5 tips to take your Gmail use to the next level


Google’s mail product could also be the unmarried maximum robust instrument in the global for productiveness … if you realize the energy tips. Here are tactics to improve your Gmail utilization.

Image: iStockPhoto

Built through programmers for technical other folks, Gmail has a complete suite of equipment identical to a full-blown construction atmosphere, however you will have to know the way to use them. Today I’ll train you ways to mix all your electronic mail accounts right into a Gmail interface, then to make the maximum of that, together with undoing despatched messages, the hidden Tasks checklist in Gmail, keyboard shortcuts, and extra.

SEE: Google Sheets: Tips and tricks (free PDF) (TechRepublic)

Combine those tips with the workflow techniques for Gmail to get your self out of blah and get again to paintings, whilst having amusing.

If you’ll be able to’t have amusing, I promise I’ll a minimum of get you carried out with paintings faster. 

Add non-Gmail accounts

Back in a distinct century, we had an electronic mail software on our desktops, and would get the mail from a mail server. The generation that drove that also exists, which means that you’ll be able to attach Gmail and feature it learn and write for your Yahoo, Zoho, Mail.com, and Internet Service Provider accounts without cost.

Click on the equipment icon at the height appropriate for settings, click on on Account, then Add a Mail Account. Go to your outdated web app to get the POP3 (obtain), IMAP (sync mail), and STMP (ship electronic mail) settings you can want to attach. Click on the icon in the top-right to transfer between accounts. If you might be bold sufficient, you’ll be able to use the Gmail software on your telephone or pill and spot all emails at the identical time. Gmail makes sense sufficient to stay those threaded. If you have by no means emailed the boss from your private account, then their electronic mail is not going to populate as you kind a reputation, supplying you with a touch you might be composing from the unsuitable account.

If you might be like me, you get emails from lists. Lots of emails from lists. Most of those emails imply not anything, however some have robust, actionable data. The temptation to take a look at electronic mail at each and every ruin (the place each and every ruin is 2 or 3 mins) can also be massive. You can get those out of your inbox with filters, after which simplest take a look at a particular label each and every morning.

Filter sooner than they come

When you might be studying any electronic mail (or have the rest checked), you’ll be able to click on the hamburger (3 dots) icon and clear out messages as in Figure A beneath.

Figure A

Figure A: Filter Messages like these

The clear out menu permits you to skip the inbox, mark messages as learn, and assign them a label, or class. Inbox zero, as a technique, is much less about getting all the messages answered to, up to push out paintings that may be carried out or answered to later.

Another robust possibility in settings is Read/ Unread First. If you will have the nasty dependancy of maintaining essential messages unread (extra on that later), Settings a minimum of supply you the child step of forcing unread first. If you need to delve into marking emails as precedence, or accept as true with Gmail’s artificial intelligence (AI) to make a selection the ones which might be essential to you, the ones choices also are to be had for you, as Figure B presentations.

Figure B

Figure B - Inbox settings

Undo despatched messages

You’ve almost certainly had that “whoops” feeling from forgetting an attachment. Worse, it’s possible you’ll click on ship on one thing emotional and remorseful about it. Gmail does have Delay and Undo choices, however the default extend is simplest 5 seconds. Once the message is in reality despatched, there’s no recalling it. What you’ll be able to do is building up the extend. Use the equipment icon in the higher appropriate. Under normal settings, set the cancellation duration to 30 seconds. However, if you happen to click on any place else, the Undo message will disappear.

You can nonetheless recall that message if you happen to transfer rapid.

Go to Sent Items, click on the checkbox and click on Move to Inbox. Then move to the Inbox, click on to make a selection the message, and transfer to Trash. The message won’t ever be despatched.

A 30-second undo extend would possibly simply provide you with an opportunity to repair the ones typos, upload the attachment or emoticon to make the level transparent, or simply to click on delete.

To-do checklist inside of Gmail

Working with Gmail normally way bouncing between 3 techniques. There’s the electronic mail (which solutions the query “who will I be today?”), the to-do checklist (some strive to prepare it), and no matter we use for exact paintings, which is usually a phrase processor, spreadsheet, video editor, CAD device, and so forth. Modern construction environments supply the equipment to do the whole thing in a single window, together with debugging and unit trying out.

As it seems, Google Mail contains the equipment to create your personal to-do checklist from your electronic mail. 

As you might be studying any electronic mail, or have any emails checked in the inbox, you can see the Add Task button (Figure C) at the height. The icon seems like a circle with a take a look at mark, and a small plus in the bottom-right. Personally, I will be able to use those for invoices, bills, and tasks, as a substitute of managing them through maintaining them unread. (Managing through unread is a horrible apply. Don’t do this.)

Getting Tasks inside Gmail rid me of a complete browser tab; sooner than this, I had it in a Google file.

Figure C

Figure C: Add Task Button

Keyboard shortcuts

I used to be blown away 23 years in the past staring at Jeff Klein edit recordsdata in vi—his arms by no means left the keyboard, and the textual content flew through. If Gmail is a construction atmosphere, it will now not be entire with out keyboard shortcuts. 

Gmail is a whole construction atmosphere. With command-i for italics, control-b for daring, and control-enter for ship, you’ll be able to whip thru your electronic mail to-do checklist, get out of the trade of conversation, and get into the trade of having paintings carried out.

If Gmail is a part of your paintings, you’ll be able to get it carried out an entire lot sooner. If you put into effect the Gmail management techniques as some way of running, it could even prevent sufficient time to believe software lessons from Silicon Valley, or leadership lessons from Picard.

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