Are you ready to boost your Gmail productivity? The purpose of this article is to show you a number of simple and more advanced tips so that you can become a Gmail power user.
Gmail power users know something that your average user doesn’t. In this article you will discover how to:
Using Gmail’s star system, you’ll be able to tag your inbox messages with color-coded shapes and stars. You’ll notice that, by default, your Inbox only provides a yellow star but you also have the choice of tagging messages with other colored stars and icons.
It’s entirely up to you which icons and colors you use, and how you use them. As an example, you might prefer that your urgent messages be tagged with a red exclamation mark, the messages you need to read should be tagged with a yellow star, and messages that must be researched before responding to be tagged with a purple question mark.
Follow these simple steps:
Generaltab in the Stars section, drag the stars you’d like to use from the Not in Use list to the In Use list.
Note: You have to know the star’s name in order to search for starred messages in the search box. Find this by going to the Settings page, General tab, and hovering your mouse over that particular star in the Stars section. For example, the red exclamation mark is known as Red-Bang, and the yellow star is known as Yellow-Star.
When you choose to use a star to tag a message you simply click the star icon until you find the one you want, and Gmail will rotate through the stars you’ve placed in your In Use list. But it gets even simpler.
As an option, you can perform this same task by using the keyboard shortcut
s. If you’re sending a message and you want to apply a star, go to the New Message window and click on the down arrow in the lower right-hand corner, choose Label, then select Add Star.
Labels are one of the easiest and most effective ways of organizing your inbox. Labels are great for categorizing by topic, client, project, action required etc.
For further categorizing you can use sub-labels. For example each of your clients could have his or her own sub-label.Note: If you’re coming from another email system and moving to Gmail, you’re probably wondering why there are no folders. The answer is that Gmail doesn’t use folders. It uses labels. A Gmail conversation can have many labels and be in many locations: Inbox, Sent Mail, All Mail, and so on – which offers the user more flexibility than having messages in only one folder.
If all your Gmail messages are in your inbox and you’ve never used labels before (and many, many people are guilty of this), this is the time to start.
If you’re just getting started with Gmail labels, here’s a three-step process to help you get started:
Alternatively, you can set up a filter to do this step for you.
Create new label
As an alternative, when a particular email is open, you can create a new label simply by starting to type the name of the label and clicking on
To apply labels to messages in your inbox the easiest methods are as follows:
Move Tobutton or the
Labelsbutton to label or move messages; however, it’s usually quicker to use the drag-and-drop method.
If you want to view all messages that have been tagged with a certain label, click on that label in the navigation sidebar. Labels can be managed on the Labels tab of the Settings page. From here you can specify which labels to hide and which labels to show in both the message list and the label list. You can also remove a label (which doesn’t delete the messages in it) and edit the name of a label.
Gmail offers a number of options under the Setting’s default section to customize your inbox. For instance you can specify the number of messages to appear in your inbox, turn off Google Chat etc. But the amount of customisation you can apply to your Gmail account is limited.
However, when you install Gmelius, you will be able to personalize your inbox further.
With Gmelius, you can tweak Gmail – from customizing the look of your inbox to removing Gmail ads and disabling functions you don’t use. Learn more.
Here are some of the most popular customization options that are possible with Gmelius:
And Gmelius offers a lot more than just a way to personalize your inbox. It adds over 40 new features to your inbox designed to boost email productivity.
Filters are another powerful Gmail feature: they enable you to automatically perform a specific action when a message arrives in your inbox that matches the filter criteria. For example, filters can be created based on the subject line, the sender, content of the message, attachments, or size.
The most popular filters are based on the sender. You can let Gmail know what action you want taken after determining what triggers the filter. One or more of the following actions can be selected:
A Word of Caution: Gmail filters are a wonderful timesaver, but creating filters that are too general could well result in missing vitally important messages. Let’s say you created a filter based on a word in the subject line, an important message you wanted to read could inadvertently be moved out of your Inbox. Generally, using a sender’s precise email address as a filter will yield the most accurate results.
To create a filter:
Specify what you want Gmail to do when it encounters a match, such as applying a star or a label.
Filters can be managed on the Settings page using the Filters tab.
On this page you can create a new filter, plus you can delete, edit, import, and export existing filters.
With Gmail, the management of your inbox can be delegated to another person, such as a colleague or an assistant. This person can then read, reply to, send, delete, and organize your messages.
Follow these steps to set up delegation:
Accounts and Importtab
Add Another Accountlink in the Grant Access to Your Accoun section
The person you’ve chosen to delegate your emails to will receive a notification from Gmail confirming your request.
Delegating your Gmail account to a colleague or assistant can be a very handy tool for busy people, but there are limitations. Remember that the person you’ll be delegating access to must have their own Gmail account and the number of accounts you can delegate is limited to one.
You also need to remember that you can’t use Gmail’s delegation feature to create a group email account; and if Google does notice that many people are accessing the same Gmail account it’s within its rights to shut the account down.Note: By default, when a delegate opens a message the message is marked as read. If you want to change this, go to the Accounts and Import tab and select the ‘Leave Conversation Unread When Opened by Others’ option.
Let’s say you’ve decided you no longer want someone to have access to your Gmail account. To cancel delegation, follow these simple steps –
And you’re set!
Did you know that Gmail provides many keyboard shortcuts, thus enabling you to complete tasks quicker?
If you’re not already using them, you really should take the time to familiarize yourself with the shortcuts and start using them for your common Gmail tasks.
By default Gmail offers a number of shortcuts however there are others that are not available unless you turn them on. Follow these simple steps to turn Shortcuts on:
? To view a complete list of keyboard shortcuts: remember that when you press the**?** key you need to hold the Shift key down. See below for a comprehensive list of keyboard shortcuts.
That’s impressive, isn’t it?
Another huge time-waster is searching through Gmail trying to find a certain email message. Yes, performing a basic search is easy. However, when you’ve got thousands of Gmail messages, whether they’re archived or in your Inbox it can often be difficult to find precisely what you’re looking for.
The solution is learning to perform advanced Gmail searches.
To do so, click on the arrow to the right of the search button.
Now, in the search window provided, you can search by sender, location , subject, recipient, attachments, words in the message or words not in the message, and date.
You also have the option of using various search operators in the Search box:
You can view a complete list of search operators here.
It’s now your turn to apply these Gmail tips to your daily email routine to boost your email productivity. And in no time you’ll become a Gmail master.