With the number of business emails sent and received each day averaging 122 in 2015 (according to The Radicati Group), sifting through your inbox can be a daunting task. Email has been established as the cornerstone of professional and personal communications, with hundreds of people vying for attention in your inbox.
That’s why Google has rolled out dozens of ways to customize, sort and arrange Gmail to streamline and shave minutes off your email management. Below are five ways to optimize your inbox that our users and customers have found particularly valuable:
1. Automated Labels and Filters
Keep your inbox clean by automatically archiving, starring, deleting, forwarding or sorting incoming emails. Create filters based on subject line, sender address, and more. Automatically applying labels can help you separate out emails from your boss, emails from project partners, or even customer feedback. Additionally, if your inbox feed often gets clogged with frequent emails from newsletters or auto-replies, you can set up filters to automatically archive these so you can read them later.
To set up automatic labeling and sorting, go to the Gmail Search box, and click Create Filter With This Search > Check Apply the Label and choose a label to sort messages matching your criteria. If you want messages to be automatically archived so they’re automatically moved out of your inbox, check Skip the Inbox (Archive It) > Then when you’re all done, click Create Filter.
2. Undo Sent Messages
Pushed send, and then saw a typo or realized you forgot to include an attachment or add a recipient? Use Gmail’s new Undo Send feature to take back a sent message for up to 30 seconds. First, make sure Undo Send is enabled in Gmail: Go to Settings > Select the General tab > Scroll down to Undo Send and click the box > Click Save. After you send an email, a small box will appear at the top of your screen offering the you the ability to undo the send. You can also Undo from within your inbox, but you have to be quick–you only have about 8 seconds before it disappears.
3. Priority Inbox
Focus on important emails first by enabling Gmail’s Priority Inbox. This view allows you to focus on high priority emails by automatically separating your emails into three sections: Important and Unread, Starred, and Everything Else.
First, in Gmail, point to your inbox label and click the arrow that appears next to Inbox. From the Inbox Type menu, select Priority Inbox, which can separate your inbox into the three sections mentioned earlier.
4. Keep Track of Important Tasks
Convert emails into tasks with the click of a button and create due dates and automatically appear on your Calendar with Tasks in Gmail. Check off tasks as soon as you’re done, and update your task list or view complete tasks from any device. There are more steps with this, we recommend checking out Google’s full blog on it by clicking “Learn How” below.
5. Canned Responses – Prewritten Replies
Do you find yourself sending the same message multiple times? Use Gmail’s canned responses feature to create a standardized message or portion of a message that you can personalize for each occasion. That way, when you send emails with the same content, you can use a pre-existing template instead of having to type out the same information.
First, make sure canned responses are enabled. In Gmail, click Settings > Select Settings> Select the Labs tab > Scroll to the Canned Responses lab and click Enable, then Save changes.
To use canned responses, in the formatting toolbar of your “compose” window, click the Down arrow and select Canned Responses. Send a canned response by choosing a saved response to insert in your email and send. To save a canned response, write the message you want, then click New Canned Response and name your response.
To automate canned responses, click the Down arrow in the Gmail Search box > Enter your search criteria, then click Create Filter With This Search > Check the Send Canned Response box and select your canned response of choice > Click the Create Filter button and you’re good to go.
As a Google Cloud Premier Partner, SADA Systems specializes in G Suite tools, methodologies, change management and business transformation strategies for the cloud. To learn more about G Suite solutions, email us at firstname.lastname@example.org or visit our website.
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