Gmail is arguably the most popular email service right now. Chances are that you already have one or more Gmail addresses, but are you making the most of them? In this article, we'll cover 20 super helpful Gmail tips.
Tip 01: Learn the keyboard shortcuts
Working with the mouse is extremely slow compared to your keyboard, but then you have to use hotkeys. Fortunately, Gmail has many handy keyboard shortcuts, and you really don't need to know them all. Memorize the most important shortcuts. Which are these? That depends on your personal preference. Write down shortcuts that you find useful on a list. Respond to an email? Don't reach for your mouse, you're allowed to cheat. Chances are you'll be hitting the R key soon to reply to a message. Press the question mark for an overview of the available shortcuts. Doesn't this work? Then your shortcuts are not active yet. Go to Settings / General / Shortcuts / Enable Shortcuts.
Tip 02: Gmail Settings
All the settings of your Gmail can be found behind the gearicon at the top right of the screen. Click here and choose Institutions. The most important options are collected in the tab General. rear labs you will find experimental services. Here you will find options that work excellently, but are not yet fully developed and may one day return to the standard options.
Can't find a setting? Then the option may be part of your Google account. For example, adjusting personal data that Gmail uses, such as your name or profile picture, is centrally controlled via your Google account.
Tip 03: Extra security
Security is becoming increasingly important. This applies in particular to services that you can use as an 'access key' for third-party services. Google's Gmail is such a 'key service'. For example, you can use your Gmail address to sign in to other websites. It is therefore important that you secure Gmail better than just with a (good) password.
Two-step verification is an excellent addition. Google will send you a free text message for verification. Does your password ever get hijacked and someone tries to log in with your credentials? Then access is denied because the miscreant does not have the verification code. Setting up the extra authentication is done outside of Gmail and directly via Google account. A wizard guides you through the settings.
In addition to an old-fashioned text message, you can also obtain the verification code via apps such as Google Authenticator or Authy.
Tip 04: Google Chrome
Gmail and Google Chrome are two hands on one stomach. You can of course use Gmail in any web browser, but for the best functionality, use Gmail in Google Chrome. In other browsers, Gmail may work slightly differently or some features may not even be available. In addition, you can install extensions in Chrome for even better functionality in Gmail, among others. An extension is a small program that runs in your web browser.
Tip 05: Other email addresses
Many people have collected multiple email addresses over the years. It is tedious to keep an eye on all of these or keep sending address changes to your friends. You can have Gmail retrieve the mail from your other addresses. This way you no longer have to manually check your old addresses and everything arrives neatly in one central place. Go to ISettings / Accounts and Import / Check Mail from Other Accounts (with POP3). click on Add your own POP3 mail account and follow the wizard to retrieve the mail from, for example, your internet provider.
Tip 06: Labels and folders
Gmail works with labels. This can be compared to the folders of a classic mail program, but more extensive. For example, a message can have multiple labels. You can create labels and paste them on messages. You can quickly give an open message one (or more) labels via the button of the same name. Your labels are visible on the left side of your screen. By clicking on a label, you will see all the messages you have given this label.
Before you start with labels, it is useful to think about why and how you want to use this. A label Follow up is useful, for example, if you still want to reply to an email. By clicking on the label, you can see at once which e-mails still need to be answered. Other useful labels are Wait for answer, Invoice and Private. Don't use too many labels, it will become cluttered. Know that you don't have to label everything. There is an excellent search function with which you can quickly conjure up the right message.
Tip 07: Clean inbox with filters
Like any self-respecting email client, Gmail offers the ability to filter new email messages. You create rules based on the sender or subject of the email. Then you select what to do with messages caught by the filter. This option can be found under Settings / Filters and blocked addresses / Create new filter.
You get even more out of this feature if you get started with the plus sign in your email address. Imagine that you [email protected] you will automatically receive e-mail that is sent to [email protected]. You can of course come up with the text behind the plus sign yourself.
If you in the future [email protected] used when you order something and [email protected] with services that nag for your e-mail address – while you are not waiting for their advertising, your inbox remains nice and tidy. Of course you still have to create the corresponding rules.
Tip 08: IMAP
There's really no reason to use Gmail in any environment other than your web browser. The app on your smartphone or tablet app is of course an exception. By using Gmail in a classic mail client on your computer, you're missing out on the features that make Gmail unique. If you still want to use Gmail with a mail program, you can opt for IMAP or POP access. In the latter case, you only have access to your Inbox. With IMAP you have access to all 'folders' of your Gmail. Labels in Gmail are shown as folders in your mail program. You can enable the IMAP option via Settings / Forwarding and POP IMAP / IMAP access. click on Configuration Instructions to set up your mail program with the correct data.
