GSuite: Tips for Outlook Users

TIP: Download Google Gmail cheat sheet- a one page reference guide you can print.


This document describes tips on setting up Gmail with features similar to Outlook.  

Gmail vs Outlook

See how Google compares the Gmail features and their equivalents in Outlook.


Be familiar with where your settings are located.  At the far right above your list of messages is the settings menu.

Click on the small black triangle to extend the menu and select “Settings”

   Inbox Settings

Under the “General” tab is where you will find your email settings.  

Different tabs in email settings

By default Gmail groups all your emails together that have the same subject line and they call this “Conversation View”, but you can turn this feature off and then your emails will be listed separately.  Conversation View can be a handy feature when you have a string of emails with replies that you want to review.

Conversation View

Continue to scroll down the page to view all the settings you can customize.  Be sure to “Save Changes” at the bottom.

Google Apps: E-mail Signatures, Labels and Filters

Email Signatures:

Create your default signature in the General settings. You can only have one default but if you need to use different versions of signatures you can create them in the Canned Responses lab below for quickly pasting in a different signature.


Use labels to categorize your messages. Labels are like folders, but with a twist: You can apply multiple labels to a message, so you can "store" a single copy of a message in multiple labels.


Use filters to manage your incoming messages. With filters, you can automatically label, archive, or delete messages based on keywords and other criteria. Filters are like rules.

Enable Labs:

Gmail Labs are experimental, pre-release features that users can enable to add key business functionality to their Inboxes. Learn More

Canned Responses:

Enable this lab to save and then send your common messages using a button next to the compose form. Also automatically send emails using filters.

Undo Send:

Enable this lab to stop messages from being sent for a few seconds after hitting the send button, up to 30 seconds.

Preview Pane:

Provides a preview pane to read mail right next to your list of conversations, making mail reading faster and adding more context.

Inserting Images:

Allows you to insert images into a message body. You can upload and insert image files in your computer, or insert images by URLs.

What about “Read Receipts”?

We do not have that feature available on our Google accounts for Education.  It is not reliable because you do not know how the recipient is receiving their email.  i.e., the receiver is using an email pop client or a mobile app that automatically marks an email as "read" when downloading?

For more information and help, view the Basic Quick Guides on our website.

Questions? Contact the Service Desk | | 503-554-2569