Gmail Tricks & Secrets

Gmail Tricks & Secrets

Gmail is one of the dominant email service providers with many productivity-enhancing features. Although a lot of users use it, only a few of us are aware of the advanced Gmail features that are available. Many amazing features are hidden within your Gmail account in plain sight. Here are some Gmail tricks and secrets to be aware of!

Make use of Gmail in offline mode to access email without internet
 

In the main settings option of Gmail, a link to install Gmail offline will be there under the “Offline” tab. As soon as this Chrome plugin is installed, a user can search, read, reply, and archive the email even in the absence of an internet connection.

Actions are lined up and synced when an internet connection is there. This option is really helpful when there is a limited or unstable internet connection.
 

Using canned responses, speed up the replies

If a user has to type the same reply continuously to a conversation, a lot of time can be saved by activating the option “Canned Responses” in Gmail. This option will be present under the Labs tab. Once this option has been enabled, it can be used by pressing on the arrow sign at the bottom right corner of the Compose New Email dialog box. The multiple scanned responses can be generated and a user can label them for easy reference.

An option to filter emails with many aliases
 

Many people are not aware of the fact that dots in email addresses are neglected. So, users can send email to abc.xyz@gmail.com or abcxyz@gmail.com, and this will not make any difference.

A user can also add words at the end of the usual alias with the help of + symbol. For example, yourname+work at gmail.com or yourname+family at gmail.com. Such email addresses will not require any special setting. They will go to the inbox folder by default.

The filtering option makes this option really helpful. As the emails hit the inbox, a user can apply filtering option to forward it to some specific people, set labels to archive or label the emails automatically. This way, emails are sorted even before a user saw them.


 
Withdraw Sent Messages
 

It happens with everybody: a user hits the send button and then regrets it. Maybe a user has sent an email to the wrong person or committed a mistake that has been realized too late. Fortunately, Gmail provides an option to cancel sent items in Gmail. But, for that, a user has to enable that option.

Navigate to the General tab of Settings. Enable the option of Undo Settings and select a time limit. A user has a maximum of 30 seconds to cancel a sent email.

Backup Gmail Emails Locally
 

Even though emails are backed up in the cloud-based storage space, it clearly does not mean that there is no need to take a regular backup. It is because in case of account hacking or accidental deletion of data, a user will definitely be left will no emails.

So, the best solution is to take a backup by using Google takeout or ‘export Gmail emails to PST‘ or other file formats using SysTools Gmail Backup SOftware and saving it on the local system. This way, not even a single email will be lost.

Schedule Outgoing Emails

Sometimes, a user composes an email but did not want to send at that time. So, Gmail provides a feature to “Send Later”. For this purpose, Boomerang is a plugin for Gmail, which adds send later button to the Compose New Email dialog window. Then, choose any time to send the message later automatically.

Convert Email Into a To-Do List
 

Gmail equips an option of “Task” in Gmail. This inbuilt feature is very beneficial to users who use their Inbox folder as a to-do list. In this way, if a user receives an email to perform any task, it can be added to the Task list. The subject of this email will be added to your to-do list with a due date.

Speed Up the Workflow with Keyboard Shortcuts

 

Following shortcuts can be used for different purposes:

  • c – compose a new email
  • ⌘/Ctrl + Enter – send
  • e – archive
  • r – reply
  • / – search

For this, the option has to be activated in Settings. A plugin known as Key Rocket should be installed.


Track & Follow Up the Sent Emails

In Gmail, FollowUp is a relationship manager. It will notify you when the emails are opened. It can also remind a user to follow up or sends a follow-up email automatically on behalf of the user.
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