Email Basics (Gmail, Outlook)

Inbox, attachments, spam, and sending replies. A simple guide to email for everyday use.

For your information

These guides are for educational purposes only. Technology changes quickly — we can't guarantee every step will work on every device. We recommend backing up your data before making changes.

Email lets you send and receive messages from anywhere

Whether you use Gmail, Outlook, or another service, the basics are the same: inbox, compose, reply, and attachments. Here’s a simple guide.

Understanding your inbox

Your inbox shows emails you’ve received. Unread emails are often bold.

  • Tap or click an email to read it.
  • Archive or Delete moves it out of your inbox when you’re done.
  • Search lets you find old emails by sender or subject.

Writing a new email

Look for a Compose or New button (often a plus sign or pencil icon).

  1. To: Enter the recipient’s email address (e.g. john@example.com).
  2. Subject: Write a short summary (e.g. “Lunch plans”).
  3. Body: Type your message in the main box.
  4. Tap or click Send.

Replying to an email

When you’re reading an email, look for Reply or a curved arrow. Your reply will go back to the sender — you don’t need to type their address again.

Sending attachments (photos, documents)

You can attach a photo, PDF, or document to an email.

  • Look for a paperclip icon or Attach when composing.
  • Choose the file or photo from your device.
  • Large files may take a while to send. If it fails, the file might be too big — try a smaller one.

Spam and junk mail

Spam is unwanted email — ads, scams, or promotions you didn’t ask for.

  • Don’t open emails from people you don’t know, especially if they ask for money or personal info.
  • Use Report spam or Mark as junk to move unwanted emails out of your inbox.
  • Check your Spam or Junk folder occasionally — sometimes real emails end up there by mistake.

Gmail vs. Outlook

Both work similarly. Gmail uses gmail.com; Outlook uses outlook.com or hotmail.com. The buttons may look different, but the ideas are the same: inbox, compose, reply, attach.

Quick tips

  • Check your inbox regularly so important messages don’t get buried.
  • Don’t share your password — real companies never ask for it by email.
  • When in doubt about an email, call or text the person to confirm it’s really from them.