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10 Tips for Using Gmail

 

10 Tips for Using Gmail

All of your unread emails won’t get answered on their own (well, actually they might – but I’ll get to that later). And it’s not just the sheer number of emails that feel overwhelmed – it’s the amount of time we spend looking at, responding to and worrying about those emails.

Fortunately, there are ways to take over your inbox before it takes over you.

Below are 10 Gmail tips and tricks to help you gain control of your email.

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How to make Gmail complete your messages?

Gmail’s smart compose feature finishes your sentences for you. When you start typing an email, Gmail’s AI algorithm will guess what you’re trying to say. By pressing the “Tab” key, the suggestion will automatically fill the email. It’s like we’re finishing each other’s sentences

To enable smart compositing, go to Settings -> General and toggle the “Smart compositing” toggle. Simultaneously enabling “personalization”, Google’s AI will adapt its composition suggestions to your preferences and habits. You can even provide feedback to compose smart so this resource can learn your preferences and style.

To do this, go to the “More Options” button at the bottom of the email toolbar next to the trash icon and select “Smart composition.”

 

How to schedule email in Gmail?

With Gmail’s scheduling feature, you can decide when, exactly, an email is sent. By clicking the little up arrow next to “Submit” and selecting a time and date, you can stay on top of deadlines while still living your life.

When you’re done with your email, click the down arrow at the bottom left of your new email next to the “Send” button. You will be prompted with “Schedule Submit”. Click on this option and choose a date and time to send the email. Once selected, click “Schedule Send” and the email will send by itself without having to drop your wine glass.

 

Use the best shortcuts for Gmail

Gmail is full of keyboard shortcuts that can make dealing with your inbox much easier. Go to Settings -> Advanced and Enable Keyboard Shortcuts. There should now be a tab for keyboard shortcuts in the Settings window where you can view and customize your options. You will need to make sure that keyboard shortcuts are also turned on in Settings -> General -> Keyboard Shortcuts .

To see a full list of more Gmail options and shortcuts (including a bunch of options grouped by function), hold down Shift+/. A panel will appear with a directory of shortcuts.

 

Some of the best keyboard shortcuts for Gmail include:

Shift +! : Report as spam (emails you don’t like *disappear* from your inbox)

Shift + #: delete (read above)

A: Reply (answer quickly)

U: Mark as unread (to come back later)

C: Compose new email

A: Reply all (again, don’t confuse this with “R”)

E: Archive a message

Pressing G+ (I, D, S or T) takes you to a variety of different inboxes, starred emails or drafts depending on which letter you press.

 

How to unsend an email?

The momentary panic that sets in when you write “Dear Dear” instead of “Dear Daniel” in that work email is now and forever officially addressed. Gmail now has the option to remember a sent message for up to 30 seconds after sending it.

To configure this, go to the Settings icon in the top right corner of your Gmail homepage, choose Settings -> General, then toggle on “Undo Send”. You can decide how much time you have before the option to call your email back disappears, going from 5 to 30 seconds.

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Enable email self-destruct

These messages only stay in the recipient’s inbox for as long as you want. Email cannot be forwarded, copied, pasted, downloaded or printed, and you can even revoke access from your own account ahead of time.

After composing your email, click on the little clock with a lock icon on the bottom toolbar and select the recipient and deadline.

This new feature also gives you the option to password protect the message, so the recipient also needs to enter a computer generated password they receive via text message before they can open it. Just click on the option that says “SMS Password” under “Require Password” and Gmail will send the recipient the password they need to access the email.

Note: Some corporate Gmail accounts do not have this feature enabled. And if you want something even more secure, try a secure messaging service like Signal.

 

Prepare ready-made replies in Gmail

With Gmail ready-made replies, you can quickly set up and import pre-written replies into your emails. This feature is mainly for you business people who send the same email over and over to different people. It’s the latest lazy copy/paste, but without the anxiety of accidentally pasting the wrong name into your greeting. Even importing subject lines and any attachments you saved with the template email. By labeling these answers, you’ll be able to find what you need quickly and effectively.

To enable canned responses, go to Settings icon -> Settings -> General -> Enable canned responses (templates).

After entering the initial email, click on the “More options” icon next to the trash icon on the Gmail toolbar and select “Ready replies”. From here, select “Save Draft as Template” and then “Save Draft as New Template”. From here it will ask you to name your model – let’s say I’m calling it my “network model”, and now I can send this email whenever I need to.

Just open a new email, select more options -> Canned Replies and your template will appear. When you click on it, the new email will be filled with the saved template. Ready! Less typing, more canned responses.

 

Put your Gmail in snooze mode

Getting a stressful email after work hours can really put a damper on your happy hour or family time. Activate Gmail’s “Snooze” feature when you need a break from your inbox and emails will reappear at your chosen time.

To enable this mode in an email, hover over the message on the main Gmail screen and click the clock icon to the right. You can snooze the email for a day, a week, a month, you can snooze it for a year. The email will reappear in your inbox when you are ready to respond. There’s also a label designated for those most dreamed-up emails on the left side of your inbox in case you need to find them sooner.

If that’s not enough for you to remember to reply to grandma’s email, try clicking and dragging the email from your Gmail inbox directly to your Tasks tab in the panel on the side of the screen. The email reminder will appear there, with a link directly below it that takes you directly to the message in question. Integrating these emails into your to-do list can be an effective way to remember to respond.

 

Gmail’s Personal Assistant

Instead of hanging up through your Gmail inbox to find out which gate you’re flying in or where you’re hanging out with your mom for lunch, use the Pay and Subscription feature to view and manage your flights, dinner reservations, subscriptions, and a lot more. It’s like suddenly getting a personal assistant that you don’t have to pay for.

This Gmail feature searches your inbox for any flight, hotel, concert, event or restaurant reservations you’ve made and compiles them all in one go. It even tracks past reservations and subscriptions that have expired.

Go to the circle at the top right of the Gmail screen with your home or personal photo in it. Click Google Accounts -> Payment & Subscriptions. Select which option you want to view, whether your subscriptions, reservations or purchases made, so that you can view them.

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Put Gmail in your tab

Gmail tabs update is like a free personal organizer, dividing your inbox between several different tabs, including social emails (like Facebook, Twitter and Instagram), updates (newsletters, etc.), finances and promotions.

The beauty of this feature is that your brain doesn’t have to constantly switch news tasks to work to mom’s new Facebook photos and back to work again. Instead, choose which inbox label you want to deal with and go ahead and conquer those unread messages. Your main inbox will still contain all the most important messages to reply to, while the other inboxes go to the backseat .

Go to Settings icon -> Configure Inbox and select which tabs you want to filter messages in your Gmail inbox. You can choose up to five different filters.

 

Never break the Gmail chain

If you want to copy a colleague into an email chain in Gmail, just type “+ [your name]” in the body of the email and select their email address. Now this email will automatically launch into the conversation. Yes, you can also type your email into the address field, but this is how it feels nicer.

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