Gmail basics for business
A beginner-friendly guide to using Gmail in Google Workspace — composing emails, replying, searching, stars, and staying organized.
Gmail is the email app included with Google Workspace. If you've used personal Gmail before, the business version will feel very familiar. This guide covers the everyday tasks you'll do most often.
Quick summary
Access Gmail at mail.google.com or in the Gmail app on your phone. Compose a new email with the Compose button. Use the search bar at the top to find any message instantly. Stars and labels help you stay organized. The keyboard shortcut "c" opens a new compose window if you're on a computer.
Getting around Gmail
When you open Gmail, you'll see:
- Inbox — your main list of received messages
- Starred — messages you've marked with a star for quick access
- Sent — messages you've sent
- Drafts — messages you started but haven't sent
- Labels — custom folders you create (see Labels & filters)
- Compose button — the button (usually in the top-left) that opens a new email
The search bar at the top is one of Gmail's most powerful features. You can search by sender, subject, date, or any word in an email.
Composing and sending an email
Click Compose (the button in the top-left). A compose window opens in the bottom-right of your screen.
Type the recipient's address in the To field. Gmail will suggest contacts as you type.
Add a subject in the Subject line. Keep it clear and specific — "Invoice for May" is better than "Hi."
Write your message in the main area. Use the toolbar at the bottom to format text, add links, or attach files.
Click Send (the blue button). Your email is sent immediately.
CC and BCC
- CC (Carbon Copy): adds recipients who should see the email but aren't the main person you're writing to.
- BCC (Blind Carbon Copy): adds recipients who receive the email but are hidden from other recipients — useful for sending to a list without revealing everyone's address.
Click the CC or BCC link inside the compose window to show those fields.
Replying to an email
Open the email you want to reply to.
Click Reply (the arrow icon) to reply to the sender only. Click Reply all to reply to everyone who was on the email.
Type your reply and click Send.
Forwarding an email
Open the email you want to forward.
Click the three-dot menu (More options) at the top of the message, or look for the Forward option below the email.
Enter the recipient's address and add any note. Click Send.
Searching your inbox
Gmail's search is extremely powerful. Type any word, name, or phrase in the search bar at the top.
For more precise searches:
| What you want | What to type |
|---|---|
| Email from a specific person | from:sarah@example.com |
| Email with a specific subject | subject:invoice |
| Email with an attachment | has:attachment |
| Email in a date range | after:2024/01/01 before:2024/06/01 |
| Unread emails only | is:unread |
Starring important messages
Click the star icon (☆) next to any email to mark it as important. Starred emails appear in the Starred section in your sidebar, so you can find them easily later.
Archiving vs. deleting
- Archive removes an email from your inbox without deleting it. It goes to "All mail" and you can search for it any time. Press E on your keyboard to archive a selected email.
- Delete moves the email to Trash. It stays there for 30 days, then is permanently deleted.
For most emails, archiving is better than deleting.
Keyboard shortcuts (saves a lot of time)
Enable keyboard shortcuts in Gmail Settings → General → Keyboard shortcuts → On.
| Action | Shortcut |
|---|---|
| Compose new email | c |
| Reply | r |
| Reply all | a |
| Forward | f |
| Archive | e |
| Delete | # |
| Search | / |
Common questions
Related guides
- Organizing Gmail with labels & filters
- Setting up your Gmail signature
- Setting a vacation responder
- Delegating an inbox
- Email routing & catch-all
Need a hand?
Learn more
Groups & email aliases
How to create shared email addresses like team@ or info@ in Google Workspace using groups and aliases — without paying for extra user seats.
Organizing Gmail with labels & filters
How to use Gmail labels and filters in Google Workspace to automatically sort, tag, and manage incoming email — keeping your inbox clean without effort.