Gmail also touts its unique labeling system, that replaces other email services' folders (for filing incoming messages), its "conversation" grouping of messages, and its lack of banner ads or pop-ups. In this writer's opinion, the value of the labels is overblown. To label incoming messages is time-consuming and on the whole not particularly helpful. Unlabeled messages may be retrieved easily either from the main window (with the "Search Mail" button) or with Gmail's advanced search (accessible via "Show search options" on the main window). This writer uses the advanced search routinely, for finding messages.

It should be noted that Gmail is not ad-free. It's just that the ads are text ads (similar to the ads on Google's search pages).

At this time a Gmail user can receive HTML mail but send in plain text only. For security purposes, graphics are excluded by default from incoming messages, and you can vary this instruction on a message-by-message basis only.

Spam control. Gmail features its own rudimentary spam filtering system, discussed in greater detail below. While imprecise, this system cannot be turned off. Although you can create your own additional filters, the only way to stop Gmail from diverting legitimate mail to its spam folder is to add the sender to your contact list. (You can do so either directly or by marking a "Spam" message "Not spam.") At this writing Gmail still follows a quirky protocol under which bounce messages are diverted to the spam folder.

Should You Switch?

• if you find Web-based email just too slow,
• if you want pictures on your incoming messages, and don't want to have to bother with Gmail's one-click instruction (to include graphics) for each such message,
• if you need to be able to compose messages in HTML,
• if you don't want to have to periodically check the spam folder for legitimate mail or bounced messages,
• if you prefer to read in your inbox all incoming mail, even mail that might be spam, or
• if you're happy with what you have, and feel it's not worth the trouble to notify folks of your new address.

You should consider switching to Gmail

• if you'd rather not fuss with setting up folders for messages that you've read and want to keep, but still want to be able to retrieve such messages speedily,
• if you like Web-based email such as Yahoo Mail or Hotmail, but are fed up with the banner ads and popups you encounter,
• if you don't want to have to decide which incoming messages to keep and which to delete,
• if you've ever wanted to view an old incoming message only to realize that you'd permanently deleted it,
• if you presently use a disk-based system like Outlook or Outlook Express, and don't want the hassle of backing up your messages to protect against their loss in a disk crash,
• if you find your present email filtering scheme too complicated, or
• if you like the idea of grouping related messages in "conversations," for easier reference.

Gmail Compared to Outlook Express

Storage

One minus with a Web-based system is that the provider's server will accommodate only a limited amount of storage-typically much less than will easily fit on a user's hard drive. So the user may find older messages simply gone. This distinction is turned around by Gmail-which allows a gigabyte of storage, and in fact discourages the user from deleting any messages.

Filing

Gmail has revolutionized email filing. (In its terminology, it doesn't even offer filing!) Rather than send it to a particular mailbox, the user simply "archives" the message. Archived messages in Gmail go to "All Mail," which is just like the "Hold" mailbox referenced above, except that it includes outgoing as well as incoming messages. A Gmail quirk is that while a user's draft will be found in All Mail, messages that Gmail considers spam will not.

Gmail's "labels" or keywords, can at least in theory facilitate a message search, in addition to the usual search criteria (sender, subject, date range, etc.). Multiple labels may be assigned to one message.

As would be expected with a system created by Google, searching for messages is lightning-fast. This rapid retrieval of messages actually renders Gmail's labeling system largely unnecessary, in this writer's view.

Spam Diversion

Gmail controls spam by means of (1) message filtering-similar to that of Outlook Express, and (2) spam blocking.

With either Gmail or Outlook Express, the user can set up filters to bypass the inbox and send the subject messages directly to "Trash" [Gmail] or "Deleted Items" [Outlook Express]. Outlook Express also has a "Block sender" option to keep those senders' messages from reaching any mailbox.

Using its own criteria, Gmail will divert incoming messages to its "Spam" folder. This criteria can be overridden by the user's action either manually to add messages to the spam folder or to remove them. This action by the user will continue to affect all messages from the same sender.

Further Considerations

Gmail out of the box will not notify you when you have a new message. Keeping your Gmail window open won't tell you anything unless you refresh the page. And even with a fast connection, refreshing can be tediously slow. You can download the Gmail Notifier, but only if you use Windows 2000 or XP (or a later Windows version).

Additional points will become apparent with use. For example, a minor annoyance is Gmail's closing your history/favorites/search sidebar whenever you click on a link in a message. The best way to make up your mind about Gmail is to try it.

There is no restriction against any non-profit group using this article as long as it is kept in context with proper credit given the author. The Editorial Committee of the Association of Personal Computer User Groups (APCUG), an international organization of which this group is a member, brings this article to you.

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