In this super busy world of professional environment, it makes it challenging for each one of us to organize and use our emails effectively and efficiently. Whether it’s customizing, sorting, searching, automating your emails, Gmail offers dozens of ways to managing your inbox easily. Gmail is simple enough to use and to make you become a Gmail power user. We bring you some tips which will help you get to the next level of productivity.
Labeling your emails makes it easy and effective in organizing your inbox. Emails can be automatically given a label and you can also create nested sub-labels under a parent label.
A furthermore technique to get your inbox organized is to use the Gmail’s star system. You can add color- coded shapes and stars to the messages in order to distinguish the kind of messages in your inbox.
Although by default, you will only notice the yellow star for tagging a message, there are different shapes like a red exclamation mark to indicate urgent messages, yellow star for “to be read” messages, purple question mark for “to be researched before responding” messages.
To activate the stars and icons follow the steps mentioned below:
When you choose to use a star to tag a message you simply click the star icon and you will find the various options to select and tag which you have placed in your In Use list.
Filtering your emails will help you get rid of the clutter that populates in your inbox. You can archive the list, mark them all as already read, add a star to it, apply a label, automatically forward it to a recipient, delete them at once, mark it as important or categorize them.
The diagrams below will show you where and how to filter your emails.
Gmail will help you automatically fire off a reply to the senders of all incoming emails, notifying senders that you won’t be available for the duration which you specify. You can also choose to whom you limit the automatic reply. Simply go to the settings menu and General tab and look for vacation responder. Enter the subject and message of the automated response which will be fired from your account.
The Canned Responses lab will save you serious time. Type the content of the message and save the text and after enabling this option and you will be able to send the same content with just a click of an icon. It can also be scheduled and sent automatically using filters.
If you are annoyed with the odd and useless emails loading into your inbox quite often, you can have a process in place to filter the unwanted emails and block email addresses that send such mails.
Open the kind of message you want it blocked and click on the drop down menu on the top right as shown in the diagram below. Then choose if you want to filter the message like those or block the sender of the message permanently.
These emails from blocked addresses will now go straightaway into the spam folder. This filtering can also be done via Settings > Filters and Blocked Addresses
How many times have you felt that it would have been better had I not sent this email?. The “Unsend” feature is a savior which will allow you to take back emails. Simply go to settings and check in the general tab and “Enable Undo Send”. You can also select the cancellation time between 5 to 30 seconds. Click “Save” at the bottom of the screen.
Gmail allows you to add task lists for alerting you on a follow up on something you want to address at a later point of time or to remind you at a particular time.
In order set up the email, you have to add and click on “More” and select “Add to Tasks”.
Gmail has an appealing interface and is simple enough to use. It provides the users with high degree of convenience giving it an edge over other webmail services. In no time you will become a Gmail power user and boost up your email productivity if you start applying these Gmail tips.