Shortcuts for the keyboard to expedite your Gmail workflow
One of the most widely used email services is Gmail and for a good reason. It is free, loaded with features, and simple to use. But even the most ardent Gmail users occasionally waste time using ineffective processes.
Using keyboard shortcuts is one of the best methods to speed up your Gmail workflow. You can save time using keyboard shortcuts to swiftly complete routine tasks without using the mouse.
The following are some of the top keyboard shortcuts for Gmail:
To start a new message
Use ctrl + n (PC) or cmd + n (Mac) to start a new message in a new window (Mac).
Ctrl + T on a PC or cmd + T on a Mac will open a new message in a new tab (Mac).
Use ctrl + shift + n (PC) or cmd + shift + n (Mac) to open a new message in a new window in a new tab (Mac).
Opening a draft of a message
Press ctrl + shift + d (on a PC) or cmd + shift + d (on a Mac) to open a draft message in a new window (Mac).
Press ctrl + shift + t (PC) or cmd + shift + t (Mac) to open a draft message in a new tab (Mac).
Use the keyboard shortcuts ctrl + shift + n (PC) or cmd + shift + n (Mac) to launch a draft message in a new tab or window (Mac).
Responding to a message
Ctrl + R (PC) or cmd + R (Mac) opens a new window where you can reply to a message (Mac).
Use ctrl + shift + r (PC) or cmd + shift + r (Mac) to respond to a message in a new tab (Mac).
Use the keyboard shortcuts ctrl + shift + n (PC) or cmd + shift + n (Mac) to reply to a message in a new window or tab (Mac).
Sending a message forward
Use ctrl + f (PC) or cmd + f (Mac) to forward a message in a new window.
Utilizing templates and scripted responses to repetitive emails to save time
We know how irritating it may be to send the same email constantly. Wouldn’t it be wonderful if there were a method to streamline these time-consuming emails? There is! You can do this by using Gmail’s canned responses and templates tool.
You may create and save email templates that you can use repeatedly using premade responses. It is excellent for those emails that you frequently send. Navigate to the Gmail compose box and select the More options menu for a canned response. From there, you can choose a pre-written response.
Similar to scripted responses, templates are even more adaptable. Using templates, you can add variables to your email that will be filled with new data each time the template is used. It is ideal for emails that need to be personalized or identical.
Go to the Gmail compose window and select the More options menu to utilize a template. The choice to choose a template will then be available.
Both prefabricated responses and templates can save you time when sending repetitive emails. Use one of these two features to save time the next time you send the same email repeatedly.
Efficiently managing several Gmail accounts.
Several Gmail accounts can be challenging, but a few tricks can simplify the process.
Here are three pointers for efficiently handling numerous Gmail accounts:
1. Make use of Gmail’s multiple mailbox option
Gmail’s multiple inbox feature makes managing numerous Gmail accounts possible. Go to Settings > Laboratories and turn on the Multiple Inboxes lab to activate this functionality. After doing this, you can add several Gmail accounts to your Inbox and view them together.
2. Use a Gmail plugin, second.
Several different Gmail plugins exist that can help you manage numerous Gmail accounts. Multi-Email Forward is one of the most well-liked plugins that enables you to forward emails from various Gmail accounts to a single mailbox.
3. Employ the aliases function in Gmail.
Another helpful tool for managing many Gmail accounts is the aliases feature. With this function, you can add multiple email addresses to your Gmail account, allowing you to send and receive messages from each one in a single location. Go to Settings > Accounts and select the “Add another email address you own” link to activate this function.
You should be able to manage numerous Gmail accounts with ease if you follow these three suggestions.
4. Using Google Drive to transmit and receive huge files quickly
For a very long time, Gmail has been among the most widely used email services. Millions of individuals use it daily for personal and business reasons worldwide. Although Gmail offers many capabilities, integration with Google Drive is one of the most practical.
With this integration, you may email and receive huge files without worrying about attachment restrictions. Also, you have the option of previewing the files before emailing them. It is a fantastic approach to guarantee that you send the appropriate file to the right recipient.
You only need to open Gmail and select the Compose option to use this feature. Finally, choose the file you wish to connect by clicking the Google Drive icon. You can add a message and click Send after you’ve selected the file.
An email with a link to the file will then be sent to the recipient. They can download the file to their computer or click the link to obtain a preview of it.
Sending huge files without worrying about attachment restrictions is a breeze with this integration. The ability to preview the files before delivering them is also quite helpful. Hence, this is it if you’re seeking a simple way to send and receive enormous files.
How to efficiently use labels, filters, and stars while organizing your mailbox
We’ve all experienced it: you open your Inbox to see a mountain of unopened emails, and your first instinct is to click the “remove all” button. But before you do, consider these five organizing suggestions to make the most of Gmail’s labels, filters, and stars. You can discover the important messages when you need them if you keep your Inbox organized and clutter-free.
1. Employ labels
Your Inbox can be well organized using Gmail’s labels. Messages can be sorted using them according to any criteria you want, including topics, projects, and more. Choose “Create new label” from the menu that appears after clicking the “More” icon at the top of your Inbox. Click “Create” after naming your label.
Any message in your Inbox can have a label applied to it when you make one by choosing it and then clicking the “Label” button. Moreover, tags can filter your Inbox, showing only messages with a specific label. Select “Filter messages like these” from the menu after clicking “More.” Click “Create filter with this search” after entering the criteria.
2. Employ filters
Gmail filters are another valuable tool for keeping your Inbox organized in addition to labels. With filters, you may automatically categorize messages according to specified criteria, such as the sender, recipient, or subject line. Choose “Filter messages like these” from the menu that appears after clicking the “More” button at the top of your Inbox to create a filter. Click “Create filter with this search” after entering the criteria.
You may apply a filter to any message in your Inbox after creating one by choosing the news and then selecting the “Filter” button. Moreover, you may use filters to apply labels to messages satisfying predefined requirements automatically. Select “Filter messages like these” from the menu after clicking “More.” Click “Create filter with this search” after entering the criteria.
3. Use stars.
The stars in Gmail are a fantastic method to mark.
Increasing Search Capabilities for Fast and Effective Email Finding
Each of us has experienced this situation before. You’re trying to locate that crucial email, but you need help. Your email client’s search feature is failing you. Yet, there are a few things you can do to enhance your search capabilities and locate those crucial emails more quickly and effectively.
Using search operators is one option you have. You can use these unique characters in your search queries to assist in sifting through the results. For instance, the “from:” operator will only show results from a particular sender. Hence, you can search for “from:email@example.com” if you’re looking for an email from your boss.
The “subject:” operator is another helpful one. It will only display results if the subject line contains the specified word or phrase. Hence, you can search for “subject: picnic” in an email if you want one regarding the corporate picnic.
Moreover, you may identify emails that have attachments or a specific kind of attachment using the “has:” operator. For instance, search for “has: attachment type: pdf” to find an email with a PDF attachment.
Finally, you can restrict your search to a particular folder using the “in:” operator. So, you can search for “in inbox” to find an email in your Inbox.
Focus your search results and locate the email you’re seeking more quickly and simply by utilizing these operators.
Using themes and extensions to personalize the Gmail interface
You may change your Gmail interface in a few ways to fit your needs better. Change your Gmail theme as one option. You can choose from a wide range of articles on Gmail to discover one that matches your preferences and aesthetics.
Installing extensions is another option to alter the appearance of your Gmail interface. Little apps called extensions give Gmail more features and functionality. You can find extensions that add the features and functionality you require among the many distinct types offered.
These two approaches are worth looking at if you want to personalize the Gmail interface.
Configuring Email Forwarding and Delegation to Manage Your Inbox Effectively
You may manage your Inbox more effectively via email delegation and forwarding tools. You may guarantee that important emails are always handled promptly by forwarding emails to another account or giving someone else access to your account.
Email delegation and forwarding can be set up in several different ways. The use of Google’s Gmail service is the most popular approach. You may quickly grant another individual access to your account or forward emails to another account using Gmail.
Go to the Settings page and select the Forwarding and POP/IMAP tab to configure email forwarding in Gmail. The email address you want to forward your emails can be added here. By selecting the “keep Gmail’s copy in the Inbox” option, you can also decide to maintain a copy of the forwarded emails in your Gmail account.
On Gmail, navigate to the Settings page and select the Accounts and Import tab to configure email delegation. Select the “Add another email address you own” link from here. Click the “Next Step” button after entering the email address you want to provide access to.
You must enter the name of the person who will have access to your account on the following page. A verification email can also be sent to the delegate’s email address. Click the “Add Delegate” button after entering all the necessary data.
Delegating email tasks can be a great strategy to guarantee that important emails are always responded to promptly. By giving someone else access to your account, you can ensure that they will always have that access and be able to respond to any incoming emails.
There are several alternative methods for setting up email delegation and forwarding if you do not use Google. Most email providers will follow a procedure similar to the one described above. You may get further information from your email provider if you need help setting up email forwarding and delegation on your account.
Staying Productive While Traveling with the Gmail Mobile App
We know the difficulties in remaining productive while on the fly. You need to be able to access your email and other vital data when you’re on the road, whether you’re a busy professional or a busy student. Thankfully, the Gmail mobile app makes working efficiently on the road simple.
The following are some of the top Gmail tips for working efficiently while on the go:
1. Find what you need quickly by using the search option.
The search feature is your best buddy if you’re trying to find a specific email or attachment. Click the search button and enter your search term. Gmail will access the pertinent information fast.
2. To manage your Inbox, use labels.
Labels can be a lifesaver if you frequently trawl through your Inbox looking for particular emails. You may rapidly filter your Inbox to only display the emails you wish to see by setting labels for various email kinds (such as work, personal, school, etc.).
3. To mark essential emails, use the starred feature.
A starred option is a fantastic tool for finding essential emails fast. An email can be marked as significant by clicking the star next to it. Then, all of your crucial emails will be conveniently located there if you select the “Starred” button in the sidebar whenever you need to find something again.
4. Use the priority mail box to see the most important emails.
A priority inbox is an excellent option to ensure that the most crucial emails appear first. Based on various variables, such as the people you email the most and the emails you open the most, Gmail will automatically prioritize the items in your Inbox.
5. To automate your Inbox, use filters.
Filters can be a tremendous help if you’re sick of manually organizing your email. Your incoming emails can be automatically sorted into various categories or folders using filters. You can quickly triage your email without doing it all manually.
Using Two-Factor Authentication and Other Technologies to Increase Email Security
One of the most vital instruments for communication in the modern day is email. It is employed for both personal and business needs. Email, though, also poses a significant security risk. Hackers can access email accounts and use them to access other statements linked to the email account, send spam or phishing emails, or all three.
The use of two-factor authentication is one technique to improve email security. It implies that you also require a second factor to access your email account, such as a code texted to your mobile device and your password. Because of this, it is considerably more difficult for hackers to access your account.
You can also take further actions to strengthen email security. For instance, you can activate security measures like malware scanning and encryption. You should only open emails from people you trust and be cautious about the links and attachments you click in emails.
Following these measures, you can protect your email account from hackers and other security dangers.