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Quick Answer

Go to mail.google.com and sign in with your work email. Click the Compose button in the top left to write a new email, and use the search bar at the very top to find old messages instantly.

How to Use Gmail — A Getting Started Guide for Work ​

Applies to: Google Workspace, Gmail
Article Type: How-To
Last Updated: 2026-07-10

Summary ​

If your company uses Google Workspace instead of Microsoft 365, your work email runs through Gmail. While it looks similar to personal Gmail, using it for business means managing a much higher volume of messages. This guide covers the essential basics of navigating your work Gmail, sending messages, and keeping your inbox clean.

Prerequisites ​

  • You must be signed in to your work Google account at mail.google.com

Instructions ​

1. Navigating the Gmail Interface ​

When you open Gmail, you'll see three main areas:

  • Left Sidebar: Contains your Inbox, Sent mail, Drafts, and any custom "Labels" (folders) you create.
  • Top Search Bar: Gmail's most powerful feature. Use this to find any email instantly (e.g., search from:sarah budget to find emails from Sarah about the budget).
  • Main Window: Your list of emails. Unread emails have bold text and a white background. Read emails have regular text and a slightly gray background.

2. Composing and Sending an Email ​

  1. Click the large Compose button in the top left corner.
  2. In the "To" field, type the name of a coworker. Gmail will automatically search your company directory and suggest their email address.
  3. Add a clear Subject.
  4. Type your message in the body.
    • Tip: Gmail has a feature called Smart Compose. If you see it suggesting the end of your sentence in light gray text, press the Tab key to accept the suggestion.
  5. To attach a file, click the Paperclip icon at the bottom to attach from your computer, or the Google Drive icon to attach a file from your cloud storage.
  6. Click Send (or click the arrow next to Send to select Schedule send and pick a specific time for the email to go out).

3. "Archive" vs. "Delete" — What's the Difference? ​

This is the biggest point of confusion for new Gmail users.

  • Delete (Trash Can icon): Moves the email to the Trash. After 30 days, the email is permanently erased and cannot be recovered. Only use this for spam or true junk.
  • Archive (Box with a down arrow icon): Removes the email from your Inbox to keep it clean, but keeps the email forever. You can always find archived emails by using the Search bar or clicking "All Mail" on the left sidebar.

Best Practice: Archive everything you have finished reading or replying to. Keep your Inbox only for emails that require action.

4. Setting Up Your Email Signature ​

You should add a professional signature to all your outgoing emails.

  1. Click the Gear icon (Settings) in the top right corner.
  2. Click See all settings.
  3. Scroll down the "General" tab until you find the Signature section.
  4. Click + Create new, give it a name (like "Standard Signature"), and type your information into the text box.
    • Standard format: Name | Title | Company | Phone Number
  5. Below the text box, set the "Signature defaults" to use your new signature for both New emails and Replies/forwards.
  6. Scroll to the very bottom of the page and click Save Changes.

5. Using "Undo Send" ​

Ever hit "Send" and immediately realize you forgot the attachment? Gmail gives you a brief window to un-send the email.

  1. By default, when you click Send, a small black box appears in the bottom left corner saying "Message sent." Next to it is an Undo button.
  2. You only have 5 seconds to click it by default.
  3. Pro Tip: You can increase this time! Go to Settings > See all settings, find Undo Send, and change the cancellation period to 30 seconds. Scroll down and click Save Changes.

Troubleshooting ​

Symptom / ErrorPotential CauseSolution
Can't find a coworker in the "To" fieldDirectory hasn't synced or wrong spellingType their full email address manually; verify the spelling
Email disappeared from InboxAccidentally clicked "Archive"Go to the Search bar and type the sender's name to find it
Undo Send button disappeared too fastCancellation period is set to 5 secondsIncrease the cancellation period in Settings to 30 seconds
Attachment is too large (over 25MB)File size limit reachedUse the Google Drive icon to insert a link to the file instead