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5 Executive Secrets to Speed-up Using Gmail

By | Business, Business advice | One Comment

Saving time and effort is one of my favourite pass-times yet I was told once by a colleague that I spend far too much time on checking my emails.

But I get 80 new emails a day sometimes! Like it or lump it, while we sleep we get emails! This article is going to show you in just a few steps how easy it is to avoid getting caught up in your emails. Gone are the days of procrastinating in my inbox – with these 5 tips, you should speed-up using Gmail too.

Procrastination vs Gmail

I felt like sharing with you why using Gmail offers me some really powerful features to maximise my day in an effort to help you with your day. I hope I can save you some time, thank me with a Share on Facebook or Twitter ok?

So these features dramatically reduce the amount of time you’ll need to spend on emails, making the corporate responsibility part of your job more efficient and getting you a special “nerd badge” for showing your family or colleagues how best to use Gmail.

Of course you’ll also be able to get heaps more work done too, or if you lucky go home early?

First off, just be aware that I used to be a reckless with my email address and I recommend that if you are using your work email to sign up for anything and everything, you won’t be helping things, you’ll have more work too. SO consider that next time you subscribe to something, be sensible with your email address and online sign up to really useful blogs like ours!

This simple consideration along with my suggested changes to your email set-up should help you to improve things. My tips will make it easier for you to find your emails, assist you with automatically filtering emails into organised folders and helping to prevent spammy emails hitting your inbox in the first place.

After all, prevention is better than the cure!

Why use the Nova email system in your Gmail?

Well these aren’t really secrets, but if you don’t know, you just don’t know, am I right!

The need to write this post come from a need to speed up checking my own emails and from discovering hidden features and tools in Gmail over the past 9 years. It was only about 6 months ago I decided to spend less time on my emails than today.

I designed a system using some freely available tools within Gmail and I regularly use these systems to check email once in the morning, once in the afternoon. I’ve saved so much time per day, I can afford to spend time writing valuable blogs instead.

You might too be one of those people that wouldn’t even be able to finish daily and other important tasks due to spending hours on emails. I used to feel defeated, rushed and I didn’t feel like I had achieved much.

If you can relate to this then never fear that Empty Inbox is not far off and you’ll start reclaiming extra time the more efficient you become at using Gmail.

(At the time of this blog post I was using latest gmail interface, but these ideas / tools should still work with the Basic HTML version too).

Some of Gmails secret features

1/ Organise with Filters

Filters are used to scan emails before they come in to your inbox. Using keywords or email addresses you can identify emails you want and apply actions to and delete, archive or sort them automatically along with lots of other useful actions.

Gmail provide a handy “filter wizard” which you can use to filter emails with all sorts actions including actions such as;

  • Apply Stars
  • Apply Important Tag
  • Apply Labels
  • Move to a certain folder
  • Archive
  • Mark as read

There are plenty more options available and using these in combination with cleverly organised folders (and sub folders for advanced organisation) soon your email can be categorised how you want without even using your inbox!!

You could for example organise emails by supplier / client or contact or by project, group, context and the list is endless.

I use personally use filters to remove emails from my inbox that I don’t feel are urgent to see, such as newsletters or subject matter that I want to keep, but don’t find vital enough to check each day.

Filter-wizard

2/ Unread first

A very handy feature to speed through your emails, is to show only “unread emails”.

This can prevent procrastination by hiding “everything” (which is googles way of saying – all of your other emails) and showing only emails which need to be read or actioned.

If you don’t set your gmail view to “Unread” first, the next step will be super useful and save you the most time out of all the tips here in this post.

Unread-First

3/ Triage via inbox vs next button

Everything leads up to this point, the mass extinction of unwanted email from the main view of your Gmail, you should have now a long list of “unread emails”.

On your screen you’ll see lot’s of rows of emails with additional information along each row (each column giving you info about each email), you should see from left to right the following;

  • A check box – Select a single or multiple emails
  • Star Icon – Highlight emails as Starred
  • Important Icon – Mark your emails as important
  • From – Telling you who sent the email
  • Subject Line – Giving you some info about the email
  • Attachments – Paper clip icon
  • Time / Date

To triage your emails and sift the wheat from the shaft, go down the list and apply a check to the check box.

Ok here’s the time saver, once you’ve selected multiple emails from top to bottom of the list checking your emails using the other columns to identify which emails you want to action.  You’ll notice the toolbar (navigation bar) above the list of emails will change giving you more options.

The button we want here is the box with an arrow pointing down on it (archive) which in Gmail simply means, “not in my inbox” or in Gmail language moved to “All Mail”, which includes; archived, sent, unread etc.

With all of your emails selected you could also start using the other buttons to organise further your emails, don’t forget to look in the “more” button which gives you further actions to apply.

Note that “Mark as read” also archives (not delete) the email and removes them from your “Unread” list.  But be aware that you can only do one page like this at a time, moving to the next page deselects the previous page and you’ll have to start again!

Of course IF you have emails that you do want to read then move on the the next step.

More-Selection

4/ Faster Email Reading and Quick Actioning

First of all, I’m not telling you here how to read your email or what to do with the email once you have read it. Simply how I now navigate between emails and to action an email effectively.

First of all you don’t need to pop in and out of the list with this tip, i.e. Go into an email and hit the back button to return to the list.  Just pick the top or the bottom.  This choice will depend on which order you would like to go through you emails, I sometimes choose the top which is the latest emails, and if there are important unread emails or it’s been a while since I checked my email I go to the end of the list and start from there.

I’m assuming you’ve read the initial email (the first or last from the list) and now you want to action the email by forwarding the email, replying to it or simply archive (mark as read) to move onto the next email.

Well if there is no reply or forward required here is another great button I’ve discovered, as it’s a little tucked away.  The NEXT or PREVIOUS button!!

Of course hitting the previous button works from the top of the list, the next button form the bottom of the list, so now you can read, action and move on quickly without the need to return to the list view.

Next-Previous Button

Quick Action shortcuts

If you want to quickly reply to a short email (i.e. A few sentences that meant you didn’t need to scroll down to read it) then you can hit the reply button. If you have a longer email and get to the bottom you’ll notice a text box with reply and forward in it. Click one of these or simply start typing in the box to reply. Note – This will reply only to the person that sent the email to you.

Reply All

If you have multiple people to reply to (i.e. Reply All) then hit the down arrow next to the reply button and you’ll get more options, the reply all button will only be present if there are more people involved in the email (i.e. someone was CC’d or multiple recipients).

Filter messages like these

This one is vital. If you realise that the message is one of those not so important messages that you don’t want in your inbox each time, or if you want to add a different kind of action to messages from this person (or with certain keywords within it), then use this feature to jump start the filter wizard.

reply-drop-down

Send Shortcut

On PC use – CTRL + Enter
On Mac use – ⌘ + Enter

5/ Gmail Labs (The best bit)

Google Labs for Gmail is a nirvana for indie developers to create some awesome (somewhat hidden) features that can’t be accessed through normal settings or found in the new interface anywhere. Some of my particular efficiency favourites are:

Undo send

Perfect for a few seconds of grace when you accidentally send an email but realise that it’s to the wrong person, you didn’t attach the file you wanted to or just feel not quite ready to send but out of habit, hit that send button too hastily.

Right-hand chat

This lab tool is great if you have lots of folders and subfolders, instead of having to scroll in the tiny window the new Gmail interface allows. Right hand chat moves the whole chat section over to the right hand side instead.

Quote selected text

To reply quickly regarding specific text in an email, simply select the text and hit reply. The selected text will be placed as a quote (with citation and date) in the return email.

Unread Message Icon

If you have Gmail in a tab in your browser this little gem will place a further icon on top of the gmail icon and show you how many unread emails you have. Goes well with point one and if you “pin” gmail to your browser it minimises the tab and looks super cool up in the browser.
unread-icon

Labs-Unread Icon

Well that’s all for now, thank you for reading this and if you have anymore useful ways to make using Gmail more fun or efficient, I am always open to hearing more about how best to use Gmails many cool tools. Also if these tips have helped any of you, please share, comment and sign up for more blogs like this one.

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