If you use Gmail, then these Gmail tips and tricks might save your time, increase your productivity, and manage your email efficiently.
Learn tips and tricks to save time, increase your productivity, and manage your email efficiently.Start with the tips that are right for you, based on how much email you get each day.
1-Use stars to indicate a note is special.
Use stars to easily mark certain messages as important or indicate that you need to reply to them later. Try Superstars in Gmail Labs for more star options.
Assign stars to special conversations or messages, or use them as a visual reminder that you need to follow-up on a message or conversation later.
To star a message in your message list, click the star icon located to the left of the sender’s name on a message.
You can also choose to use multiple types of stars to indicate different types of messages. For example, use a green star for messages where you need a reply, or the exclamation mark for messages that you need to follow up on. To access different star options, follow these steps
- Click the gear icon in the upper-right corner of Gmail.
- Click Settings.
- On the General tab, find the Stars section. There, you can select the number of stars you’d like in your rotation.
- Click Save Changes.
2-Reply by chat.
Before you respond to an email, check the footer of the message to see if the other person is online. If they’re available, you can save time by clicking “Reply by chat” and get them in real-time rather than over email.
3-rganize your email with labels.
Labels do the work of folders, plus you can add more than one to a single message. Give important emails brightly colored labels, and you’ll be able to scan your inbox and quickly find the good stuff.
Labels do all the work folders do, but with one added bonus: you can add more than one to a conversation.
Once you’ve created a label, you can view all the messages with that label by searching, or by clicking the label name along the left side of any Gmail page.
To create a label
- Click More at the bottom of your labels list. If you don’t see “More”, grab the gray dividing line with your cursor and drag it down to show more labels.
- Click Create new label.
- Type the name of your new label and click Create.
3-Clean up your inbox using “Move to” — it works just like folders.
You can use the “Move to” button at the top of your inbox to easily move a message out of your inbox and add a label at the same time — just as if you were moving it to a folder. If you have lots of labels, you can pick the one you want by typing the first couple characters and let auto-complete find the right one.
4-Search your mail instead of sorting.
Instead of sorting by date or sender, you can enter keywords in the Gmail search box to find the exact message you’re looking for. It works just like Google search: if you’re looking for a message that contains the word “shopping,” simply type shopping in the search box and press Search Mail.
5-Archive messages to tidy up your inbox without deleting anything.
Gmail gives you tons of free storage space so you can save everything you want. While messages in your trash get deleted after 30 days, archived messages are kept forever. Archiving messages moves them out of your inbox and into “All Mail” for safekeeping, so you can search for them later. It’s like moving old email to a giant storage room that you never have to organize.
Archiving lets you tidy up your inbox by moving messages from your inbox into your All Mail label, so you don’t have to delete anything. It’s like moving something into a filing cabinet for safekeeping, rather than putting it in the trash can.
Any message you’ve archived can be found by clicking the “All Mail” label on the left side of your Gmail page. You can also find a message you’ve archived by clicking on any other labels you’ve applied to it, or by searching for it.
When someone responds to a message you’ve archived, the conversation containing that message will reappear in your inbox.
To archive messages:
In your inbox, select the message by checking the box next to the sender’s name.
Click the Archive button in the toolbar above your message list.
(If you have a message open, you can also archive it by clicking the Archive button above the message.
To move an archived message back to your inbox, follow these steps:
- Click All Mail. (If you don’t see All Mail along the left side of your Gmail page, click the More drop-down menu at the bottom of your labels list.)
- Check the box next to the sender’s name.
- Click the Move to Inbox button.
6-Import your email and contacts from your old address.
If you’re new to Gmail, you can import your mail and contacts from other email providers, including Yahoo!, Hotmail, AOL, and many more from the “Accounts and Import” tab under Gmail Settings. You can even choose to have your messages forwarded from your other account for 30 days, giving you time to take Gmail for a test drive.
7-Spice up your inbox with a theme.
Choose from over 30 options to personalize your inbox. Go to the Themes tab under Settings and pick from nature themes, themes that change with the weather, and many more.
8-Join forces to rid the world of spam.
Gmail users play an important role in blocking spam — when you report an email as spam, our system quickly learns to start blocking similar messages. The more spam the community marks, the smarter our system becomes. If you see a spam message, click “Report Spam” to do your part.