We all get sooooo much email these days!
Maybe you even got here from one of my emails. I hope so!
Email accounts often come with lots of bells and whistles, but who has time to figure them all out?
Well, here I am with list of 7 Gmail Hacks that you just might find really helpful.
Check out these hacks to save time, be more productive, better organize your inbox, and maybe even spare yourself some embarrassment (see Tip #1 for that).
1. Stop a Message You Just Sent
Have you ever written an email and referred to an attachment but you forgot to add the attachment?
Of course, you have!
We’ve all done that, and it can be a little embarrassing.
If you’re quick, you can stop an email from being sent so you can add the attachment or make other revisions?
Just click on Undo when the Message sent box appears at the bottom of your browser session. On a smartphone it will just say Sent and Undo near the bottom of the screen.
The default setting gives you only 5 seconds to undo and stop your message, but this setting can be increased to 10, 20 or 30 seconds.
Follow these instructions to give yourself more time…
Click on the gear icon in the top right corner then click on the See all settings button. Under the General tab locate Undo Send and select the preferred number of seconds from the dropdown.
Here’s another technique I use to prevent mistakenly sending an email without it’s attach. Whenever I write that I’m attaching a file, I attach it right then and there then go back and finish the email.
2. Schedule When Your Email Gets Sent
Having clients in different time zones, I may be working two or three hours later than when my client’s workday ends. If I don’t want my email buried beneath a bunch of other emails that may come into their inbox overnight, I will schedule the email for first thing in the morning.
That little down arrow that’s attached to the right side of the Send button is what you click on to choose the Schedule send option.
You can choose from the predefined list of times or set your preferred date and time to send.
3. Use Confidential Mode to Protect Sensitive Information
If you need to send sensitive data to someone by email, you’ll really like this Gmail hack because you can set an expiration date for emails or require a password.
Using this option also prevents the recipient from downloading, copying, printing, or forwarding the email.
Confidential mode can be enabled by clicking the padlock icon that’s several icons to the right of the send button. You’ll then have the option to view or change the settings.
4. Set Up a Custom Email Signature
Adding an email signature is a great way to make your emails look professional.
Your recipients also benefit because you can add links to your social media accounts and website as well as other contact details.
Click on the gear icon in the top right corner then click on the See all settings button. Under the General tab locate Signature and add the information you’d like to show for your signature block.
Then set the defaults to indicate whether you’d like to show your signature on new emails and when you reply/forward emails.
Of course, you won’t see me peaking at you like in my screenshot. : )
5. Use Labels to Get Organized
Labels can be used to categorize and organize your emails by type, project, importance, or other criteria that are meaningful to you.
Labels are like folders, but you can add more than one label to an email, and they appear alphabetically in the left sidebar. Each label has a tag icon and these tags can even be color coded.
To set up labels, click on the + to the right of the word Label in the left sidebar. Once you have a label set up you’ll then have the option to add sub-labels by clicking on the 3-vertical-dots icon that appears when you hover over the label.
I use labels to organize emails from my clients. I set up a label named CLIENTS and have a sub-label for each client. When I’m done with an email in my inbox, I use the Move to icon and select the appropriate sub-label. You can even Create new labels and Manage labels using the Move to option.
6. Use Templates for Repeat Responses
Do you often get the same questions from customers that require the same or similar response?
Instead of taking the time to retype each email response, set up an email template that can be used in the future so you don’t spend that time repeating yourself.
For this Gmail hack, you first need to turn the feature on by going to Settings > Advanced tab > Templates. Be sure to Save your change.
Now when writing an email, you can click on the 3-vertical-dots icon that’s to the right in the toolbar and you’ll be presented with the options below. There you will choose Templates and save your response as a template to use in the future.
7. Advanced Search Features to Filter & Search
Using the icon that’s to the right in the Search bar, you can search as well as set up filters to tell Gmail where to place emails.
You can search for specific words within an email or emails from a particular person.
Another way to use this search feature is to clean up emails from a specific sender. Once you’ve searched and have a list of all of their emails, you can delete them all at once and clean up your inbox.
You can also use the Advanced Search to set up Filters and tell Gmail where to move emails that match your criteria.
Gmail Hacks Wrap-up
There you go! Try these Gmail hacks and you’ll save time, be more productive, and maybe even enjoy your email experience a bit more.
Do you use an email marketing company like ActiveCampaign, Aweber, Constant Contact, or Get Response to keep in touch with your customers?
If you do, please be sure that you’ve made the necessary updates to your DNS settings so that you’re in compliance with the Google/Yahoo mandate that went into effect February 1, 2024. Learn more about the 2024 Google and Yahoo email authentication mandate.