How to Send Emails (Step-by-Step) : Lesson 20 — ComputerSeekhoAurJobPao
Lesson 20: How to Send Emails (Step-by-Step) — Attaching Files, CC-BCC, Outbox, and Sending Emails
What Will You Learn?
- Requirements for Sending an Email
- How to Write a New Email (Compose)
- Important Parts of the Email Box
- Attaching a File
- Wait for the File to Upload
- Attaching a File via Drag and Dropा
- Sending a File via Copy-Paste
- Sending the Email
- Checking the Sent Folder
- What is the Outbox?
- Draft Folder
- Simple Format for an Office Email
- Common Mistakes
- Today's Practice
Connection with the Previous Lesson
- What the Gmail screen is
- What the Inbox is
- Sent folder
- Draft folder
- Spam folder
Now you are familiar with the Gmail screen. The next step is to learn the most important office skill — Sending an Email.
In an office, bosses often say:
- “Email this file to me.”
- “Email the report.”
- “Send it with the document attached.”
Therefore, learning how to send an email is essential.
1. Requirements for Sending an Email
Two things are necessary to send an email:
If there is no internet, the email will not be sent.
2️⃣ Recipient's email address
To send an email to someone, you must have their correct email address.
Example: example@gmail.com
2. How to Write a New Email (Compose)
When you open Gmail, there is a large button on the left side: Compose
Compose means: writing a new email.
1️⃣ Open Gmail
2️⃣ Click on Compose on the left side
Now, a small email box will open on the screen. This box contains several important fields.
3. Important Parts of the Email Box
When the Compose box opens, you will see the following:
1️⃣ To
Here, you write the email address of the person you want to send the email to.
Example: ektagarg123@gmail.com
2️⃣ CC (Carbon Copy)
CC means: Sending the same email to another person as well.
Example: You are sending a report to your boss and want to keep your manager informed. So, To → Boss, CC → Manager. The manager will receive the exact same email.
3️⃣ BCC (Blind Carbon Copy)
BCC means: Sending a hidden copy. If you send an email to someone in BCC, others will not know who else has received this email.
Example: You are sending an email to 10 people. If you use BCC, no one will be able to see the other recipients.
4️⃣ Subject
The Subject is the heading of the email. it tells the recipient what the email is about.
Example: Leave Application, Monthly Report, PDF File, Job Application.
5️⃣ Message Box
This is the large empty box at the bottom. This is where you write your message.
Example:
Hello Sir,
I am sending you the monthly report.
Thank you,
Ravi
4. Attaching a File (Attachment)
The most common task in an office is sending an email with an attached file.
Example: PDF, Photo, Word file, Excel file.
Method 1: Attaching a File via Paperclip Icon
At the bottom of the Compose box, there is an icon: 📎 (Paperclip)
This icon is used to attach files.
1️⃣ Click on the Paperclip icon
2️⃣ A window will open showing your computer folders (Desktop, Documents, etc.)
3️⃣ Select the file you want to send (Example: My_First_PDF.pdf)
4️⃣ Click on Open.
5. Wait for the File to Upload
After attaching the file, its name will appear at the bottom. Example: My_First_PDF.pdf
If the file is large, it will take some time and an upload bar will be visible.
6. Attaching a File via Drag and Drop
There is another way to attach a file.
1️⃣ Open the file location on your computer
2️⃣ Click and hold the file with your mouse
3️⃣ Drag it into the Gmail Compose box and release it
7. Sending a File via Copy-Paste
1️⃣ Select the file and press
Ctrl + C on your keyboard2️⃣ Go to the Gmail message box and press
Ctrl + V
8. Sending the Email
Once everything is complete (To, Subject, Message, Attachment), click the Send button at the bottom.
After clicking Send, Gmail will display: Message Sent
9. Checking the Sent Folder
If you want to verify whether the email was sent or not: Click on the Sent folder on the left side. Your sent email will be visible there.
10. What is the Outbox?
Sometimes an email is not sent immediately. This happens when the internet is slow or disconnected. In such situations, the email goes to the Outbox. When the internet connection is restored, the email is sent automatically.
11. Draft Folder
If you are writing an email and close it midway, or if the internet goes out, Gmail saves that email in the Drafts. You can continue writing it later from the Draft folder.
12. Simple Format for an Office Email
Example:
Hello Sir/Madam,
I am sending the requested file. Please check.
Thank you,
Ravi Kumar
13. Common Mistakes (Beginner Problems)
- ❌ Leaving the Subject empty: This is considered unprofessional.
- ❌ Forgetting the Attachment: Many people send the message but forget to attach the file.
- ❌ Incorrect email address: If the spelling is wrong, the email might reach the wrong person.
- ❌ Clicking Send before the file uploads: This results in the file not being attached.
Today's Practice
2️⃣ In the 'To' field, write a friend's email or your own second email ID
3️⃣ Write the Subject: Computer Course Practice
4️⃣ Write the Message: Hello, today I learned how to send an email with a file attachment.
5️⃣ Attach a PDF using the Paperclip icon and click Send
6️⃣ Verify it in the Sent folder.
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