Gmail is one of the most widely used email services because of the simplicity, convenience and good synchronization supports with multiple different devices and platforms.
In addition to the basic features, Google has added to Gmail a lot of features that make the handling of our daily email become much simpler. In this article I will share with you these things.
Table of Contents
- 1 Using Chrome and Firefox to display notifications when new messages arrive
- 2 Cancel sending an Email
- 3 Some common shortcuts
- 4 Exploit Auto-Categorization feature
- 5 Quickly insert canned content into mail
- 6 Archive email
- 7 How to select all email in the inbox at the same time
- 8 Offline Gmail
- 9 Mute a conversation
- 10 Add to-do list
Using Chrome and Firefox to display notifications when new messages arrive
Chrome and Firefox have separate systems of notification of this browser and Gmail takes advantage of both of them very well. Whenever you have new email, as long as the browser is open, you can quickly be informed by a small box near the Clock bar (for Windows) or on the upper right of the screen (for OS X). When clicking on the notification, you will be immediately redirected to the new incoming email, then, you can view or answer it in an extremely fast way. Instead of using separate mail management application, you can use this Notification feature for its convenience.
To enable this feature, login to Gmail, click on the cogwheel icon (Settings) General tab Desktop Notifications. Click the “Chat notifications on”
Here you have 3 options:
- New Mail Notifications on – see notifications when any email is sent to the mailbox
- Important Mail Notifications on – only report messages marked as important
- Mail Notifications Off – no notification
Once completely setting up, then click the Save Changes button at the bottom of the screen to complete.
Cancel sending an Email
Surely, there was one time in your life you wished that there would be an Undo button to destroy the content of a wrongly- sent email, such as a letter of confessing to his girlfriend but he suddenly realized that’s not the very moment to confess, or he misdirected it to another person.
Luckily, Google understands that and has made the dream come true. Although it’s still in the experimental stage, but you can enable it by going to Settings Labs Undo Send Enable, and then click the Save Changes button. Note that you can only cancel the mail in a few seconds after pressing the Send button.
Some common shortcuts
Ctrl + b: bold text
Ctrl + i: italic text
Ctrl + u: underlined
Ctrl + Shift + 7: Create a list of numbered bullets.
Ctrl + Shift + 8: Create a list of typing bullets.
Ctrl + k: Fast insert a link to selected text.
Additionally you can also enable some advanced shortcuts by accessing the Settings General Keyboard shortcuts, select “On”, click Save Changes. These keys include:
C: quickly create a new letter
D: create a new message in a separate tab
F: forward mail
E: mail archives
#: Deleted mail
Shift + i: mark as read
Shift + u: mark as unread
Ctrl + S to save a draft of a letter which is being drafted
Exploit Auto-Categorization feature
Last year, Gmail was added auto-classification feature email based on various sections, such as advertising, forums, messages updated from new pages or main mail (including mail from friends, relatives, colleagues, offices …). By defaulting this feature, it will run automatically and be pretty accurate, but if you want to customize it, it is still doable.
For example, when you find a letter from a close friend, but it strays into the “Forum” inbox, you can choose that email, drag and then drop it into the inbox entitled “Primary“. Similarly, if the advertising messages happen to reach the “Primary” inbox, you just have to drag and drop it into the “Forum” inbox. After finishing moving, you’ll be asked whether you want to apply the classification like that for future emails or not, select “Yes” so we do not bother to do it again.
Besides, by defaulting, only the current messages in the mailbox “Primary” will be notified through the mobile device (if you are using Gmail app provided by Google, ether iOS or Android). If you want the app to notify all incoming messages, regardless of whatever mailbox classified is, run the app up, go to Settings (gear icon) Notifications All new messages.
Quickly insert canned content into mail
This is a feature of Gmail that allows us to insert a piece of content which has already been prepared to the mail quickly. Canned response is useful when you need to send the same content of letters lots of times, so you will save a lot of time. To activate it, go to Settings Labs card, then turn on Canned Response and do not forget to click “Save changes”.
Now, just draft a new message and click on the small arrow located in the lower right corner of the composing mail window, choose Canned response New Canned response to name and save the contents. In the future use, just go to the menu Canned response and you can see things you have prepared before, if you want to insert a content, you just have to select it.
Did you know that the letter which was read, in addition to be erased, you can store (archive) them? This feature is great because you can guarantee that your mailbox is not only always clean but also fully retains important emails, do not worry about when you suddenly need them but they were deleted. To archive messages, all you need to do is select the desired e-mail and click the button Archive as highlighted in the image below. When you want to find them, you may use the Gmail search box.
Also, you can setup in order that email can be automatically archived right after you have replied to a letter. So you will not have to implement it yourself anymore, save time!
To install, go to Settings Send and Archive Show “Send & Archive” button in reply. From now on, whenever you reply, you will see a new button to apply the aforementioned feature.
How to select all email in the inbox at the same time
This trick is tiny but extremely strong, it allows us to select all messages in one inbox with just one mouse click. Maybe you thought that the check mark at the top of the line used to select all email is enough, but in fact it only select the email which is being displayed, while the series below are not. To select all, you must click on the “Select all conversation…”
Did you know that you can read and reply to messages even when you do not have Internet connection? You can use the Chrome browser Gmail Offline Chrome combined with Apps to carry out their actions. All these actions will be put in a queue and as soon as the network is connected again, they will in turn be executed.
Mute a conversation
Tired of tracking of emails not important from your colleges while you are not related to them? No problem, Gmail allows you to turn off the notification of a certain conversation to avoid inconveniences.
In selected conversations, go to More Mute. From now on, you just see emails which are sent to your own or when your address appears in the To: or CC:
Add to-do list
Normally, you use the other apps to create a to-do list, but with Gmail, the Google has already integrated this feature for us. You go to the main interface of Gmail, select a certain letter (for example, a private letter in which your wife tell you to buy food for kids), click More Add to Tasks.
Immediately, a new task will appear in the list of things to do, from which you can add the date and time expired, notes … In case you are using the reminder application supports synchronization with Google then this action will also be synchronized down and notice when it’s time to remind. Later, if you want to review emails related to that action, click on Related on line and then everything is finished!