Norse Mail Training

Norse Mail (Gmail) is Google’s webmail service. With Norse Apps, mail quotas are currently greater than 25GB per user (and growing) and all accounts include built-in Google search technology to quickly navigate through all of your mail. Norse Mail also helps you manage large quantities of mail by automatically grouping related messages, so you see a whole series of related replies all at once.

Norse Mail integrates instant messaging into the mail browser window, so you can see when your contacts are online and connect with them in real-time. Your IM conversations can be saved and searched within Norse Mail, just like your email conversations.

Norse Calendar features are also built right into Norse Mail. When someone else sends you a calendar event invitation, Norse Mail displays a summary of your agenda for the day so you can reply to the invitation in a single click. When you receive a regular email message that mentions an event, Norse Mail understands that the message might contain something that belongs on your calendar and helps you quickly add the event to your agenda.

Also included with Norse Mail are powerful virus and spam filtering, POP and IMAP capabilities, free forwarding, mobile access, wide support across web browsers, and native support for more than 50 languages.

Goals

Upon completion of this 1-on-1 training, you will be able to:

Training

Getting Started with Norse Mail

If you already have a Norse Apps account, you can access Norse Mail by going directly to http://mail.luther.edu. You can also access it by starting with any of the other Norse Apps components and then clicking the Mail link in the top left corner of the page.

If you do not have a Norse Apps account, contact the LIS Technology Help Desk at x1000 or email helpdesk@luther.edu.

When you login to Norse Mail, you will want to be able to read your mail right away and you will also want to do a few other things such as add your signature, import your address book, and set the proper message format.

Opening Email Links

In the past, when clicking on email links found while browsing the web, programs not usually used would be opened resulting in a frustrated user. Recently, Google developed a way for email links selected to be opened with Gmail. When using Chrome, a prompt will appear upon opening Gmail. It reads, “Allow Gmail (mail.google.com) to open all email links?” By clicking Use Gmail, Gmail’s compose window will open the next time you click an email address on a page. If the prompt doesn’t appear when opening Gmail in Chrome, you can manually adjust the settings to allow sites to become handlers. Follow these steps:

  1. Click the wrench button on the browser toolbar.
  2. Select Settings > Under the Hood.
  3. Click Content Settings.
  4. In the dialog that appears, find the “Handlers” section:
    • To allow requests, select “Allow sites to ask to become default handlers for protocols.”
    • To disable requests, select “Do not allow any site to handle protocols.”

Now, whenever you come across a hyperlinked email address on a web page that you would like to select, Gmail will open and allow you to easily email the desired person.

Note: You can set Gmail as your default mail client in Firefox and Internet Explorer as well.

Reading Norse Mail

When using Norse Mail, you select a message to read by clicking anywhere on the line containing the email message.

Once you’ve read the message, there are several actions you can take.

  • Respond – to reply, forward, or reply all to a message, click the appropriate link found in the text box at the bottom of the message, compose your message, and then send it. You could also click the arrow in the top right corner or select “reply” from the drop-down menu in the top right corner. Notice that reply will send your message only to the person you received the email from, while reply all will send it to everyone who share the same email.
  • Print – to print an email, you can click the Print all icon on the right side of the screen above the first message. To print one part of a conversation, click the triangle in the top right corner of the message and then select Print.
  • Apply label – if you want to keep the message you can add one or more labels to it to organize your messages using the Labels dropdown box. You can remove labels by clicking the “X” next to the corresponding label to be removed which is located on the right of the message title.
  • Move to – Move messages from one group to another, or to a new one. For example you can move a message from your Spam label to your Inbox and transfer messages to labels.
  • More – this menu includes additional actions you can take including marking the message as unread, marking as not important, adding to tasks, adding a star, creating an event, filtering similar messages, and muting the conversation. You also can add a star; click the star icon located to the left of the sender’s name on a message.
  • Archive – each message that you are finished with and want to keep, you will want to archive. This removes the message from your Inbox, and keeps it available in your Norse Mail.
  • Report spam – Instead of deleting a message, reporting it as spam will filter future messages from the sender as spam.
  • Delete – you can trash the message by clicking the Delete button. Messages remain in the trash for 30 days.
  • Drag and Drop – To organize messages or conversations to different labels and categories, drag a message to a label or folder name. Hold your mouse over the three dots in a vertical line to the very left of the message in the Inbox. The cursor changes to a hand and you can drag and drop.

There are new ways to organize the way messages appear in your inbox. Five options are available to select for reorganizing your email:

  • Classic: Most recent messages appear at the top of your inbox.
  • Important First: Who’s most important? Give the top spot to people you interact with most and other important messages.
  • Unread First: See the unread messages at the top of your inbox.
  • Starred First: Be selective. View your starred messages at the top of your inbox.
  • Priority Inbox: Be a master of efficiency. Combine the important, unread and starred inboxes. Power through what’s important.

To reorganize your email, click the triangle to the right of the word Inbox on the left side of the screen. Select your preferred inbox type.

Conversations

You will notice some of the messages have a number in parentheses after the names. Norse Mail keeps messages in what is called “Conversations”. Conversations are messages that are grouped together by subject for ease of reviewing the related messages rather than being scattered among other email messages. When reading a message that is part of a conversation, you can expand and collapse any part of the conversation and you can reply or forward at any point as well. If you would prefer each message to be a separate entry in your inbox, click on the gear icon in the upper right corner and select Mail Settings > General and click the button next to Conversation view off.


Adding Your Signature

You may want to add a signature to your Norse Mail so that you don’t have to type it each time you compose a new message. To add a signature:

  1. Click on the gear icon found in the top right corner of the Norse Mail page. Select Mail settings.
  2. Assure you are in the General tab.
  3. Click the second radio button of the Signature section.
  4. In the text box, format your signature as you want it to appear under your composed messages.
  5. Click the Save Changes button found at the bottom of the page.

Vacation Responder

During times when you are not regularly checking your Norse Mail, you may want to have your Norse Mail respond to messages with an automated reply. Now that you can choose a start and an end date for your automated reply, you can compose your automated message before its effective date.To add a vacation message:

  1. Click on the gear icon found in the top right corner of the Norse Mail page. Select Mail settings.
  2. Assure you are in the General tab.
  3. Click on the radio button next to Vacation responder on.
  4. Add text to the box next to Subject:.
  5. Add text to the box next to Message:.
  6. If you want, check the box next to Only send a response to people in my Contacts.
  7. Click the Save Changes button found at the bottom of the page.

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Changing Your Name

You may find that the name created in Norse Mail includes your formal name and/or your middle name. If you would like to change your name, you will want to change it in every Norse Application (Mail, Docs, Calendar, Sites) separately. You will also need to contact LIS. For Norse Mail:

  1. Click on the gear icon found in the top right corner of the Norse Mail page. Select Mail settings.
  2. Click on the Accounts tab.
  3. Click on the edit info link and adjust accordingly.
  4. Click the Save Changes button.

Sending an Email

Once you are comfortable reading email messages, you will want to send messages as well.

  1. From the main window click the Compose link found in the top left corner of Norse Mail. A window will display in which you can create a new message.
  2. On the compose mail page, your cursor will automatically be in the To field. To add email addresses, you can simply click To and a Choose from contacts window will appear. Select the names of the individuals who you would like to add. The addresses will appear in a box down below. When you are done selecting contacts, click Done. You also can enter the addresses manually by typing the email addresses (separating addresses with commas) into the “To” field. Note that as you type, a list of those that match will display and you can select from that list. The list includes all of your contacts, either from your address book or those you have emailed from Norse Mail.
  3. To add contacts to carbon copy (cc), click on Add Cc and you can enter the contacts through choose from the contacts window or manually.
  4. To add contacts to blind carbon copy (bcc), click on Add Bcc and you can enter the contacts in the same way as described above.
  5. Type the subject and body of the message.
  6. Using the text tool bar you can customize Norse Mail messages with rich formatting, color view readings, underlining key points or making words bold.
  7. Click the Send button located on the bottom left side.

There are some other interesting actions you can take when composing a message:

  • New Window – if you want the message to be in a separate window so that you can continue working on it while reviewing other messages, click on the separate window button located in the top right corner.
  • Insert Invitation – if you click on this link and enter details regarding the event, the recipient can accept the invitation through their email and have it added to their Norse Calendar automatically.
  • Attachments – you can attach files to a Norse Mail message by clicking the Attach a file link and browsing to the desired file. To add another, click the Attach another file link and browse to another file. If you change your mind and do not want a file attached, uncheck the box in front of the file. You can attach multiple files as long as size of the file(s) do not exceed 20 MB.
  • Canned Responses – Save common messages and send them with the click of a button. Note that Canned Responses does not display by default once you click on Compose Mail. To add it, click on the gear icon at the top right-hand of the page, select Mail settings, click on the Labs tab, select Enable Canned Responses, scroll up and click on Save Changes. Now when you click on Compose Mail, the Canned Responses button will appear under your subject line.
  • Saving drafts – When you are writing messages, Norse mail automatically saves the message as a draft. If, in the middle of writing your message, you close your browser or decide to do some other task and happen to close the compose mail window, your message will be saved as a draft. You can get to these incomplete messages by clicking Drafts in the left panel on the Norse Mail page.
  • Discard – if you decide you no longer want to continue working with this message at all, you can remove it from your Norse Mail by clicking this button.
  • Request return receipt – if you’d like confirmation that a recipient has received your message, select Request return receipt and click in the box that appears next to Request read receipt.

Importing Your Address Book

If you have an address book in another application (e.g. Hotmail, or Apple address book) that you would like to load into Norse Mail, follow these steps:

  1. Download the address book from that application.
  2. Go into Norse Mail and click on the Contacts link found in the More drop down menu located at the top of the Norse Mail window next to the “Groups” option.
  3. Click on Import.
  4. Click on Browse.
  5. If you would like this added to a new or existing group, select the file in which the contacts are stored.
  6. Click the Import button and allow the information to upload.
  7. When it finishes loading, review your contact information. Note that groups are not automatically created for you. Email addresses from Webmail that are part of a group will have the group name prepended to the address. You can select all of the email addresses that include a group name, click on the New Group button, provide a name for the group, and the addresses will now form that new group.

Navigating Norse Mail

Now that you know the basics of reading your mail and getting started, there are some other parts of Norse Mail to become familiar with.

Message Toolbar

This toolbar contains links to your Inbox as well as Chats that people have sent to you while you were gone. It also includes your Sent Mail and Trash. You can view all messages that you have starred by clicking on the Starred link. Notice also there is a Spam folder that contains messages Norse Mail believes are questionable. You will want to review this folder periodically.

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You can also customize the toolbar to display the links that you want. Click on the gear icon, select Mail Settings >Labels, then in the System labels group click on show or hide depending on your choice. Note that you can also create your own label from the bottom section of the Labels tab. Once you have created your own labels you can show or hide those as well.

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Contacts

This link will take you to your Contacts where you can create individual contacts or groups.

Creating individual contacts

  1. Click on the triangle next to Mail on the left side of the Norse Mail page. Select Contacts.
  2. Click the New Contact button in the top-left corner of the Contacts page.
  3. Enter your contact’s information in the appropriate fields. Any information you add will save automatically.

Creating a new group:

  1. Select New Group in the menu on the left-hand side of the screen of the Contacts page in Norse Mail
  2. In the window that displays, enter the name of your group and click OK
  3. Click on My Contacts or Other Contacts on the left of the Contacts page. Next check all the contacts you wish to add to the group.
  4. In the upper middle of the Contacts page, click on the down arrow next to Groups, and from the displayed list choose the group to which you want the selected contacts added.
  5. Repeat the same process to add more contacts to your group.

    Note: Another way to create a group is to go to My Contacts, check the names of the people to be in the group first, and then create the group. Those you’ve checked will be in the new group.

  6. In Norse Mail email, addresses are automatically added to your Contacts list each time you use the Reply, Reply to all, or Forward functions to send messages to addresses not previously stored in your Contacts list. If these addresses do not appear immediately, you could sign out of your account and sign back in.

Online Chat Toolbar

This toolbar lets you see which of your contacts are online on Norse Chat and allows you to chat with them. Norse Mail integrates instant messaging into the mail browser window, so you can see when your contacts are online and connect with them in real-time. Your IM conversations can be saved and searched within Gmail, just like your email conversations. Norse Chat does allow you to make voice and video calls to friends and family (see Google Voice and Video Chat). For more information, see Norse Chat Training.

When you log into Norse Mail you are automatically logged into Chat as well. If you don’t use this feature you can either change your status to invisible or sign out of chat.

Installing Voice and Video Chat

Norse Mail voice and video chat is integrated right in the Norse Mail. To get start with video chat you need to install the voice and video chat plug-in which is free and easy to install.

  1. Download the voice and video chat plug-in.
  2. Save the file to your Desktop.
  3. Quit all open browser windows.
  4. Launch the downloaded file and follow the installation guide.
  5. Sign in to Norse Mail and make a call to online contacts using the steps shown below.

Using Google Voice and Video Chat

  1. Under Chat, users with a video camera icon can do video or voice chat.
  2. Click on the user you wish to talk to.
  3. To make a video call click Start video call and to make a voice call click Voice calling in the top left hand corner of the chat box.
  4. The recipient will be notified of the call (with a ringing sound) and be prompted to Answer or Ignore the incoming call.
  5. Click Answer to start the conversation.
  6. Click Hang Up to end the call.

Click the Microphone icon if you wish to mute yourself, but still hear the other party. You can click and drag the preview window to any part of the video screen. Click in the upper left corner to make the Video Chat full screen.
Click here for more information from Google.

Calling from Norse Mail

  1. To get started, you must be signed in to chat and have the voice and video chat plug-in installed. Simply click the Call phone link at the top of your Chat column to open up the Call window.
  2. To create a Google phone account go to Google Voice.
  3. You’ll be asked to set up your new Google number. You can choose a number in a specific area code or you can choose a number that has a specific word or phrase in it. Based on the information Google will show you available numbers. You can choose one and this will be your Google phone number.
  4. You will need to verify at least one phone to forward calls to. This way you can attain the calls from at home, work etc. Enter the phone number of one of your phones that you want to forward calls to and Google will call you so you can verify that you own the number. After you set this up, you are on your way to using Google Voice!
  5. You can call for free to any phone in USA and Canada.
  6. You also can call internationally but there is charge. You can credit your account by clicking Calling credit link at the right top of the call window. This will take you to the new window where you can add credit in the account.

Label and Categories

Labels help you organize your messages into categories — work, family, to do, read later, jokes, recipes, any category you want. Labels do all the work that folders do, but with an added bonus: you can add more than one to a message. The first step you will need to take is selecting the More dropdown menu located in the left-hand toolbar. From there, you will be able to scroll down and come upon three options: Categories (dropdown menu), Manage labels, Create new label. Once labels have been created they will appear in alphabetical order below the Circles dropdown menu ready to be used.

Messages Panel

This Panel displays all the messages within the folder that you are viewing. You can change the number of conversations that display on one page (default is 25), whether personal indicators display, and how much of the message displays in this view, by going to Mail Settings and adjusting items on the General tab.

Due to low usage, Google has removed customization of Web Clips in Gmail. If you've had Web Clips enabled in the past, your current setting will be maintained and your feeds can be seen in the Web Clips tab under Settings.

Mail Search Toolbar

This toolbar lets you search your messages to find keywords within that message. You can also click on the small triangle at the right side of the search box to perform an advanced search. Using the search toolbar to find items within Norse Mail cuts down the time to locate the desired material.

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Mass Mailings

Google has a number of sending limits in place to prevent abuse and to aid in the fight against spam. If you do reach one of their sending limits, your account will be unable to send mail for a period of time. From the Google support page: “Premier and Education Edition users can send to 2000 external recipients per day. The email addresses can be distributed among the To:, Cc:, and Bcc: fields.”

In addition, “If you use a POP or IMAP client (Microsoft Outlook or Apple Mail, e.g.), you may only send a message to 100 people at a time.” This is also true of the Thunderbird email client.

If you have the need to send to more than 2000 external recipients in one day, or to send one message to more than 100 recipients from Thunderbird, please contact the LIS Technology Help Desk at x1000 or helpdesk@luther.edu to discuss alternative options. Creating a Norse group and sending a message to that group is one such option for more information, see Norse Groups Training.

Spam Handling

Norse Mail does a good job of keeping the questionable messages out of your Inbox. They are labeled as Spam and can be reviewed at any time by clicking on the link found on the upper left side of the page.

If there are messages that have been labeled as spam that are legitimate messages, you will want to check the box next to them and click the Not Spam button. You can also add other labels to the messages from this window before removing them as spam.

Messages that truly are spam can be left in this folder where they will be automatically deleted by the system after 30 days. If you want them gone sooner than that, you can select one or more messages and click the Delete Forever button or click the Delete all spam messages now link.

Forwarding Messages

You may want to forward your Norse Mail to another account, either temporarily or permanently. To set up email forwarding:

  1. Click on the gear icon found in the top right corner of the Norse Mail page. Select Mail Settings.
  2. Click on the Forwarding and POP/IMAP tab.
  3. Click the button Add a forwarding address.
  4. Enter the email address to which messages are to be forwarded. Click Next, and then click Proceed.

    Note: If you had previously entered an email address to forward your Norse Mail to, once you click on Forward a copy of incoming mail to, click on the down arrow and choose the email where you want to forward your Norse Mail. If it’s not on the list, click on Add new email address

    .

  5. Enter the confirmation code that has been sent to your email address and click Verify.
  6. Click the button Forward a copy of incoming mail to again.
  7. Select your choice from the dropdown list whether to keep, mark as read, archive, or delete the Norse Mail.
  8. Click the Save Changes button found at the bottom of the page.

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Norse Apps – Multiple Account Sign-In

If you have a luther.edu email address and a personal gmail.com address and can not log in to both at the same time, now you can be logged into both accounts at the same time with some changes in the account settings.

To set up multiple account sign-in, see Norse Apps – Multiple Account Sign-In.

Enable IMAP in your Norse Mail Account

  1. Log in to your Norse Mail account (http://mail.luther.edu). Note: the first time you login you will be asked to accept the terms of use.
  2. Click Mail Settings at the top of any Norse Mail page.
  3. Click Forwarding and POP/IMAP.
  4. Select Enable IMAP.
  5. Click Save Changes.

More Apps for Norse Apps

On January 5th, 2011, there were changes to our Norse Apps account infrastructure that allow access to other Google services beyond the core suite of messaging and collaboration apps. This change lets users access many new services such as Blogger, Reader, Google Voice, Maps ,YouTube, SketchUp, and Picasa Web Albums from their Norse Apps account. For a detailed list, see More Google applications for your school.

Additional Resources

Review the Help within Norse Mail

In the top right corner of the Norse Mail window, there is a link labeled Help. This will take you to the Google Apps Help Center, with the Email information displaying. Enjoy clicking on various links to learn more about using Norse Mail.

Review Online Google Resources

The Google Apps for Education Training Center contains modules and resources to help you have the best experience with Google Apps possible.

Review Educause Learning Initiative Resources

For an overview of Google Apps, see 7 things you should know about…Google Apps which is part of the EDUCAUSE Learning Initiative’s (ELI’s) series providing concise information on emerging learning technologies and related practices.

Consult Lynda.com

Lynda.com is a provider of web-based software training videos and resources. If you are interested in access to Lynda.com please contact the Technology Help Desk at helpdesk@luther.edu or 563-387-1000.

Review the Technology Help Desk web site

Contact the Technology Help Desk