One of the most widely used e-mail platforms, Gmail is regularly updated by Google with new features to make the service more effective and time saving. Here are some of the lesser known tricks and shortcuts.
Gmail has various ‘hidden’ features that are still unknown to most people who use the platform regularly. We list down some shortcuts and tricks to optimise your productivity.
Colour code your e-mails into categories
To speed up your ability to recognise and select e-mails, create ‘Labels’ for your Gmail messages and then set a different colour for each label. For example, label your work related e-mails in blue, friends and family’s messages in yellow and your transaction receipts in green. It will be much easier to find what you are looking for.
Just click on ‘Label’ on the left hand menu under ‘Compose’ and assign colours.
If you write the same or similar e-mails multiple times, turn on ‘canned responses’ to save time. This Gmail feature enables to create templates of e-mails that are sent often, and which can be quickly inserted into an e-mail. To enable canned responses, select ‘Settings’, go to ‘Labs’, enable ‘Canned Responses’ and ‘Save’ the setting.
Mute a conversation
Being stuck in a conversation over e-mail that does not concern you, is often unwanted and can be distracting. To stop receiving messages on such e-mail chains, open the conversation and go to the ‘More’ drop-down menu. Choose ‘Mute’ from the list and the conversation will be archived. Any new messages sent to the conversation thread will be sent to archive.
How embarrassing would it be to shoot a half written e-mail accidently? Make sure you never mistakenly fire an e-mail by enabling the ‘Undo send’ Gmail feature. Go to Settings>General>enable ‘Undo send’>Save.
Save your time with the many keyboard shortcuts on Gmail and manage your time effectively. There are some shortcuts that only work once they are enabled in Gmail settings but here are the easiest and the most useful ones:
Select all unread emails: Shift+8, then press u
Compose: Hit C
Reply: Hit R; reply to all: Hit A
Search an e-mail: Hit /
Insert link into an e-mail: Command+K
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