These time-saving Gmail hacks will boost your productivity and add new strategies to your workflow. Find out more!
Gmail is the email service of choice for millions of people, and for good reason. It’s secure, easy to use, and offers plenty of built-in tools to manage your inbox. Unfortunately, your inbox can still be a source of dread, especially when it’s messy and jam-packed.
Spending too much time trying to control your inbox? If so, it’s time to do something about it. These 8 Gmail Hacks That Boost Productivity Can Help.
SEE AS WELL: How to Recover Deleted Emails in Gmail
1. Use keyboard shortcuts
Keyboard shortcuts are a computer user’s best friend, especially when it comes to emptying your inbox. Gmail offers a wide range of keyboard shortcuts for everything from quick browsing to formatting emails. Here are some of our favorite shortcuts you can use right now:
- Shift + I to mark as read
- ⌘ or Ctrl + Enter to send an email
- or Ctrl + K to insert a link
- VS compose
- / to search your emails
- D to compose in a new tab
- Shift + Ctrl + B to add BCC recipients
2. Create models
Do you find yourself sending the same email over and over again every day? You can speed up this process by creating personalized email templates. To get there, follow these steps:
- Select Compose.
- Enter the text you want to use for your template in the email field.
- Select the three-dot menu then Templates.
- Select Save draft as template, then Save as new template.
When you’re ready to use your template, just select Templates, then Insert template.
3. Muted conversations
If you are on a long thread that is no longer relevant to you, you can simply turn it off. Muting keeps future responses to the thread out of your inbox. And you can still find your mail muted in All Mail.
To deactivate a conversation, in the email you want to deactivate, select the three-dot menu, and then select Ignore the conversation. That’s it.
4. Use your auto responder
If you’re leaving town or just need to get away from your desk, use your auto responder. When your auto responder is on, anyone who sends you an email will receive a predefined response set by you to your out of office status. This can help deter senders from sending additional emails that are clogging your inbox.
To use your auto responder:
- Open Gmail and select Settings > See all settings.
- Scroll down until you see the auto reply.
- Select the radio button next to Auto answer enabled.
- Enter your dates, a subject line, and then your message. Finally, select Save Changes.
5. Customize the layout of your inbox
The best way to master your inbox is to customize your layout. For example, you can choose to have your important emails listed first or even your unread emails first. This gives you flexibility in how you want your emails to appear. To change your layout:
- Go to Settings.
- Scroll until you see Inbox type.
- Select the type you want to use.
The inbox layout types are the following :
- Important first: separates your inbox into two parts: important and everything else.
- No read in first : displays your unread messages at the top of your inbox.
- Favorites first: the Favorite messages appear first in your inbox.
- Multiple reception boxes: Additional sections will be available in your inbox, so you can use search operators or create custom labels.
- Priority inbox: divides your inbox into multiple sections, so you can choose which sections to show including favorites, important, or unread.
6. Create email filters
Want to automatically send some emails to the trash? Want to save important emails with a star? You can do all of this and more by creating email filters. To do this, follow these steps:
- Select the icon Settings in the Gmail search bar.
- Fill in the information listed in the window. Gmail gives you the option of being very specific in your emails here or in basic. For example, you can just add stars to posts containing certain words.
- When you are satisfied, select Create a filter.
- Next, select the behaviors that you want the filter to follow. Then select Create a filter.
7. Use integrations
There are probably many other apps that you use on a daily basis to communicate with your team, manage your projects, etc. Some of these applications probably integrate in some way or another with Gmail. Integrations can improve your productivity by eliminating extra steps.
Some integrations available for Gmail include:
- Slack: do you use Slack for team communication? If so, you can also use Gmail in Slack. For example, you can send emails directly to Slack for discussion.
- Zoom : you can also integrate Gmail to Zoom to quickly schedule meetings directly from emails or start a meeting immediately. No need to open a new window.
- Trello: With l’Trello integration, you can create new Trello cards without leaving your inbox. This ensures that you don’t miss any critical tasks as you go through your emails.
These are just a few of the hundreds of integrations available. If you want to automate a task, Gmail can probably help. Discover Google Workspace Marketplace for even more applications.
8. Hide unused folders (like spam)
If your Gmail inbox sidebar is completely inundated with old and new folders, you can manage them by hiding the ones you no longer use. When you hide folders or labels, it does not remove the content inside. Instead, it just hides the folders from view.
It’s a great way to “get rid” of content you don’t use often anymore without deleting it forever. To hide unused folders:
- Select Settings then See all settings .
- Select Labels in the top menu.
- Browse and select Hide for all the folders you want to hide.
READ ALSO: How to block tracking pixels in Gmail
This is just a glimpse of what Gmail can do.
These eight tips only scratch the surface of what you can do to increase your productivity while managing your Gmail inbox.
Whether it’s customizing your inbox to suit your needs or using Chrome extensions, there are plenty of tips and tricks out there.