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Frequently asked questions about using Google Apps

This is a list of the most frequent questions Google Apps users had.

How much space do I have for mail messages? Can I run out of space?

Your account has 25 GB of storage. You'll probably never run out of space. In fact, a heavy email user who sends and receives lots of file attachments and archives all messages might use up to 5% of this space a year (usually less), so it would take decades to use up all of the available space. Also note that Google Apps restricts the size of file attachments to 20 MB, so you don't have to worry about a few large files using up your storage space.

Can I access my mail offline?

Yes, you can set up Gmail for offline access to your most recent email messages. To enable this feature, click Settings in the upper-right corner of your Mail window, click the Offline tab, and then click Enable Offline Mail for this computer. (Note, however, that if your Google Apps administrator has disabled offline access for your domain,  the Offline tab won't be available and you won't be able to use this feature.)

Can I make Gmail the default email program when I click email links?

Yes, if Google Talk is enabled for your domain. In that case, specify Gmail as your default email program as follows:

  1. Open Google Talk.
  2. Click Settings in the upper-right corner of your contacts list.
  3. In the General dialog box, select Open Gmail when I click on email links.
  4. Click OK.

Note, however, that this setting doesn't work for all email links.

Can I recall a message I already sent?

Yes, Gmail Labs has an early version of a new "message undo" feature that lets you recall a message within a few seconds after you send it. To enable the feature, open your Gmail Settings, go to the Labs tab, and enable the Undo Send lab.

Note that your Google Apps administrator must enable Labs for your domain for this feature to be available.

How can I spell-check a message I write?

Click Check Spelling at the top of the message you're composing. Misspelled words are highlighted in yellow. Click a misspelled word to see suggested corrections.

Is there a size or type limitation for file attachments in Gmail?

Yes. To help prevent viruses, Gmail won't accept file attachments that are executable files. There's also a 20 MB size limitation for attachments.

When should I delete a message vs. archiving it?

Deleting or archiving a message removes it from your inbox. If you delete a message, it's placed in the Trash and then permanently removed from your Google Apps account after 30 days. If you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future, using Google's powerful search feature. Since you have plenty of space for storing all your mail (25 Gb), we recommend that you archive messages rather than permanently deleting them.

How long do messages stay in the Trash?

Messages remain in the Trash for 30 days. After that, Gmail permanently deletes them.

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

If messages from a sender outside your domain are being incorrectly tagged as spam, you can prevent this from happening by creating an email filter using the Never send it to Spam option:

  1. In Gmail, click Settings > Filters > Create a new filter.
  2. Enter the person's address in the From field, and then click Next Step.
  3. Select Never send it to spam, and then click Create Filter.
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