7 Things You Didnt Know You Could Do With Gmail

Like most small business owners, processing email probably takes a good chunk of your day. What if you could procedure your email messages faster and still bargain with each message appropriately?

Guess what? If you lot know the right Gmail tips, tricks, and secrets you can. Bank check out these Google account tips and tricks to add some new strategies to your workflow.

Timing-saving Gmail tips, tricks, and secrets. (graphic source)

If you use Gmail, you're already using a powerful platform with many productivity-enhancing features. The problem is that most of usa utilize simply a small-scale percentage of the actual Gmail features that are available. That's because finding and learning Gmail'southward most useful tricks tin have time. As a pocket-sized business owner, who has the extra time?

In this article, I've done the legwork for you. I've rounded up over thirty of the best Gmail tips and tricks so y'all tin start using them correct away. We'll look at some fun, cool Gmail tricks, like changing up visuals, as well as Gmail account tips and tricks for security, workflow, and more than.

vii Top Gmail Tips and Tricks for Better Email Productivity (Video for 2021)

Gmail is full of tricks that can save you time. But are you getting the virtually from your Gmail? The answer is probably "no."

The short video below outlines some of the summit time-saving Gmail tricks that can really make a difference in your workflow:

You've only learned some of our best Gmail tips. To notice fifty-fifty more means to get the most from your Gmail account, study the following tutorial.

one. Use Undo Send to Recollect a Bulletin

Gmail tip: use the Undo Send feature to recall a bulletin.

Did you ever wish yous could unsend a Gmail bulletin? If we're honest, I think most of us have sent a message we wish we could take dorsum. Well, hither is one of the all-time Gmail tips and tricks: you can call up a message.

Yet many readers don't realize that Gmail has a feature that gives you a small window of fourth dimension to think a sent message. To employ this Gmail trick, you must first activate Disengage Send before you lot can apply information technology. And you've got to deed quickly to recall your message, but this handy feature can salvage yous from embarrassment.

For detailed instructions on how to actuate and use Gmail's Undo Ship feature, read through this tutorial:

ii. Expand and Contract the Main Menu

Looking for some Gmail tricks and tips to change up how your e-mail looks? You can hide the Primary Menu by clicking on the Main Menu button, at the acme of your Gmail.

Save space in your Gmail past expanding or contracting the menu bar.

This can be a really handy way to cutting back on clutter in your inbox. Just because you've minimized the Main Menu doesn't mean y'all've airtight its features either. Note how the carte is represented by icons, rather than text, one time it'south been contracted. Yous tin can still click to view your inbox, diverse folders, and more.

iii. Save Fourth dimension With E-mail Templates

Are y'all tired of answering the same questions over and over through email? Check out these Gmail tricks and secrets to help salvage some time.

Not but is repeating yourself annoying, but it also wastes time. Well, hither are some Gmail account tips and tricks for you. Gmail has a solution to this trouble with the Templates feature (previously called Canned Response). Templates allows you lot to salve and re-use any electronic mail you lot transport.

Templates saves a huge amount of time, especially if you're in a field that requires a lot of customer interaction. Enable Templates. Go to your Business relationship Settings, and then the Avant-garde tab. Here, y'all tin can Enable Templates.

Plow Templates on to easily apply an Email Template for hereafter responses.

Then, compose a message equally y'all normally would. Click on the More Options icon to choose the Templates choice. From here, save your draft every bit a template. You tin can access your saved templates and delete templates, besides.

Utilize these Gmail tips and tricks to create your own Email Templates.

iv. Scan Messages Quickly With the Reading Pane

Browsing your emails and paging through them can be slow. You tin can easily preview your emails with these handy Gmail tips. Effort working with the Reading Pane. Customize it to preview your emails to the side or the bottom of your viewing expanse.

Use the Reading Pane to see message contents without opening.

View and respond to your email messages without leaving your inbox. Utilise the Reading Pane to view the contents of your email messages every bit you coil through them.

Enabling Reading Pane adds a toggle push that lets y'all choose betwixt a vertical preview pane (pictured above), a horizontal preview pane, or no preview pane. Interact with each message in the preview pane by replying to it or forwarding it.

Y'all can find these options in your Settings. Go to the Inbox settings, and and then scroll downwards to enable the Reading Pane. You tin also choose whether you lot'd like your preview to the left or the bottom of your letters.

Use Gmail tricks and tips like the Reading Pane to assist preview messages faster.

5. Listen to Google Phonation Letters in Gmail

With Google Voice Player from GSuite, you can listen to each vocalisation mail message from within Gmail. This can be actually user-friendly, especially if y'all use both Gmail and Google Voice regularly.

But note that this is only bachelor for paying GSuite customers. This isn't a free add on. Then, if you're a client, make sure to take advantage of this convenient option. Otherwise, it might exist a reason to farther look into the benefits of working with GSuite.

half dozen. Utilise Nudges to Remind Y'all to Respond

Have you ever forgotten to reply to an email? We probably all have at least once. Well, in that location are Gmail tricks and secrets for this situation too. Try working with Nudges. They're handy reminders.

Cool Gmail tricks: Nudges reminds you to address important emails.

With Nudges active, you'll get a reminder at the top of your inbox, if a message lacks a reply for an extended amount of time. Then, either follow up or ignore the notification.

A lot of the best Gmail tips tricks and secrets tin can assist with workflow, but this one tin can actually be a helping manus in a unlike way. These suggestions can be dismissed or toggled off in the same place, too.

vii. Receive Email From Other Email Platforms on Gmail

But what if y'all've got more than 1 email to manage? Many of us accept an electronic mail address that doesn't necessarily employ the Gmail suffix. There are Google account tips and tricks to assist you with your workflow on this too.

Receive all your email messages in your Gmail inbox.

If yous use more than one email account, you know how time-consuming checking them all tin be. Yous've got to log in to each email account individually and expect for new messages. If that'south what you've been doing, there'south a ameliorate way with Gmail. Bank check out these Google account secrets: you can use more than than just Gmail inside Gmail.

With Gmail, create a unmarried, unified inbox where you receive all your emails. If you respond to an electronic mail, cull which email address y'all want the response to come from. There's no need to log into any platform other than Gmail to get your messages. When it comes to Gmail secrets, this one is such a time saver.

For step-by-step instructions on how to combine your email accounts, review this tutorial:

8. Mute Noisy Conversations in Gmail

But what if you're trying to placidity your inbox and declutter? Check out these Gmail email address tricks: you tin mute conversations to help keep your inbox clear of unwanted letters.

Gmail tip: use the Mute feature to keep unwanted letters from your inbox.

If you've always been in a group discussion, you know it's annoying when you're copied in on messages you don't demand. Bank check out these Gmail tips to opt out of letters yous don't want to see.

You tin mute a noisy conversation in Gmail. When you mute a conversation, future messages from that thread go straight to your archives—skipping your inbox. To first seeing those messages once again, only unmute the conversation.

For more Gmail tips on how to work with conversation threads, including instructions on how to mute and unmute conversations, study this tutorial guide:

9. Use Multiple Gmail Accounts at Once

What about if y'all've got more than than 1 Gmail business relationship? Well, there are Gmail tricks for you also. If y'all use more than ane Gmail account, did yous know that you can be logged in to more than one Gmail account at the same time? There'southward no need to log out of one account to bank check the letters in another.

This Gmail tip will let y'all have several accounts open at the same fourth dimension in different tabs. Here's how to do it. Log in to your first Gmail account. Click your profile icon in the upper right corner. This popup displays:

Continue multiple Gmail accounts open in separate tabs.

Click the Add together business relationship button. Type the 2nd Gmail account you desire to open and the password for the business relationship.

The 2nd Gmail account opens in a new tab. The first Gmail is still open in the first tab. To check each account, simply switch between the tabs.

Continue the process for equally many Gmail accounts every bit yous desire to open.

If y'all've got the Chrome browser, there'southward an added Gmail secret tip. All the Gmail accounts yous're currently logged into display on the popup window to a higher place. Click an account from the popup window to open a tab to view that account'south Gmail messages. Use these absurd Gmail tricks to chop-chop toggle between your accounts.

10. Track Who Sold Your Electronic mail Address

Check out these Gmail email accost tricks: If your Gmail address ends with @gmail.com, periods (.) in the address don't brand any difference. The following Gmail addresses will end upward in the same inbox:

• firstnamelastname@gmail.com
• firstname.lastname@gmail.com
• f.ir.st.na.me.last.proper name@gmail.com

Information technology's a picayune known Gmail cloak-and-dagger that information technology ignores these periods.

This can exist a great way to track whether someone has sold your e-mail accost.

For example, if yous normally employ firstnamelastname@gmail.com just suspect that your email address will be sold, insert a catamenia somewhere in the electronic mail address when yous give it out. Afterwards if y'all become a message addressed with the menses in the same identify, yous'll know that your email address was sold and who sold it. This is a great way to use i these lesser known Gmail secrets.

Note: This tip doesn't piece of work for Gmail addresses that don't cease in @gmail.com. If your Gmail is through an organization such as your work or school, the periods in your electronic mail accost do make a difference.

11. Filter Letters From Email Subscriptions

Gmail too ignores characters after the plus (+) symbol in an electronic mail address. The following email addresses go to the same Gmail inbox:

• firstnamelastname@gmail.com
• firstnamelastname+booklist@gmail.com
• firstnamelastname+subscription@gmail.com

Knowing this can be a great way to filter messages from your subscriptions. Add a plus symbol and the name of the subscription afterwards the first office of your email address when yous sign upwardly for a subscription.

Side by side, fix a filter in Gmail to send all messages with the plus symbol and the proper noun of the subscription to a specific label (folder). Use these Gmail tips tricks and secrets to aid organize your inbox.

12. Learn to Apply Gmail Search Operators

Do you actually know how to use Google's Gmail search office? Utilize these Google account secrets to notice things in your inbox even faster.

Even if y'all understand the Gmail Advanced Search Box, you've probably never explored Gmail search operators. Gmail has over 20 search operators that can be used to find letters or create filters. And search operators tin can be combined so that you lot tin can be very specific.

Practise you lot need to find a message from a specific sender that's got an attachment that was sent after a certain date? No problem, search operators tin help you notice exactly what you demand.

For case, the following search operator cord finds all letters sent from Envato Tuts+ later on January xv, 2016:

Gmail search operators tin help you lot find what y'all're looking for.

For a complete tutorial on Gmail Search functions, including the Gmail Advanced Search Box and Gmail search operators, look at:

13. Plow Off Gmail's Inbox Tabs

Turn off Gmail inbox tabs.

Gmail comes with five tabs automatically defined and enabled:

• Primary
• Social
• Promotions
• Updates
• Forums

But the five-tab arrangement isn't for everyone. If you don't accept part in social media or forums, for example, why would y'all desire those tabs to appear in your inbox? Besides, you may desire a tab-less electronic mail inbox.

This Gmail tip is quick to put in place. Plough off those actress tabs using the Settings > Inbox > Categories option.

For more step-by-step instructions on various methods to set up your Gmail inbox, report the post-obit tutorial:

fourteen. Apply Hangouts From Within Gmail

Use Google Hangouts to communicate quickly.

E-mail messages are great, merely you lot often must await for a reply. Did you ever wish you lot could get a quicker response? You can with this Gmail tip.

If both you and the contact you're trying to reach have a Google account (and y'all're both online), utilise Google Hangouts from inside Gmail to go fast responses. It works like instant messaging.

To use Hangouts, click the Hangouts icon (it looks like a quotation mark) in the lower left corner of your inbox. Click the proper noun of the person y'all want to invite to the Hangout. A Hangout dialog box appears on the correct side of your inbox. At present y'all can chat with your contact in real time.

15. Modify the Star Setting to Rank Email Messages

Gmail secret play tricks: use different colour stars in your Gmail inbox.

Y'all've probably noticed the little stars next to each bulletin. Click the star, it turns yellow. The star is a great way to marking an important bulletin. Wouldn't it be corking if you could differentiate between your important messages by mark them with unlike colors?

A little-known Gmail underground is that you can change the star settings in Gmail with the Settings > General > Stars option. In that location's a total of twelve star options bachelor. That includes unlike colored stars and other symbols such as exclamation points and even a question mark.

Cull to use a single star, four stars, or all the stars. In one case your options are changed, marking a message with the symbol of your pick by the number of times y'all click the star side by side to the message. Click the star once, it turns yellow. Click information technology twice, it turns the next colour on the list. Click it 3 times, and the star changes to the third colour ... and then on.

16. Use Google Drive to Send Large Attachments

Gmail allows you to ship an zipper of up to 25 Mb with your message. While that file size is large enough for most situations, there may exist times when you want to attach a larger file.

For case, what if you desire to send an entire manuscript, complete with images, for editing? Or, what if you demand to ship a null file of an entire photo shoot for review?

Use Google Drive to send large attachments.

If you use Google Drive with your Google account, you tin can transport larger files through Gmail.

First, copy the large file you lot want to send to your Google Drive. Side by side, click Etch in Gmail and type your bulletin. When you're ready to attach the large file to your message, click the Google Bulldoze icon (next to the Attachment icon that looks like a paper clip). Insert the files y'all want to attach and send your message.

17. Give Your Assistant Access to Your Gmail

Y'all're busy. Checking e-mail takes a lot of time. You want to consul this responsibility to someone else to salve time. Good news! With Gmail, yous can. Gmail gives you the ability to give someone else access to your account.

Requite someone else access to your Gmail account.

Hither's how to set this upward. Use the Settings > Accounts and Import > Grant access to your account option to allow someone else to read and reply to your letters. Use the Go out chat unread when opened by others toggle to see which messages you lot oasis't personally read.

18. Detect and Remove Large Messages

Use advanced Gmail search to find large attachments.

Here'due south a quick Gmail secret to keeping your business relationship size down:

If y'all receive a lot of Gmail messages, over time you may discover your inbox filling upwards. Messages with attachments can be a big part of that trouble since they're larger than ordinary messages. You may remove those messages using the almost retentiveness and gratis upward a lot of space in your Gmail account.

If you're looking for a specific file that you received as an zipper, you're in luck. Gmail allows y'all to search specifically for messages with attachments. You tin narrow the Gmail search to look for file attachments larger than a certain size.

For detailed pedagogy on how to search for messages with attachments by size and other search capabilities, review the following tutorial:

19. Notice Out If Someone Else Used Your Gmail

Computer security has been in the news a lot recently. Almost every day it seems like we read another news story about someone whose business relationship was compromised. You may exist worried that someone else has accessed your Gmail account. (Note: Your hazard for this is higher if y'all've logged into your account using a public computer.)

At that place's a little-known Gmail trick that allows you to tell whether someone else has used your Gmail business relationship. Google tracks your account usage, and you can meet the record. To access the record, look at the lower correct corner of your computer screen to see when your Gmail account was last accessed.

Gmail secret tip: discover out when your account was used.

Click the Details link to see a tape of recent account activity including IP addresses.

A record of Gmail account activity including IP addresses.

If anything looks off in your business relationship history, your account may have been accessed by someone else.

20. Utilize the Send and Archive Push

Use the Send & Archive button to automatically archive messages you reply to.

A Gmail trick that many users are unaware of allows yous to answer to a message and archive them at the aforementioned time. When enabled, the Send & Annal button appears to the left on any letters you're sending or forwarding.

To enable this Gmail trick, click the Show "Send & Archive button in respond toggle from Settings > General. This Gmail clandestine helps de-clutter your inbox and is a quick time-saver.

21. Turn Gmail Notifications On

Gmail tip: plow your desktop notifications on or off.

Notifications are a handy Gmail trick to ensure you never miss a message. When you enable Desktop Notifications, yous'll receive a popup on your desktop when a new bulletin arrives. You lot tin cull to receive the notification pop-upward for all new messages, or but for those flagged equally of import.

To activate Gmail notifications, click ane of the "on" toggle buttons at Settings > General > Desktop Notifications. If you modify your mind, de-activate the notifications by clicking the Mail notifications off toggle button.

22. Plough on Priority Inbox in Gmail

Quick tip: how to fix Gmail Priority Inbox.

You may think that you're stuck with the way your Gmail looks. Simply what if you lot could organize your messages by their importance? Here's a quick Gmail tip—plow on Priority Inbox to do only that.

Gmail Priority inbox allows you to divide your email inbox into upward to 5 sections. Your messages volition display in this lodge:

1. important and unread messages
2. starred messages
3. customizable
4. customizable
5. everything else

With priority inbox, it'south easy to come across what'southward important and what'south not. Enable it from Settings > Inbox > Inbox Type.

For more information on various ways to arrange your Gmail inbox, review:

23. Place a Phone Telephone call From Gmail

Place a phone telephone call without leaving Gmail.

Some other Gmail secret is that you tin can place a phone call to whatsoever of your contacts from within your Gmail inbox. This can be especially helpful if you demand to respond to an urgent bulletin and desire to talk to the person right away.

You'll demand a microphone and speakers (I used my headset). Yous'll also demand to download the Google Video Back up plugin. Most calls in the U.Southward. and Canada are free of charge.

To identify your call, click the Make a call link in the lower left corner of your Gmail inbox. Type the number y'all wish to telephone call and click on it.

Notation: Your call will announced with No Caller Id .

24. Gmail Trick to See More than Letters

Modify the number of letters that display.

Do you receive dozens of letters each day? If so, you may want to view more messages in your inbox so that yous don't miss anything important.

The default is set at 50, just you can increase the number of visible letters in your inbox to 100. To do this go to Settings > General > Maximum folio size.

While you're there, you tin can also modify the number of contacts you tin see on one page.

25. Follow the Gmail Blog for Timely Tips

Do you want to be in the know about the latest Gmail tips, tricks and secrets? Ane way to learn nearly Gmail features as they came out is to follow the official Gmail web log. The blog regularly covers new features as they become available as well every bit productivity hacks.

26. Use Gmvault.org to Back up Your Letters

Use the 3rd-party tool, Gmvault, to back up messages.

If you need to support or migrate your Gmail messages, this Gmail tip is for you. Gmvault is an open source project that provides a way to back up your Gmail messages. Create a backup of your entire Gmail directory or simply for selected messages.

And so the email data is there for you if you need to restore or copy your Gmail folders. Yous could also use this utility to drift messages from one account to another.

27. Use Plugins to Expand Gmail

I Gmail undercover that many users don't know is that y'all don't accept to limit yourself to standard Gmail features. In that location are many Gmail plugins that aggrandize Gmail'due south capabilities.

At that place are plugins to assist yous with job management, contact management, inbox direction, and even security—to mention just a few of the areas that plugins can help with. For a listing of some of the most pop Gmail Plugins, read:

28. Customize the Look of your Gmail With Themes

You lot tin can also customize your inbox. Why not try out a Gmail absurd theme, if you'd similar to mix things up? To get started, go to your Settings and and so cull Themes.

From there, click on the button that says Gear up theme, as shown below.

Change the wait of your Gmail past choosing a new Theme.

Gmail gives us a drove to choose from, so you lot don't necessarily have to find an image of your own to utilise for your theme. Only option an image from the gallery and click Save to use the theme.

Or click My Photos at the bottom to use a custom photo of your own.

What would yous choose? Would you want your Gmail cool, clean, coincidental, or maybe a moving picture of your pet? Gmail themes tin besides exist handy if you've got more than one Gmail account. Employ different themes to easily and quickly show which one is active at the time.

Choose from included images or upload your own for your Gmail Theme.

29. Check Spelling and Grammar in Your Emails

Spelling and grammatical errors are a common part of writing. That's why information technology's and then important to check our work before we send it out. Luckily, Gmail makes this really easy for us.

Go to your Gmail Settings, then, check out the General tab. Ringlet down, and we tin can observe a group of settings to help us with spelling and grammar.

Yous can plow on grammer suggestions, spelling suggestions, and autocorrect to assist you refine your work.

Ane of our best Gmail tips: cheque your spelling and grammar.

30. Easily Add Emojis to Informal Messages

Sometimes, calculation an emoji or emoticon tin add a low-cal hearted, friendly tone to your emails. If you're in an informal situation and you're looking to share a smile, why not add one to your message?

You tin can do and then easily when composing a new message. Click on the Smiling Face Icon at the bottom console, as highlighted beneath. And then, easily browse and select an emoji to insert into your email message. Only click on the emoji you'd similar to use.

Looking for means to brand your Gmail cool? Try using emojis.

31. Add Security With Confidential Manner

Confidential manner might be one of the most interesting, hidden Gmail secrets. Add extra security to your message by setting a confidentiality passcode to your message. This volition block the recipients from forwarding, copying, printing, or downloading your bulletin for a fix amount of time.

One of the Gmail secrets you may not know is that in that location are confidentiality settings for Gmail.

To accommodate these settings, click on the Lock Icon. Once you've set up them, you'll see a confirmation on your message, as shown below.

While these confidentiality settings can help with protection, they aren't completely fool proof. They may exist an constructive deterrent and discourage unwanted sharing or copying. While it may be a solid step in adding actress control to email privacy and security, you should still accept acceptable precautions when sharing sensitive and private information.

Note the confidentiality lock and clock icon.

32. Program Your Messages With Schedule Send Emails

Demand to send an email tomorrow, but you've already written it today? Y'all can easily schedule your emails in Gmail. When composing your bulletin, earlier clicking Send, click on the upward arrow beside the Send button.

From hither, click on Schedule Send. Choose a future date and fourth dimension for your email. Easy, correct?

Demand to ship an e-mail at a afterward engagement? Schedule your emails within Gmail.

33. Observe More Great Gmail Features

Even many standard Gmail features aren't well-known to users. Many of us make employ of Gmail's most bones functions, merely Gmail can do so much more.

It takes fourth dimension to observe and learn almost everything that Gmail can practise and to figure out how each characteristic can assistance you. We save yous time by identifying some of Gmail's must useful features in this article:

Also, learn more about How to Apply Gmail in our Ultimate Beginner's Guide: from setting up your Gmail account, to how to manage your passwords, and more.

Learn More well-nigh Gmail, Email, and More

Looking for even more Gmail tips and tricks? Or maybe you lot're just looking to get more familiar with Gmail. There's plenty of free tutorial content on Envato Tuts+ to help y'all larn more than.

Check out these tutorials right now to get started:

Streamline Your Gmail Workflow With Gmail Tips, Tricks, and Secrets

Power user Gmail secrets don't demand to be beyond your reach. Y'all likewise tin can save time with these helpful Gmail tips and tricks. If yous accept a Gmail tip to share, or if we missed a Gmail underground y'all know nigh, leave a annotate beneath.

Editorial Note: This post was originally published in January of 2017. Information technology's been comprehensively revised to brand it current, accurate, and up to engagement past our staff—with special help from Daisy Ein. Video added by Sergio Sala.

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Source: https://business.tutsplus.com/articles/quick-gmail-tips-tricks-and-important-secrets--cms-28022

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