Boost Your Productivity with These 10 Gmail Tips!

Boost Your Productivity with These 10 Gmail Tips!

Table of Contents:

1. Introduction
2. Creating a Custom Gmail Signature
3. Hyperlinking Images and Adding Social Media Icons
4. Composing Drafts in Google Docs
5. Using the Briskine Gmail Extension
6. Blocking Spam Emails
7. Editing Subject Lines before Forwarding Emails
8. Sending Disappearing Emails
9. Enabling the New Gmail View
10. Removing Text Formatting
11. Customizing Default Snooze Times
12. Knowing When to Snooze Emails
13. Conclusion

Article:

Introduction

In today's digital era, Gmail has become a primary means of communication for individuals and businesses alike. However, many people are unaware of the various features and tips that can enhance their Gmail experience. In this article, we will explore ten useful Gmail tips and tricks that can make your email management more efficient and effective.

Creating a Custom Gmail Signature

One of the easiest ways to make your emails more professional and personalized is by creating a custom Gmail signature. Instead of using the default signature provided by Gmail, you can create a unique signature using a Google Docs table. Simply open a Google Doc, insert a table, add your desired logo, resize it, and include your information. To make the signature look seamless, you can set the table properties to have zero borders. Once you have created your signature, you can copy and paste it into the signature field within Gmail.

Hyperlinking Images and Adding Social Media Icons

To enhance your Gmail signature further, you can consider adding hyperlinks to images. By hyperlinking your logo or any other image, you can redirect recipients to your website or any other webpage. Additionally, you can include social media icons in your signature, allowing recipients to connect with you on various platforms. To add hyperlinks or social media icons, simply use the command K shortcut in the Google Docs signature table.

Composing Drafts in Google Docs

If you prefer a more robust drafting experience, you can compose your emails directly in Google Docs. With the smart chips feature, you can type "@email draft," press enter, and a template will pop up, allowing you to compose your email. This feature is particularly useful when you want to seek input from colleagues or managers before sending out a high visibility email. To utilize this feature, ensure that you have the smart chips feature enabled in your Gmail settings.

Using the Briskine Gmail Extension

For those seeking to boost their productivity, the Briskine Gmail extension is a valuable tool. It acts as a powerful text expander, allowing you to create templates and variables to streamline your email composition. For example, you can assign shortcuts like "H" to automatically insert a greeting followed by the recipient's first name. Additionally, Briskine allows you to create dynamic templates that can automatically populate specific dates or phrases based on your preferred variables.

Blocking Spam Emails

Spam emails can be a nuisance, cluttering your inbox and wasting your time. While clicking on the unsubscribe link is the standard way of dealing with spam, it doesn't always work if the sender is malicious or keeps changing their email alias. In such cases, creating a filter and using unique keywords can help block spam emails. By setting up a filter that identifies specific phrases or domains associated with spam, you can automatically skip them from your inbox or delete them without having to see them.

Editing Subject Lines before Forwarding Emails

We have all encountered forwarded emails with vague subject lines, making it hard to understand the email's content or purpose. To avoid confusion, it is recommended to edit the subject line before forwarding an email. By clicking the "Edit subject" button in Gmail, you can add a one-line summary or a brief description of the email's content. This allows the recipient to understand the email's significance without having to dive into a long email thread.

Sending Disappearing Emails

If you need to send confidential or time-sensitive information, Gmail offers a "confidential mode" that lets you send disappearing emails. By toggling on the confidential mode and selecting an expiration date, you can ensure that the email will disappear from the recipient's inbox after the specified time. Furthermore, during the designated period, the recipient won't have the option to forward, copy, print, or download the email. Gmail also provides the flexibility to revoke access to the email earlier if needed.

Enabling the New Gmail View

To utilize all the latest features and enhancements, it is recommended to enable the new and updated Gmail view. By going to your Gmail settings and turning on Google Chat and the Meet section in the main menu, you can access the new view. This update provides a refreshed user interface and includes options for customization, such as selecting different themes to personalize your Gmail experience.

Removing Text Formatting

When copying and pasting content from various sources, the formatting can sometimes get messy, affecting the readability of your emails. To remove unwanted formatting, Gmail offers a simple solution. By highlighting the selected text and clicking the "Remove formatting" button or using the keyboard shortcut "Command or Control + /," you can swiftly clear any formatting applied to the text.

Customizing Default Snooze Times

Gmail's snooze feature allows you to temporarily archive emails and have them resurface in your inbox at a later specified time. However, the default snooze time may not always align with your preferences. To customize the default snooze times, you can go to Google Keep settings and adjust the reminder default to a time that suits you. This way, when you snooze an email, it will automatically reappear in your inbox at your preferred time.

Knowing When to Snooze Emails

Snoozing emails can be a helpful strategy for managing your inbox effectively. By applying labels and snoozing emails that require follow-up or actions, you can ensure that important emails are not forgotten or buried in your inbox. However, it is crucial to use snooze strategically and know when to snooze an email. If an email is not time-sensitive or doesn't require immediate attention, snoozing it can prevent your inbox from becoming cluttered.

Conclusion

Gmail offers a plethora of features and shortcuts that can enhance your email management and productivity. By utilizing these tips and tricks, such as creating custom signatures, hyperlinking images, composing drafts in Google Docs, and utilizing the Briskine Gmail extension, you can streamline your email workflow and make the most out of Gmail's capabilities. Additionally, by blocking spam emails, editing subject lines before forwarding, sending disappearing emails, enabling the new Gmail view, removing text formatting, customizing snooze times, and knowing when to snooze, you can optimize your Gmail experience and stay organized in the digital world.

Highlights:

• Create a custom Gmail signature using Google Docs.
• Hyperlink images and add social media icons to your signature.
• Compose drafts directly in Google Docs for a more robust writing experience.
• Use the Briskine Gmail extension to streamline your email composition.
• Block spam emails by creating filters with specific keywords.
• Edit subject lines before forwarding emails to provide clarity.
• Utilize Gmail's confidential mode to send disappearing emails.
• Enable the new Gmail view for access to the latest features.
• Remove text formatting easily using Gmail's built-in tools.
• Customize default snooze times to fit your preferences.
• Know when to strategically snooze emails for effective inbox management.

FAQ:

Q: Can I use multiple email signatures in Gmail? A: Yes, Gmail allows you to create and use multiple email signatures. You can select different signatures for new emails, replies, and forwards.

Q: How do I compose a draft directly in Google Docs? A: To compose a draft directly in Google Docs, type "@email draft" and press enter. A template will pop up for you to compose your email.

Q: Can I block spam emails that I can't unsubscribe from? A: Yes, you can create filters in Gmail to block spam emails that bypass the unsubscribe option. By identifying keywords unique to the spam emails, you can set up filters to skip the inbox, mark as read, or delete them automatically.

Q: Is there a way to edit the subject line before forwarding an email? A: Yes, Gmail allows you to edit the subject line before you forward an email. Simply click the "Edit subject" button and add a one-line summary or description.

Q: How do I remove text formatting in Gmail? A: To remove text formatting, highlight the selected text and click the "Remove formatting" button or use the keyboard shortcut "Command or Control + /".

Q: Can I customize the default snooze times in Gmail? A: Yes, you can customize the default snooze times in Gmail by adjusting the reminder default in Google Keep settings. This allows you to set the snooze time according to your preferences.