What Gmail is and how to get your free guide

Gmail is a free email service run by Google. You use it to send and receive messages, attach files, and organize your correspondence into folders. To access Gmail, you need a Google account — which is free to create — and then you log in through a web browser or a phone app.

Gmail works the same way whether you use it on a computer, tablet, or phone. The inbox is where new messages land, and you can search for old messages, create folders to sort them, and set up filters so certain types of mail go straight to specific folders automatically.

You do not need to read anything to use Gmail on a computer. You straightforward visit the Gmail website, enter your username and password, and you are in. On a phone or tablet, you can use the Gmail app, which you read from the App Store (iPhone) or Google Play (Android), or you can use Gmail through a web browser just as you would on a computer.

Key Takeaways

  • Gmail is a free email service that you access by logging into a Google account through a web browser or mobile app.
  • You create a Google account for free at accounts.google.com, and that same account works for Gmail, Google Drive, YouTube, and other Google services.
  • On a computer, go to gmail.com, enter your email address and password, and your inbox opens when ready.
  • On a phone, read the Gmail app from your device's app store, sign in with your Google account, and tap the compose button to send a message.
  • Gmail stores your messages in the cloud, meaning you can access them from any device as long as you log in with the same account.

Creating a Google account if you do not have one

If you have never used Gmail before, you need to create a Google account first. Go to accounts.google.com in any web browser. Click the button that says "Create account" — it is usually blue and near the top of the page.

You will be asked for your first name, last name, and a username. The username becomes your email address: if you choose "sarah.martinez", your email will be sarah.martinez@gmail.com. Google will tell you right away if the username is already taken. Pick something you can remember and that you are comfortable sharing with others.

Next, create a password. Use a mix of uppercase letters, lowercase letters, numbers, and symbols — something like "BlueSky$42Morning". Write it down somewhere safe, or use a password manager if you have one. You will also enter a phone number or backup email address so you can recover your account if you forget the password later.

Once you finish, Google sends a confirmation code to your phone or backup email. Enter that code, and your account is ready. You can now log into Gmail.

Logging into Gmail on a computer

Open any web browser — Chrome, Safari, Firefox, or Edge all work. Type gmail.com into the address bar at the top and press Enter. You will see a login page with two boxes: one for your email address and one for your password.

In the first box, type your full Gmail address (for example, sarah.martinez@gmail.com). In the second box, type your password. Then click the blue "Next" button. If your password is correct, Gmail opens and you see your inbox.

If you use the same computer regularly and you trust it, you can check the box that says "Stay signed in" before you log in. This means you will not have to enter your password every time you visit gmail.com — you will go straight to your inbox. Do not use this option on a shared computer or a public computer, because anyone who uses that computer afterward can read your email.

Logging into Gmail on a phone or tablet

On an iPhone, open the App Store. On an Android phone, open Google Play. Search for "Gmail" and read the official Gmail app — it has a red "M" icon and is made by Google. Once it is installed, tap the app to open it.

The first time you open Gmail on your phone, you will see a login screen. Tap "Sign in with your Google account" and enter your email address and password. If you have two-factor authentication turned on (an extra security step), you may be asked to confirm your identity by entering a code sent to your phone.

After you log in, your inbox appears. The Gmail app on a phone is simpler than the computer version — you see your messages as a list, and you tap one to read it. At the bottom of the screen, there is usually a pencil icon or a plus sign that you tap to write a new message.

Reading and sending messages

When you open Gmail, your inbox shows a list of messages. The newest messages are at the top. Each message shows the sender's name, the subject line, and the first few words of the message. Tap or click on any message to read the full text.

To send a new message, look for a button labeled "Compose" (on a computer) or a pencil or plus icon (on a phone). Click or tap it, and a box opens where you type. Enter the recipient's email address in the "To" field, type a subject line, and then type your message. When you are done, click or tap "Send".

If you want to attach a file — a photo, a document, or a PDF — look for a paperclip icon in the compose box. Click or tap it, navigate to the file on your computer or phone, and select it. The file uploads and appears in your message. Then send as usual.

Organizing your messages with folders and labels

Gmail does not use traditional folders the way some email services do. Instead, it uses labels — tags you can attach to messages to sort them. For example, you might create a label called "Bills" and tag all your utility bills with it, or create a label called "Family" for messages from relatives.

To create a label on a computer, click the gear icon in the top right corner of Gmail and select "See all settings". Go to the "Labels" tab and scroll down to "Create new label". Type a name and click "Create". Now, when you receive a message you want to label, click the label icon (it looks like a tag) and select the label you created.

On a phone, open a message, tap the three dots at the top, and look for "Add label". Tap it and select or create a label. Labels make it straightforward to find messages later — you can click on a label name in the left sidebar (on a computer) to see only messages with that label.

Finding old messages and staying organized

Gmail has a search box at the top of the page. Type a word from the message you are looking for — a sender's name, a subject word, or any text in the message — and Gmail shows you all messages that match. You can also search by date: type "before:2024-01-01" to find messages from before January 1, 2024, or "after:2023-06-01" to find messages from after June 1, 2023.

Gmail automatically sorts messages into folders called "Inbox", "Sent", "Drafts", and "Trash". The Inbox holds new and unread messages. Sent shows messages you have written. Drafts holds messages you started but did not send yet. Trash is where deleted messages go — they stay there for 30 days before Gmail removes them permanently.

You can also set up filters so Gmail automatically sorts incoming mail. On a computer, click the search box, then click the funnel icon next to it. Tell Gmail which messages to filter (for example, all messages from a certain sender) and what to do with them (move to a label, mark as read, or delete). Once you set up a filter, it runs automatically on all future messages that match.

Frequently Asked Questions

What if I forget my Gmail password?

Go to accounts.google.com and click "Sign in". Below the password box, click "Forgot password?". Google will ask you to enter the last password you remember, or it will send a recovery code to your phone number or backup email address. Follow the steps to reset your password, and you can log back in.

Can I use Gmail on multiple devices at the same time?

Yes. Log into your Google account on your computer, phone, and tablet, and you will see the same inbox on all of them. Messages you read on your phone will show as read on your computer too. All your data is stored in the cloud, so everything stays in sync.

Is Gmail safe to use for sensitive information?

Gmail is encrypted, meaning messages are scrambled so others cannot read them in transit. However, email is not completely private — your email provider can see the content. For very sensitive information, consider using a password manager or encrypted messaging app instead of email.

How do I delete a message permanently?

Click or tap the message, then click or tap the trash icon (usually a garbage can). The message moves to Trash. If you want to delete it permanently right away, go to the Trash folder, select the message, and click "Delete permanently". Otherwise, Gmail automatically removes messages from Trash after 30 days.

Can I have more than one Gmail account?

Yes. Create a second Google account at accounts.google.com using a different email address or username. You can then switch between accounts in Gmail by clicking your profile picture in the top right corner and selecting "Add another account", or by logging out and logging back in with the other account.