated system, it is specially formatted to be transmitted over the Internet using a standard called Simple Mail Transfer Protocol .
    • The sending and receiving servers communicate using the SMTP protocol. The receiving server accepts the message so that it can be delivered to the recipient.
    • The recipients email client retrieves the message using standards like the Post Office Protocol or Internet Message Access Protocol to download the message so it can be read.

    Move Emails To A Folder In Outlook Automatically Using Third

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    Outlook makes it relatively straightforward to learn how to make messages go to a specific folder, but managing multiple inbox rules across several different versions of Outlook can get confusing rather quickly.

    The good news is that there are third-party apps that let you create email rules with a single click and manage them all from one centralized location. One such app is Clean Email, and we believe that all Outlook users should know about it.

    Follow our guides about automatically deleting emails in Outlook and how to auto-delete emails in Gmail.

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    Use The Right Sign Off

    The end of your email is as important as the beginning. It should not leave the recipient hanging but tell them what to do next. Once youve explained your purpose in detail, summarize everything in one or two sentences as the closing lines for the body.

    At this time, you should also include the call to action. This can be getting a response, clicking on a certain link, or taking a particular action like this.

    These ending lines and CTA need to be persuasive and highlight the importance of carrying out a particular action.It all comes down to what the reader does after reading your email. If its written well, highlights the value, and includes the proper closing statementsyou have a high chance of getting a response or seeing the desired result.

    You also need to ensure you use the correct sign-off. Some common ones include:

    • Regards
    • Thanks
    • Kind regards

    Pick the appropriate sign-off depending on your emails purpose and your relationship with the audience. The wrong sign-off can create a bad impression as it may come off as being over-familiar or unprofessional.So, pay attention to your closing statements, and sign off since they significantly determine if the recipient will respond to you.

    Additional read:How to End an Email

    Check Your Gmail Account Storage

    Unfortunately, unlimited storage isnt free. Gmail has a storage limit, and once you hit it, youll stop receiving messages. You can easily check your account storage by opening your . Your storage space will show on the right side of your screen. If your storage is full, youll have to delete files from your Google Drive or the emails in your Trash to clear this out.

    Gmail doesnt automatically delete your emails when you throw them in the Trash. Google keeps it for you for 30 days before deleting it themselves. However, it takes up space while its in the Trash, so well have to delete those permanently. Heres how you can fully delete or recover deleted emails in Gmail.

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    How To Send Large Files Through Gmail

    Trying to email files over 25MB seems like a nightmare when you don’t know how to email large files with Gmail. The best way to email files over 25MB is to upload the document, photo, or video into Google Drive. You have two ways how to do send it:

  • As an attachment
  • As a Drive link
  • Both ways are sufficient and can be done by simply opening Gmail on your computer and composing the message.

    To insert the document, you’ll want to:

  • Select the file.
  • Choose between “attachment” or “drive link” so Google knows which version of the document you prefer for sending.
  • Select Insert and then forward the message as normal.
  • Track Delivery Receipts For All Messages

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    Instead of marking each outgoing email for a delivery receipt, save time by activating the feature for all messages you send in Outlook.

  • Go to the File tab and select Options.

  • Select Mail.

  • In the Tracking section, select the Delivery receipt confirming the message was delivered to the recipient’s email servercheck box.

  • To request a read receipt, select the Read receipt confirming the recipient viewed the message check box.

    Recipients have the choice to send a read receipt or not. If they see this request with every message, they are less likely to send a read receipt.

  • Select OK to close the Outlook Options dialog box.

  • To view the responses, go to the Sent Items folder and open the original message in a separate window. Go to the Message tab and, in the Show group, select Tracking.

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    Use A Share Link From Your Cloud Service

    If you’re not using OneDrive, you’re going to need to copy and paste a direct link to your file from your service provider.

  • Log into the cloud service provider like Google Drive or iCloud.
  • Upload the file as normal if you haven’t already completed this step.
  • Copy the link and edit permissions if necessary.
  • Go into Outlook and compose a new message.
  • Paste the link in the document and forward it as normal.
  • If you do have OneDrive you’ll do things a little differently.

  • Log into OneDrive to upload the file.
  • Log back into Outlook and compose a new message.
  • Select the OneDrive option and click on the file you want to send.
  • Once attachment and the message are in place, email the message as normal.
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