Settings To Organise Your Gmail Inbox
Settings > Labels
To organise and prioritise your messages, sort them into labels. You can even colour code them!
You can set each folder to show, hide, or show if unread.
Settings to Make Your Emails More Efficient
Settings > General > Snippets
This will display a short snippet of your email messages as a preview in your inbox.
Based on this preview you can then decide how to action it (i.e. label, boomerang it, reply, forward ….)
Gmail Shortcuts To Speed Things Up
Email Templates (Settings > Advanced > Templates)
If you often send the same kinds of emails, it can be helpful to have a template saved within Gmail for you. Then in an email, under more options, you can use the canned responses options where you can save drafts as templates, or use one of your previously made templates
Keyboard Shortcuts (Settings > General > Keyboard Shortcuts)
You can use Gmail’s hotkeys, listed here to save time, just ensure you turn them on in your settings. You can also customise these by going to Settings > Advanced > Custom Keyboard Shortcuts.
Search Terms and Filters
There are some great ways to get the most out of Gmail’s search, because it doesn’t matter how organised we are, sometimes we all need a hand to find that elusive message. You can use a long list of search terms that you can find here or here, and don’t forget about their advanced search!
You may not have realised this, but next to the send button there is a small arrow that allows you to schedule your message for another date/time. This can be a great way delaying send if you’re working on emails over the weekend or at night and don’t want the recipient to feel they have to respond straight away.
Remove Text Formatting
If you’re copying and pasting content from another source, it may bring the original formatting with it, which can be annoying. When you copy text into an email, select it then click the arrow to the far right of your toolbar, then choose the top icon (a t with a slash through it) to remove the formatting and display the text in your default font.
Protecting Your Emails In Gmail
With Gmail, confidential mode is your best friend for protecting sensitive information. Creating emails that ‘self-destruct’ or expire after a set date is a great way to keep your message from being forwarded, copied, printed or downloaded. By clicking the padlock icon on your toolbar, confidential mode will pop up, giving you the option to set an expiration date/time. Your recipient will then receive a warning of when the email will expire.
Also within confidential mode, you can send encrypted emails that require a Google-generated passcode for access, which can be texted to your recipient.
Account Recovery: Settings > Accounts and Import > Change Account Settings
In case you didn’t set this up when you created your email, or you haven’t updated in a while, it’s important to ensure you have strong recovery settings in place to deter attempted hackers. This can include security questions, recovery emails and two-factor authentication.
Last Account Activity
By simply scrolling to the bottom right corner on your inbox homepage, you can find out the last time someone was in your account. You should have a small text reading: ‘Last account activity: x hours/minutes ago.’ If the time doesn’t match your activity or someone with granted access to your inbox, you can click ‘Details’ and Gmail will show you all of the IP addresses that have accessed your account and the type of device being used.
Gmail Tools For Busy Boss's
We can help you with your inbox, it’s what we do!
ORGANISE YOUR INBOX
We’ll work with you to set up the systems to ensure you’re spending your inbox time responding only to those emails that need your attention.