Gmail Inbox Tips & Tricks: A Quick Guide

June 18, 2014 Google Docs  No comments

Gmail has lots of tools built in that help you manager your inbox and do what you need to do more efficiently. Check out these tips and tricks to save time and keep your inbox organized.

Undo Accidental Emails

This setting gives you a few seconds to stop an email if you sent it too early or to the wrong person. To enable this, go to “Settings” and click on the “Labs” tab. Scroll down to the feature called “Undo Send,” click “Enable,” and save your changes. After, this is enabled, you can go back to “Settings” and in the “General” tab, you can select how long you want the cancelation period to be (5, 10, 20, or 30 seconds). Now every time you send an email, a yellow bar at the top of the page will pop up and give you the opportunity to undo your send.

Add a Plus Sign to Help Filter Unwanted Emails

If you need to provide an email address for something, but don’t want to give out your main email address, add a plus sign to your email address (ex. your.email+example@gmail.com). Anything you add after the plus sign will still work normally. When you get the first message addressed this way, open the message, then click “More” and from the drop-down menu, select “Filter messages like these.” In the “To” section add your email address with the plus sign and click “Create filter with this search.” From there, you can choose where you want those messages to go (trash, a specified folder, etc).

Send & Archive Mode

You receive so many messages each day, so this setting helps clean up your inbox. To enable this mode, go to “Settings” and in the “General” tab go to “Send and Archive” and click the “Show” button. Now when you reply to a message, there will be a send and archive button the left of the send button. This will help keep your inbox less cluttered and only show the really important messages on the front page of your inbox.

Insert Images Directly into an Email

To enable this setting, first go to “Settings,” then under the “Labs” tab, search “Inserting Images” and enable the feature. Now you will be able to insert pictures and gifs directly into your emails. You can either drag the image into the email or click on the insert images icon and enter the image’s url address and it will show up.

Which Senders are Legitimate

Gmail has an icon for verified senders to help you filter through legitimate emails and spam/identify theft emails. To enable this setting, go to “Settings” and under the “Labs” tab, search “Authentication icon for verified senders” and enable it. Now when you get emails from companies like banks, Ebay, etc you’ll see a little key next to the sender’s name to indicate that the sender is legitimate and not a spammer or identify thief.

Canned Responses

This is a great tool for repetitive emails that you send often. To enable this feature, go to “Settings” and under the “Labs” tab, search “Canned Responses” and enable it. To save a canned response, write the email like you normally would, then click on the “Canned responses” drop-down menu and select “New canned response.” You’ll be prompted to give it a name, and it will be saved. To insert this response into an email, go to “Compose” like you normally would and click on the “Canned responses” drop-down menu and under “Insert” select which response you want to enter. The saved text will appear in your email and you can make any adjustments you need to and send it.

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