Email Basics (Gmail, Outlook)

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

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.