Comprehensive User Training Manual: Gmail System at XYZ Company

This document serves as a comprehensive user training manual for XYZ Company employees transitioning from Outlook to Gmail. The manual provides detailed, step-by-step instructions for essential Gmail operations. It begins with an introduction outlining the purpose of the training, which is to enable users to effectively utilize the new system for communication. The manual covers the registration process, system login, sending both individual and group emails, reading and managing emails (replying, forwarding, deleting), sending instant messages, and storing drafts. Each operation is clearly outlined with numbered steps, making it easy for users to follow along. The manual includes references to support the information provided. This training is designed to ensure a smooth transition and efficient use of Gmail for enhanced communication within the company. This assignment is contributed by a student to be published on the website Desklib, a platform which provides all the necessary AI based study tools for students.

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Basic User Training
XYZ Company
1/30/2018

Basic User Training
Table of Contents
Introduction...........................................................................................................................................2
Purpose of the Training.........................................................................................................................2
Instructions for the Users.......................................................................................................................2
Operation 1: Register on the System..................................................................................................2
Operation 2: System Login................................................................................................................4
Operation 3: Send Individual/Group Emails......................................................................................5
Operation 4: Read Mails....................................................................................................................6
Operation 5: Reply/Forward Mails....................................................................................................6
Operation 6: Delete One/Multiple Mails............................................................................................6
Operation 7: Send Instant Messages..................................................................................................6
Operation 8: Store Drafts...................................................................................................................7
References.............................................................................................................................................8
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Basic User Training
Introduction
XYZ Company is planning to move their corporate email system from Outlook to Gmail. The
document is a basic user training manual for the employees and stakeholders of the company.
Purpose of the Training
The purpose of the training is to provide the end-users of the system with the ability to use
the system to login, register, send/receive individual and group emails, read mails, delete
mails, store drafts, and send instant messages for enhanced and effective communication in
the company.
Instructions for the Users
Operation 1: Register on the System
Step 1: Open the new system
Step 2: Click on More Option -> Create Account
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Step 3: Fill the Registration form
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Step 4: Fill all the details and create the account
Operation 2: System Login
Step 1: Open the new system
Step 2: Enter the email id and matching password and click ‘Next’ (Google, 2018)
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Basic User Training
Operation 3: Send Individual/Group Emails
Step 1: Open the new system
Step 2: Enter the email id and matching password and click ‘Next’
Step 3: Click on ‘Compose’ Button
Step 4: A ‘New Message’ window will open. Enter the email address in To/cc/bcc fields;
enter the subject, type the body of the mail in the blank space. Click Send (Bettercloud,
2016).
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For group mails, enter multiple email addresses in the respective To/cc/bcc fields separated
by a comma.
Operation 4: Read Mails
Step 1: Open the new system
Step 2: Enter the email id and matching password and click ‘Next’
Step 3: Click on ‘Inbox’ Button
Step 4: Click on the mail to be read. The mail will open up.
Operation 5: Reply/Forward Mails
Step 1: Open the new system
Step 2: Enter the email id and matching password and click ‘Next’
Step 3: Click on ‘Inbox’ Button
Step 4: Click on the mail to be read. The mail will open up.
Step 5: Click on Reply/Forward links at the bottom of the mail for the required action.
Operation 6: Delete One/Multiple Mails
Step 1: Open the new system
Step 2: Enter the email id and matching password and click ‘Next’
Step 3: Click on the check box of the mail(s) to be deleted (Tschabitscher, 2017)
Step 4: Click on the bin button to delete the mail(s)
Operation 7: Send Instant Messages
Step 1: Open the new system
Step 2: Enter the email id and matching password and click ‘Next’
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Step 3: Sign in on the instant messenger option in the left pane
Step 4: Click on the name of the contact to send instant message
Step 5: Type the message in the message area and press enter
Operation 8: Store Drafts
Step 1: Open the new system
Step 2: Enter the email id and matching password and click ‘Next’
Step 3: Click on ‘Compose’ Button
Step 4: A ‘New Message’ window will open. Enter the email address in To/cc/bcc fields;
enter the subject, type the body of the mail in the blank space. Click on the ‘X’ option at the
top right corner. The mail will automatically appear as a draft (Taty, 2018).
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Basic User Training
References
Bettercloud. (2016). The Ultimate Gmail Guide A Training Guide for Gmail Users from
BetterCloud. Bettercloud.com. Retrieved 30 January 2018, from
https://www.bettercloud.com/monitor/wp-content/uploads/sites/3/2016/06/bcguides-
theultimategmailguide.pdf
Google. (2018). Gmail. Mail.google.com. Retrieved 30 January 2018, from
https://mail.google.com/mail/u/0/
Taty. (2018). The Beginner’s Guide to Gmail. MakeUseOf. Retrieved 30 January 2018,
from https://www.makeuseof.com/tag/ultimate-guide-to-gmail/
Tschabitscher, H. (2017). 50 Tips to Help You Get More Out of Gmail. Lifewire. Retrieved 30
January 2018, from https://www.lifewire.com/best-gmail-tips-tricks-and-tutorials-
1172146
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