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Gmail has a user base that is almost 20% of the world's population, and those 1.5 billion people have a lot of untapped email productivity potential.
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That's why I set up a bunch of dummy
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accounts to show you my favorite tips and tricks for Gmail.
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Ok, how many people have their "real" e-mail
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account and their spam e-mail account?
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Like when you want to sign up for a
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newsletter, but you don't want to see it
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constantly. You can create separate e-mail
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addresses using one main address just by adding a plus sign after your address.
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So my address is [email protected]
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If I want to sign up for the CNBC newsletter, because why wouldn't I,
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I just use [email protected]
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The newsletter will still come to my inbox,
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but I can filter it out really easily so I don't get overwhelmed.
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Gmail's filtering systems super detailed.
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Basically, you can filter your emails on
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almost anything within an email which is
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helpful for categorizing and prioritizing
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emails. Let's say I get a lot of emails from my family and they always sign off with 'love you'.
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These are super important emails, but can be addressed at a later date.
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You can set up a filter to put any emails
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with 'love you' in them to skip your inbox and go right to your 'Family' folder.
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You can follow up when you have the chance
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and those emails aren't mixed in with your professional stuff.
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This works super well with spam that Gmail
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doesn't automatically filter out.
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You can even create filters within an email.
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Just click the menu button and select filter
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messages like these.
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I send a lot of emails after work hours,
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which means I either have to put those
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emails into a document or save them in my
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draft folder and remember to send them the
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next day during work hours, like we live in the Stone Age or something.
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Now all you have to do is type out your message, click that little arrow next to the send button and pick a time to send it.
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Similarly on mobile, just click the three dots next to the send button, tap 'send later' and pick your time.
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But Google says that mobile features coming in the next few weeks.
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OK, this one has saved me so many times.
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See this,
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'Dear Dain, I'd like to discuss giving you a million dollars. Sincerely, Jade.'
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I respond, 'Dear Jane, that's incredible.
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I'm so happy to have the opportunity to receive a million dollars. Sincerely, Dain.'
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I hit the send button, but I have a bad feeling about it.
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I can hit 'Undo,' and the email will open back up for one last look.
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I misspelled Jade's name and that might have hurt my chances at a million dollars.
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Of course, this has tons of practical uses based in reality. To
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turn on this feature, just go into your settings and set the duration of the undue
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period. Mine is at 30 seconds, which gives me plenty of time to remove mistakes.
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This feature came to our inboxes in Google's 2018 update.
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It lets you hold off on replying to less urgent emails.
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Say you get an email from a client saying
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they don't have an answer for you right now, but to check back next week. Lest
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ye forget to follow up, you can snooze the email until next week and it will pop back up in the top of your inbox.
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Now, do you ever find yourself replying in the same way to multiple emails?
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You can turn on canned responses to fly
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through those repetitive emails. Go into your settings, click on advanced and enable canned responses.
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Then once you've drafted your email, just
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click the menu button in the compose window, click canned responses and save your template.
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You can use those canned responses along with email filters to send automated responses.
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Say you're hiring an assistant and receiving a bunch of application emails.
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You can set a filter for 'assistant' and select your canned response, 'Thank you.'
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Any email that has the word 'assistant' will be sent that thank you email.
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This is less of a trick and more of a tip.
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I've gotten so many confirmation emails and reservation emails from people with similar
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addresses who just forget to put in the periods. Some email providers considered the period in the official address.
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Google does not.
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Use 'em, don't use 'em. It doesn't matter.
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Now do you frequently email the same group of people. like for a team project?
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You can compile those email addresses into a group in your contacts so you don't have to add all of those people each time.
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For this one you're going to have to leave Gmail and go to your Contacts page.
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There you can select who you want in the group and create a label for that group.
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Just go to Gmail, compose a message and start typing the group name.
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It will show up and everyone in that group will be emailed.
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Here's another feature that rolled out in the 2018 redesign.
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Smart Compose will predict what you're about to type so you don't have to type it.
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See, I say things like, 'let me know if you have any questions,' and Gmail predicts this. So I just start typing and press tab for it to autocomplete.
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And with an even more recent update, Google
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said Smart Compose is even more personalized, predicting your next move with even more precision.
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See, there's more to Gmail than meets the eye.
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Play around with these and the many, many more features that are available on Gmail.
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