10 Helpful Tips in Using Gmail

As of late, email has often been the cornerstone of our personal and professional communications. Like most small business owners, processing email probably takes a good chunk of your day.  Looking for some emailing pointers? Fortunately, if you’re a Gmail user, there are a lot of ways to customize, sort, and arrange the app to make it markedly more manageable and make your day more efficient.

Check out our Top 10 Tips below.

1.   Enable Undo Send to Take Back Messages You Didn’t Mean to Send

  • On your computer, open Gmail.
  • In the top right, click Settings.
  • In the “Undo Send” section, check the box next to “Enable Undo Send.”
  • In the “Send cancellation period” section, set the amount of time you want to decide if you want to unsend an email.
  • At the bottom of the page, click Save Changes.
  • Undo sending your message
  • After you turn on Undo Send, you can cancel sending an email.
  • After you send a message, you’ll see the message “Your message has been sent” and the option to Undo or View message.
  • Click Undo.

2.  Organise Your Emails with Labels

  • Automate responses to common messages.
  • In the Gmail search box, click the Down arrow.
  • Enter your search criteria, then click “Create filter with this search”.
  • Check the “Send canned response box” and select one of your saved canned responses. If you don’t see this option, make sure canned responses are enabled.
  • Click Create filter.

3.  Find out When Someone Reads a Message You Sent

  • In Gmail, compose your message.
  • At the bottom of the compose window, click the Down arrow.
  • Click Send. You’ll get a notification email when your message is opened.

4.  Focus on Important Messages with Priority Inbox

  • In Gmail, point to your Inbox label and click the arrow that appears next to Inbox.
  • From the Inbox Type menu, select Priority Inbox. Priority Inbox separates your inbox into 3 sections: Important and unread, Starred, and Everything else.

5.  Customise Your Sending Options

  • Under general settings, enable “show ‘send & archive’ button in reply”.
  • Now, when you reply to an incoming email, you’ll see a new button to send your response and archive the conversation with one click.

(Note: Archived conversations vanish from your inbox but still appear in search results, and in Gmail’s “all mail” view. If someone replies to an archived message, it pops back into your inbox. You can also switch “default reply behavior” to “reply all”: when dealing with group emails, this ensures you won’t accidentally reply only to one person.)

6.  Use Google Drive to Get Around Attachment

(Note: Gmail supports attachments of up to 25MB per email. But large messages waste space and may be rejected by other email services. The answer? Don’t send large files; simply provide links to them.)

  • In Google Drive you can do this by clicking the little drive icon at the bottom of the compose window and selecting a file to share.

7.  Use Boomerang to Snooze and Schedule Messages

Boomerang can make sure you queue up messages whenever you have time to reply to email and then send them at the time that’s most appropriate for the sender to get them—which is perfect if your work across time zones or clean out your inbox in the middle of the night. Similarly, it can “snooze” messages in your inbox by removing them from view until a set time, when it’ll come back to your inbox when you (hopefully) have time to address it or respond to it. It’s great for killing inbox clutter and making sure you only see the stuff you can focus on right now.

  • Give permission to install Boomerang. Click “Allow” in the top-right corner of your Firefox browser window.
  • Install Boomerang for Gmail. Click “Install Now”.
  • Open Gmail in a new tab. You will see a Boomerang link in the top-right corner of your Gmail screen.
  • Start scheduling your messages.

8.  Backup Gmail Messages

For most people it is a good idea to keep a backup of your inbox and not your ‘sent’ messages. Well, the quick and automatic way is to set up Gmail to forward messages (do it to another email service, like Yahoo or Hotmail).

  • Go to Settings (top right corner of Gmail window).
  • Click on Forwarding and POP/IMAP.
  • Select Forward a copy of incoming mail to.
  • Enter an email address there.

9.  Brush up Your Security

Worried you’ve left yourself logged into Gmail on a work laptop or a friend’s PC? Check for forgotten sessions by scrolling to the bottom of your inbox and clicking the tiny “details” link. This will show you a breakdown of recent activity and provides a button to instantly sign you out from any other locations. To keep intruders out of your account, it’s a good idea to enable two-step verification, so that new log-ins have to be approved from your smartphone.

  • To access this and other important security settings, click on your account icon at the top-right of the Gmail page.
  • Click the blue “my account” button.
  • On the page that opens you’ll find a complete set of sign-in and security options.

10.  Check Emails from Other Accounts

If you have multiple email accounts, you can check them in Gmail. You can choose from the following options:

  • Get all messages (old and new): Choose this option if you still use another email address, including another Gmail address. There might be a short delay in showing new messages.
  • Get only old messages: Choose this option if you recently switched to Gmail from another provider.
  • Forward only new messages: Choose this if you want your new messages immediately.

Do you have any awesome Gmail tips to share?

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