Gmail Mastery Workshop | VUB Intermediate Computer Skills

Follow along with your instructor. We will create labels and color-code them together, one step at a time.

Step 1: Create Your Labels

You will create 5 labels to organize your email. Follow these steps for each one:

How to create a label:

Left sidebar → scroll down → "More" → "Create new label"

Create label: "VA" For anything related to VA benefits, appointments, or correspondence
Create label: "Medical" For doctor appointments, prescriptions, and health information
Create label: "Financial" For bank statements, bills, and money-related emails
Create label: "Personal" For family, friends, and personal messages
Create label: "Important" For anything that needs urgent attention or follow-up

Step 2: Color-Code Your Labels

Colors help you spot categories instantly. Follow your instructor:

How to add a color:

Hover over label name → Click the 3 dots (⋮) → "Label color" → Pick a color

Tip: Use colors that make sense to you. For example, red for Important, blue for VA, green for Financial.

Write down the colors you chose:

VA:

Medical:

Financial:

Personal:

Important:

Step 3: Apply Labels to Existing Emails

Now let's practice using your new labels on real emails in your inbox:

Open any email in your inbox Click on one email to open it
Click the Labels icon (tag icon) at the top It looks like a small tag or bookmark. Select the correct label for this email.
Label at least 3 emails Go back to your inbox and label 2 more emails with the appropriate categories

Which emails did you label?

Email 1:

Label:

Email 2:

Label:

Email 3:

Label:

✋

Checkpoint: Raise your hand when done Your instructor will verify you have 5 colored labels visible in your sidebar and 3 emails labeled.

A professional signature is added to the bottom of every email you send automatically. Let's create yours.

Step 1: Plan Your Signature

Before typing it in Gmail, draft your signature here on paper:

Example signature:
Best regards,
John Smith
U.S. Army Veteran
(304) 555-0123
john.smith@gmail.com

Write YOUR signature here:

Closing (e.g., "Best regards," or "Respectfully,"):

Step 2: Add It to Gmail

Open Gmail Settings Click the gear icon (⚙) in the top right → "See all settings"
Scroll down to "Signature" section It is about halfway down the page. Keep scrolling until you see it.
Click "Create new" A small box will pop up. Name it "Main" and click Create.
Type your signature from above Type it in the text box on the right. Press Enter after each line.
Scroll down and click "Save Changes" This is at the very bottom of the settings page. Do not skip this step!

Important: If you do not click "Save Changes" at the bottom, your signature will not be saved!

Step 3: Test Your Signature

Click "Compose" to start a new email Your signature should appear automatically at the bottom of the new email.
Verify your signature looks correct Does it have your name, branch, phone, and email? If not, go back to Settings to fix it.

✋

Checkpoint: Show your instructor Open a Compose window and show your instructor that your signature appears automatically.

Now it is your turn! Write and send 3 real emails using proper formatting. Draft each one on paper first, then type and send it in Gmail.

Email 1: Request Medical Records

Scenario: You need to request a copy of your recent lab results from your doctor's office. Write a polite, clear email.

Remember: A good email has a clear subject line, a greeting, states the purpose, and has a professional closing.

To:

Subject:

Clear subject line?☐ Greeting (Dear, Hello)?☐ Purpose stated clearly?☐ Professional closing?☐ Signature appears?☐

I typed and sent this email in Gmail

Email 2: Reply to a Family Member

Scenario: Your cousin sent you an email about a family reunion on July 4th in Charleston, WV. Reply to confirm you will attend and ask what you should bring.

Hint: When replying, the subject line is already filled in. Focus on writing a warm but clear response.

To:

Subject:

Answers the question?☐ Asks a follow-up question?☐ Friendly but clear tone?☐ Signature appears?☐

I typed and sent this email in Gmail

Email 3: Send an Attachment

Scenario: Send an email to a classmate with a file attached. You can attach any file from your Desktop or Documents folder (a photo, a document, anything).

How to attach a file:

1. Click Compose to start a new email

2. Click the paperclip icon (📎) at the bottom of the compose window

3. Find and select a file from your computer

4. Wait for the file to finish uploading (you will see it appear in the email)

5. Write your message and click Send

To:

Subject:

Attached file:

File successfully attached?☐ Mentioned the attachment in the email body?☐ Professional format?☐ Signature appears?☐

I typed and sent this email with an attachment in Gmail

Done early? Go back and apply labels to the emails you just sent. Check your "Sent" folder to find them.

Protecting yourself from scams and finding emails quickly are essential skills. Let's practice both.

Exercise A: Spot the Phishing Scam

This is a fake email designed to trick you. Read it carefully, then identify at least 3 red flags that tell you this is a scam.

From: va-benefits-dept@secure-va-gov.net

Subject: URGENT: Your VA Benefits Will Be Suspended!!

Dear Valued Veteran,

We have detected unusual activity on your VA account. Your benefits will be SUSPENDED in 24 hours unless you verify your identity immediately.

Click here to verify: http://va-verify-now.com/secure-login

You must provide your Social Security Number and bank account information to continue receiving your benefits.

Sincerely,
Department of Veterans Affairs
Benefits Security Division

Find at least 3 red flags. Write them below:

Remember: The VA will NEVER ask for your Social Security Number or bank account information by email. When in doubt, call the VA directly at 1-800-827-1000.

Exercise B: Gmail Search Power-Ups

Gmail's search bar is more powerful than you think. Try each search below and write down how many results you get.

What to Search	Type This in Search Bar	Results Found
Emails from a specific person	from:john@example.com (use a real email address you know)
Emails with attachments	has:attachment
Emails from the last week	newer_than:7d
Emails with a specific word	subject:appointment (or try another word)

I tried all 4 search operators

Bonus: Create an Automatic Filter

Filters automatically label incoming emails so you do not have to do it manually. Try creating one:

Click the search options icon In the Gmail search bar, click the small icon on the right side (looks like sliders)
Type an email address in the "From" field Use any address you get email from regularly
Click "Create filter" At the bottom of the search options
Check "Apply the label" and choose one of your labels Then click "Create filter" to save it

My filter:

Emails from:

Auto-labeled as:

Workshop Complete!

Outstanding work! You now have a professional, organized Gmail setup. Here is what you accomplished today:

Created and color-coded 5 email labels
Built a professional email signature
Wrote and sent 3 properly formatted emails (including one with an attachment)
Identified phishing scam red flags
Learned 4 powerful search operators

This Week's Challenge: Organize at least 10 more emails in your inbox using your new labels. Try writing an email to request your VA medical records!

📧 Gmail Mastery Workshop

What You Will Build Today

Part 1: Inbox Organization Sprint

Step 1: Create Your Labels

Step 2: Color-Code Your Labels

Write down the colors you chose:

Step 3: Apply Labels to Existing Emails

Which emails did you label?

Part 2: Professional Signature Studio

Step 1: Plan Your Signature

Step 2: Add It to Gmail

Step 3: Test Your Signature

Part 3: Email Composition Challenge

Email 1: Request Medical Records

Email 2: Reply to a Family Member

Email 3: Send an Attachment

Part 4: Security and Search Power-Ups

Exercise A: Spot the Phishing Scam

Exercise B: Gmail Search Power-Ups

Bonus: Create an Automatic Filter

My filter:

Workshop Complete!