Baker Mail FAQ

How do I access Baker Gmail?
Spell Checking
Baker Gmail Features

File Attachments


Using Labels, Stars, and Filters

Archiving and Deleting Messages

Searching for Messages

Handling Spam


How do I access Baker Gmail?

To access your Baker Gmail, log in to the Baker SSO through the After logging in you will see a BakerMail link on the top of the screen.

Spell Checking

Auto spell-check may be provided by your browser, if you need to turn off or adjust the automatic spell-check settings, please refer to the help instructions provided by the browser you're using.

You can easily check your spelling by clicking the 3 vertical dots next to the Discard draft trash icon at the bottom of your compose window. Click "Check Spelling". If there is a misspelled word, it will be highlighted.  Click the misspelled word to see Gmail's suggestions for similar words.     

Can I check the spelling for a language other than English? 

Gmail automatically checks spelling in the default language selected in your Settings.  To check spelling in another language, click the down arrow next to "Recheck", and then select an alternative language.

Baker Gmail Features

Can I create my own mailing (distribution) lists?

Yes, you can create your own distribution list with its own email address using Google Groups. To interface with Google Groups and how to create your own visit

Does Baker Gmail have an Out of Office feature?

Yes, in Baker Gmail, you can set up your "vacation responder," which is similar to the Apple Mail Out of Office feature.  For details, refer to the Google Help Center.

Can I share my email with another employee?

Yes, email can be delegated to another user which gives them access to your email. Click on the settings gear -> See all settings -> Accounts  and add a mail account under "Grant access to your account." This person will be able to sign in to your account to read, delete, and send mail, and edit Gmail settings on your behalf. They will not be able to modify your Google Account settings or change your password.

Is my email signature applied when I reply to or forward a message?

Yes, Baker Gmail adds your signature to the end of every message you reply to or forward. Faculty and Staff should use the Baker College Style guide to conform to email signature standards.

I like using keyboard shortcuts.  Are they available for Baker Gmail?

Yes, Baker Gmail includes a full set of keyboard shortcuts.  First, you must enable keyboard shortcuts:

  • In the upper-right corner of the Mail window, click on the Settings gear -> See all settings -> Advanced.    
  • Change Custom keyboard shortcuts to Enabled.
  • Click Save Changes.  Then, to see the shortcuts, press SHIFT+? while viewing your list of messages in the main Mail window to get a list of all keyboard shortcuts.

Does Baker Gmail have a "tasks" feature that lets me add messages to a list for follow-up?

Yes click the Tasks link on the right pane of the screen to open the Tasks gadget.  Use the gadget to create one or more task lists. To add an email message to a tasks list, open the message and then click "Add to tasks" above the message window. You can also drag any email into the tasks list from the Inbox screen  The subject of the message appears at the top of your tasks list, with a link to the message content.

Can I change the colors of my Mail window?

Yes, you can choose from a number of different color schemes, or even create your own! To change the colors, click on the Settings gear in the upper-right corner of your Mail window. Then select "View all" next to Theme.

What is the maximum number of characters I can use for my email signature?

Your signature can contain up to 10000 characters.

Can I format my email signature and add graphics?

Yes. To set up your signature, Click on the settings gear -> See all settings -> General tab. You can format your signature with different colors and styles, and even add links and images, such as your company logo. Faculty and Staff should use the Baker College Style guide to conform to email signature standards.

What is an email alias?

Baker College can provide employees only with an email alias. An alias is not a second email inbox, but rather a second email address that goes into the same inbox. For example if a user John Smith has an email address of, upon request an email address of can be created to provide users with an easy-to-remember email address.

File Attachments

Can I include file attachments in email messages? 

Yes, you can attach one or more files to an email message by clicking the paperclip image in the New Message window. Baker Gmail will not accept file attachments that are executable files, or larger than 25 MB in size.

Can I drag and drop a file to attach it to a message? 

Yes, if your browser supports it.  If not, you must browse to it with the paperclip icon.

Is there a way to copy a file attachment from one message to another, without first downloading it to my computer? 

No. you cannot drag a file attachment from one message to another. You can forward the message by clicking the 3 vertical dots at the top right of the email message and clicking Forward, or download the attachment to your computer, and then attach it to a new email message.


Can I forward all messages in a conversation (message thread) at once?

Yes.  Open the conversation, and then click Forward all at the right of the message window.

Can I sort messages in my Inbox to move unread messages to the top?

Yes, by clicking on the settings gear -> See all settings -> Inbox you can try the Unread first option instead of default. 

What does it mean to "mute" an email conversation?

You might receive messages in a very long, ongoing conversation.  You can "mute" the conversation to keep all future additions out of your Inbox.  To mute a conversation, click Mute under More which is the 3 verticle dots above the email message window.

Note:  The mute feature works only for messages you received as part of a mailing list. If the message was sent directly to your email address (your address appears in the To or CC field), you cannot use the mute feature.

Can I "unmute" a conversation?

Yes.  First, find the conversation, click More which is the 3 verticle dots above the email message window. Another quick way to find all muted conversations is to type in is:muted in the Search field.

Can I make the "quoted text" in a conversation visible by default?

No, quoted text is always hidden by default.


Can I stop messages from being grouped into conversations?

Yes, you can control whether messages are grouped into conversations:  Click on the settings gear -> See all settings. Under the General tab, scroll down to Conversation View.

  • If Conversation View is off, new messages won’t be grouped into existing conversations.
  • If Conversation View is on, messages about the same topic will be grouped together.

Can I delete messages in a conversation before I forward them?

Yes, you can delete one or more messages in a conversation as follows:    

  • Open the conversation and select the message you want to delete.
  • Click the 3 vertical dots in the upper-right corner of the message card.
  • Select Delete this message.

Labels, Stars and Filters

There are no folders in Baker Gmail.  How do I organize my messages?

Instead of folders, Baker Gmail has a "labels" feature.  Labels are similar to folders but are more powerful and flexible. With labels, you can add multiple "tags" to a message to categorize it in several ways. For details, see the Google Help Center .

If I label a message and archive it, but later remove the label, what happens to the message?

The message remains in your All Mail archive without the label.  You can easily find it again later using Google search.

Can I apply more than one label to a single email message?

Yes, you can apply any number of labels to a message:  Select the message in your Inbox, open it, and select one or more labels in the Labels drop-down list at the top of your Mail window.

Can I change the label on one or more messages?

Yes.  To change a label on a single message, select the message in the Labels drop-down list at the top of your Mail window, and un-check the label currently applied to it, select another label, and click Apply.

Can I create sub-labels to recreate the folder tree I set up my previous Mail?

Yes, you can enable the Nested Labels lab in Baker Gmail. Click on the settings gear -> See all settings -> Labels. Create a new label and give it a name. Check the box that says Nest label under: and choose the parent label.

Can I delete a label from a single message or all messages that have that label?

Yes. To delete a label from a single message, select the message and in the Labels drop-down list simply un-check the label.  

If I set up a filter to add a label to specific incoming messages, but then later delete the label, is the filter also deleted?

No, even if applying the label was the only action for the filter, your filter is not deleted.  You can edit the filter to specify a different label or another action.

What are stars and how do I use them?

Stars are a way to highlight messages.  Assign stars to important conversations or messages in your Inbox, or use them as a visual reminder that you need to follow up on a message or conversation later.  To quickly see all messages with a star, click "Starred" on the left side of the Mail window.

When setting up an email filter, can I apply more than one label for the action?

You can apply only one label per email filter. However, if you want to add multiple labels to a filtered message, you can do the following:  Create multiple filters with the same criteria, except specify a different label for each filter. 

Can I mark a message as "unread" in my Inbox after I open it?

Yes, open the message and click the 3 vertical dots (More) and select "Mark as unread".

Archiving and Deleting Messages

What is the difference between deleting and archiving email messages?

Regardless of deleting or archiving a message, it's removed from your inbox. If you delete a message, it's placed in the Trash folder and then permanently deleted after 30 days. If a message is archived, it is moved to the All Mail folder. where you can easily find it later using search or finding it manually under the All Mail folder.

How long do messages stay in my archive?

Messages remain in your archive forever, unless deleted.

How long do messages stay in the Trash?

Messages remain in the Trash for 30 days until they are automatically and permanently deleted.

Can I move a message out of the Trash?

Find the message in the Trash folder, right-click on the message, and click "Move to Inbox".

If I delete or archive a meeting invitation from my Inbox, is the meeting removed from my calendar?

No. Deleting or archiving a meeting invitation does not affect the invitation on your calendar.

If I archive or trash a message, and then someone replies to it later, will it show up in my Inbox?

Yes, future instances of conversations or messages will show up as a new message in the Inbox, unless the conversation has been muted.

Searching for Messages

I can't always find the messages I searched for.  How does Search work?

To search for messages, type a word that the messages contain. Search matches "whole words" only — that is, it doesn't recognize partial or similar matches.  For example, if you search for benefits, Search won't find "benefit" or "benef.". Search also does not recognize special search characters, such as the pound sign, or asterisks.

By default, Search also does not look into your Trash or Spam folders.  Try advanced search by clicking the show search options icon on the right side of the search bar. You can also find more information about using Search in the Google Apps Help Center.

Handling Spam

How long do messages remain in my Spam folder?

Messages remain in the Spam folder for 30 days until they are automatically and permanently deleted.

How do I prevent messages from specific senders from being tagged as spam?

To make sure that any messages you receive from a specific person outside our domain pass through the spam filter, create an email filter using the Never Send it to Spam option:

  • In Baker Gmail, click on the settings gear -> See all settings -> Filters and Blocked Addresses > Scroll down and find Create a new filter.
  • Enter the person's address in the From field, and then Create Filter.
  • Select the Never send it to spam check box, and then click Create Filter.
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Article ID: 106571
Fri 5/1/20 8:48 AM
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