Jan 30, 2025 | Home Technology, Helpful Tips

Email is a powerful tool for staying in touch with loved ones, managing personal tasks, and accessing important information. Setting up and using email may feel intimidating for those new to digital tools, but this step-by-step tutorial will make the process simple and enjoyable. 

Create an Email Account 

Choose an Email Service Provider: Popular and user-friendly options include Gmail (Google), Yahoo Mail, and Outlook (Microsoft). For this guide, we’ll use the very popular (and free) Gmail as an example. Other email providers have similar ways to sign up. When picking a provider, avoid using an email address tied to your internet company because if you change internet companies, your email address goes away. Instead choose an independent email service such as the ones listed above. 

Visit the Email Provider’s Website: Open your internet browser (e.g., Google Chrome or Safari), type gmail.com in the address bar, and press Enter. 

Click “Create Account”: Look for the “Create Account” button, usually near the sign-in area. 

Fill out the Form: 

• Name: Enter your first and last name. 

• Username: Choose a unique email address that others will know is you but is not taken by someone else (e.g., yourname123@gmail.com). 

• Password: Create a strong password with a mix of letters, numbers, and symbols to prevent hackers from logging into your email. The more complicated, the better. Write it down and keep it safe. 

• Provide Your Information: The form may ask for your phone number or an alternate email so they can contact you and help recover your account if anything happens to it. 

• Agree to the Terms: Review the terms of service and privacy policy, then click Agree or Next. 

Congratulations! Your email account is now ready to use. 

Use Email to Stay in Touch with Loved Ones 

Now that your email is all set up, let’s try it out by sending an email. Then we’ll look at some really neat features that make communicating with friends and loved ones super fun and easy. 

Send an Email 

1. Open your email account and click Compose, New Email, or the envelope icon. A new message field should open or pop up. 

2. In the “To” field, type your loved one’s email address. 

3. Write your message in the large text box and click Send when you’re done and ready to send it. 

Share Photos and Videos 

To attach a photo or video, click the paperclip icon (Attach File) and select the file from your device. You can send most pictures and videos, but sometimes your mail service might have a size limit (often 25MB), so try not to send too many pictures at once. 

Group Emails 

You can email multiple family members at once by adding their email addresses to the “To” field. Some email programs let you create a group that puts people you frequently email together so you won’t have to type in every email every time and risk forgetting someone. 

Set Up a Video Call 

Many email services integrate with video-calling tools. For example, Gmail users can use Google Meet to connect face-to-face online. Be sure your computer has a camera. Most laptops have a built-in camera, but you’ll likely need to add one if you use a desktop. 

Manage Your Email Account 

Now that your email is up and running and you’ve sent some messages, here are some important tips for maintaining it to be sure you don’t miss any important messages. 

Check Your Inbox Daily 

Just like you get our snail mail out of the mailbox daily, it’s best to log into your email account regularly to read new messages and respond promptly. 

Organize Your Email 

Keeping all your emails in one long list can be burdensome and disorganized, so you can use folders or labels (e.g., “Family,” “Bills”) to sort your emails. Find the Create Folder button or icon, click on it, and name the new folder whatever you want. Then, when you want to move an email, simply hold it with your left mouse button, drag it into the appropriate folder, and let go. Click each folder to see what’s inside. 

Keep Your Password Secure 

• Make it complex, combining letters, numbers, and symbols. More is better. Avoid using common words or your name. Those are too obvious and easy for hackers. 

• Don’t share your password. It’s a secret. 

• Update it every six months for extra security. 

Avoid Scams 

• Be cautious with emails from unknown senders. 

• Never click on suspicious links or provide personal information. 

• When in doubt, throw it out. 

Monitor Your Email 

Enable Notifications 

Set up alerts on your phone or computer to tell you when new emails arrive so you won’t miss anything important. 

Review Junk/Spam Folder 

Occasionally, check here to ensure important emails that should have come to your inbox haven’t found their way into this folder by mistake. Sometimes, emails that aren’t junk or spam accidentally get tossed in here. 

Use Search Features 

If you’re looking for a specific email, use the search bar, usually found near the top of the screen, to find it quickly by typing keywords or email addresses of people you correspond with. The search will show you a list of emails that fit your search term. Then you can scroll through until you find the right one. 

Helpful Tips 

• Practice Makes Perfect: Spend a few minutes each day exploring your email account to become comfortable with how it works. The more you use it, the easier it will get. 

• Ask for Help: Most people like to help others, so don’t hesitate to ask a tech-savvy family member or friend for guidance.

• Stay Curious: Technology evolves, and there are always new features to explore. Try new things.  

With an email account, you’ll have a direct link to your loved ones and a great way to keep in touch. Enjoy the journey of staying connected! 

(Disclaimer: The info provided in this article does not cover every scenario and may have changed since the publishing of this article.)