I love tried-and-true schemes - stories about how people created a system, organizing the space and things around them, adapted services and applications to their needs and got the most out of them.
The simpler the tool, the easier it is to actually make it his- and it’s all the more interesting to read about how others do it.
This is what my filter list looks like in Gmail. Work emails and notifications from trackers are sorted into project folders, emails from stores are sorted under the “Shopping” labels, emails from an annoying PR who refused to remove me from the mailing lists are sent straight to the “Trash.”
One of these basic systems - Email. We all work with it differently: for some, “ Inbox“thousands of messages, and I get a nervous tic if I see more than five emails in this folder; Some people set aside a separate hour in the morning and evening for processing mail, others check every minute so as not to miss anything.
I have a few working rules - if you shop in online stores, sit in in social networks, use at least a couple of note-taking and blogging apps, and text more than just three friends, these rules can become yours.
Everything I write below is relevant for Gmail.com(I’ve only been using it for exactly six years) - but all normal large services have similar functions.
I never delete emails
In six years, my mailbox is only 71% full - with all the photos high resolution, videos, archives of entire magazines, documents and attachments, plus the history of all chats in Gtalk. I receive about a hundred letters a day - and after I no longer need them, instead of a button Delete I press Archive. The letter is sent to the folder All Mail, and at any time I can raise the history of any correspondence by keywords, tags, attachments, recipient's name and dates - search in Gmail, of course, is as good and convenient as searching in Google.
This approach is called the “ordered chaos method” and is recommended by all books on organizing things and time. The main thing you need to remember to do before archiving is to add a couple of important tags(labels). My examples: “Payments and documents”, “Shopping”, project names, “Repairs”, names of employers.
I don't use folders
Strictly speaking, none of the users Gmail"but he doesn’t use them - only tags. This is fundamentally different, relaxed way of storing information: one letter can be simultaneously tagged with a dozen tags, and at the same time lie in All Mail and not loom before your eyes, calling for action.
You don't have to manually sort and move emails between folders while trying to decide where they should be saved forever. If anything, you will always find everything. One letter can be in several “folders” at the same time - for example, the same message can contain a “receipt”, be an “archive”, and be associated with a trip to “Tasmania”. Then, when the time comes to sort through all the receipts from the trip, you can sort all the letters according to the principle “there is a tag “Tasmania” and “receipt””, and for the travel archive you can click on a more general tag.
Yes, I always check that “I agree to receive special offers” checkbox - sometimes even before I make my first purchase. As part of their loyalty programs, all good sellers send coupons, personal discounts, special offers, notifications about client sales three days before the start of official sales - why not take advantage of them if necessary?
The main thing is that all these mailings do not fall into Inbox. To do this, you just need to create several filters (don’t panic, it’s three clicks): then all letters will be put in a separate place, automatically receive the necessary tags and calmly wait in the wings, without getting lost along the way.
I create small filters
- I received a letter from Booking.com, it’s useful in principle, but I don’t want to read it directly in my inbox, of course, it’s not that urgent;
- I pressed the button More and selected the item Filter messages like this;
- Gmail sorted through all the emails from the service to make sure we both knew it was what I needed.
- And I created a list of rules:
- always skip the Inbox folder (any mailings in the Inbox are a mess and distraction),
- assign the Travel tag to such letters,
- never send emails from this address to the Spam folder, because they are still a little useful,
- categorizing them as “Special Offers” is useful for those whose Gmail mail is automatically sorted by bookmarks, I don’t, but just in case.
- the last tick selects all the letters that are already lying around in the mailbox and “combs” them according to the same rules.
When I'm ready to buy something or go somewhere for the weekend, I'll type the name of the newsletter, tag or store address into the Gmail search and see letters with all special offers on one screen. You can safely collect coupons for free shipping and activate the personal discount waiting for you and go to the store.
One address is enough for me
Let's say your email is [email protected] (just an example).
All letters sent to addresses [email protected] , [email protected] and even letters for [email protected] will come just for you. A period (or several) can be placed anywhere in the email address.
How can this be useful? For example, to create filters in advance:
- you can train yourself to leave only the address in online stores [email protected] and create a Gmail filter: “All emails sent to [email protected], you need to mark it with the “Online stores” tag, do not put it in the Inbox and Spam folder, and immediately mark it as read.” Or, conversely, mark it somehow specifically to make it easier for you to find the delivery notification.
- another option is an address like [email protected] - everything written after “+” is also not considered a separate address. There may be a small problem here in that some sites know about this and may not accept such an address during registration so that you do not filter their letters.
Update, May 2017
Since the publication of this post, Gmail has added several services - for example, it launched its iPhone application, created the Inbox service, which I still don’t like, but I need to figure it out, and began sorting letters into tabs.
A very cool service has also appeared in the world: Unroll.me, which allows you to glue special offers and mailings from stores into one long roll even faster. But basic instructions remain the same, so I just updated this post and fixed the broken pictures.
I'm 33 years old, live in Hobart (Tasmania), work in financial UX, ride a scooter, and completed a Master of Interactive Multimedia at UTS, Sydney. I love cats and cats.
According to research by McKinsey&Company (management consulting services), employees of ordinary companies spend on average up to 28% of their working time processing email. Undoubtedly, this activity is extremely important and necessary, but spending up to 13 hours a week on it is perhaps not so effective.
In this article, we invite you to familiarize yourself with the list of keyboard shortcuts and extremely useful utilities, applications and non-trivial methods of working with the Gmail service, which will allow you to spend much less time processing incoming and outgoing correspondence.
1. Hotkeys for writing and sending letters and other tasks
Hotkeys are shortcuts on your computer keyboard that allow you to perform various actions without the help of a mouse. Using hotkeys allows you to perform these actions faster and save time. Here are the combinations that work in Gmail:
Switching between letters and mailboxes
Use the cursor keys to navigate Gmail, and the Enter— to open messages and folders with letters and perform actions.
Switch between messages from the same email thread
When viewing messages from one email thread, use the key N to view the next letter in the chain, and the key P to view the previous message.
Writing and sending a letter
How to send html Gmail letter using hotkeys? You can write a Gmail letter using the arrow keys and the button Enter, and to send an email you can use the combination Ctrl + Enter.
Selecting email recipients
How to forward multiple emails in Gmail?
- Add recipients of a copy of the letter: Ctrl + Shift + C
- Add BCC recipients to a message: Ctrl + Shift + B
- Select the sender address of the letter: Ctrl + Shift + F (works only if you have activated the function of sending letters from other addresses).
These hotkeys are used while writing a letter.
Text formatting
- Bold text: Ctrl + B
- Italic: Ctrl + I
- Underlined: Ctrl + U
You can find a full list of hotkeys on the Gmail Shortcuts page, and you can turn them on or off in the menu Settings > General> section Shortcuts.
If you have not yet had experience working with Gmail options, then to go to settings you need to click on the gear image in the upper right corner of the screen and select the option .
2. Search for an attached file
If you are looking specific file or a letter with an attachment, enter a line in the search field - as a result, you will only be shown messages with documents attached to them.
The image shows how a link is created to quickly navigate to viewing emails with files attached to them. All you have to do is go to the page for which the quick link will be created, click on the “Add quick link” command and give this link a name.
This function is enabled in the settings section Laboratory and is called "Quick Links".
4. Archiving processed emails
By activating this function, you will have the opportunity to archive and remove from your inbox those emails that you have already responded to. How to recover Gmail emails after archiving? They can be restored and re-read: you just need to enter the title or subject of the message into the search, and it will become available again.
Archiving of letters is enabled in the settings, section Are common.
5. How to create an email template in Gmail
The Reply Template feature allows you to create message templates and avoid writing the same emails over and over again. This function is activated in the section Laboratory.
Templates are created and added while writing a message, that is, in the letter editor.
6. How to cancel an email in Gmail
This extension will allow you to prevent accidental sending of emails - after you have sent a message, within a few seconds you can cancel its delivery by clicking on the “Cancel” link in the email notification window.
This function is called “Cancel sending of a letter”, and its activation is carried out in the settings section Laboratory.
Gmail data loading speed can be increased several times by adding the line “/?ui=html” In the end address bar browser. Unfortunately, the beauty of the design will have to be sacrificed, but the speed of Gmail will increase significantly.
8. Letters from verified senders
To make sure you're receiving emails from real companies and not spammers posing as well-known brands, enable the Verified Message Badge feature in the Laboratory.
Verified messages from genuine senders will appear with a key icon.
9. Filtering unwanted messages
How to block emails in Gmail? If you're receiving annoying messages from a specific sender, create a filter for those messages that can either delete them or automatically mark them as read.
Simply open the email for which you want to create a filter, click on the “More” icon and select the “Filter similar emails” option.
The filter settings are very flexible: you can sort emails with a specific subject, words, large size, etc.
10. Sorting using stars
Important emails are marked with a yellow marker, while ordinary emails are marked with a white marker. How to mark an email as important in Gmail? To change the status of a letter, just click on the marker.
But one marker is not always enough: when working with email, you may need to mark letters differently. A system of multi-colored stars and icons can help you with this.
Messages are marked with different stars in the same way as when using one standard icon, but when pressed successively, the color of the star will change.
This function is enabled and configured in General settings.
11. Distribution of letters by category
The “Smart Shortcuts” feature, which is enabled in the settings section Laboratory, automatically distributes incoming letters mass mailing under specific categories to make your inbox easier.
You can assign a label to a specific type of message directly while reading it by clicking on the tag icon in the action bar. The shortcuts you create will be located under the “Categories” tab, where you can manage them, edit them, and create new tags.
How to find an email in Gmail
How to search for an email in Gmail? Use the search field located at the top of the window and click on the magnifying glass icon. To use advanced search options—for example, to find emails sent to the Trash or Spam folder—click the arrow in the search field and fill in the required fields.
General issues
- How to select all emails in Gmail? Click on the arrow located in the upper right corner and select "All".
- How to delete all emails in Gmail? Select all the emails and then click on the trash can icon.
- How to save an email from Gmail? In the “Lab” tab, enable the “Save Documents” function, then open the desired letter, click on the “More” button and select “Create Document” from the menu.
- How to disable email threads in Gmail? Click on the gear icon in the upper left corner of the screen, click on the “Settings” menu item, and then click on “Email threads”. Select the option you need: “Enable” (merge emails into chains) or “Disable” (do not merge). Save your changes.
- How to change the subject of an email in Gmail? To change the subject of an email in a reply, click on the arrow in the upper left corner of the message window and select the “Change Subject” menu item.
- How to find out the ip of Gmail emails? Open the letter you are interested in, click on the arrow in the upper left corner of the screen and select “Show original”. A new window with text will open, and in it you need to find the line “Received: from”.
- How to insert a picture into a Gmail email? At the bottom of the window for writing a message, click on the picture icon and in the window that appears, select the option you want to insert an image: from your computer, from Google+ or from a third-party resource.
- How to forward an email in Gmail? To forward a message, open it, click on the “Forward” link located at the bottom of the page, add the recipients’ addresses and click “Send”.
How to Transfer Emails from Gmail to Outlook
You can transfer messages and data to Outlook in several steps. To get started, prepare your Office 365 password and user ID and add your Office 365 mailbox to Outlook.
Step 1. Preparation account Gmail to Outlook connection
Run a verification in Gmail and create a password that Office 365 will use to establish the connection.
Step 2: Add a gmail account to Outlook
Expand the Outlook ribbon, open the File menu and select Add Account. The page “ Automatic setup account", where you need to fill in the fields "Name" and "Address Email" and enter your gmail password. Click on the “Done” button.
Step 3. Copy messages from gmail
Open the File menu in Outlook, select Open and Export, and then Import and Export. Select “Export to file” and click on the “Next” button. You will see a list where you need to select “Outlook Data File (.pst)” and click “Next” again. Next, you'll need to enter your Gmail account name or email address, check the "Include subfolders" box, and click "Next." Select a location to copy the data by clicking on the “Browse” button and specify the file name. Add Dialog Box Fields additional password" can be left blank, but you must click on the "OK" button. Outlook will then export the data.
Step 4: Copy Messages in Outlook
Go back to File > Open & Export > Import & Export. Select “Import from another program” and click “Next”. Check "Outlook Data File (.pst)" and click "Next". Select the file created in the previous step and click “Next”. Select the command to import messages into your Office 365 mailbox and click Finish.
After this, the import of data into Outlook will begin, and if there is a lot of it, it may take several hours. If you disconnect your Internet connection or close Outlook before the copy is complete, the copy will be interrupted but will continue the next time you connect.
Gmail apps
1. Smartr
This application will allow you to quickly and conveniently search for the necessary contacts, view the history of correspondence with the desired person and his detailed profile. Smartr also integrates data with Facebook and Twitter, alerting you when latest updates your contacts from social networks.
Smartr is installed as a browser extension, and in Gmail it is displayed on the right as a sidebar.
2. Mail Pilot
The Mail Pilot add-on turns your email inbox into a to-do list. This application allows:
- set reminders for messages;
- create and change email statuses - “Not completed”, “Completed” and “Postponed for later”;
- create lists, folders and shortcuts.
Its only drawback is that the application is created exclusively for Apple devices.
3. Boomerang
The Boomerang add-on provides Gmail users with 3 useful features:
- automatic sending of letters on a pre-selected date and time;
- a reminder to familiarize yourself with an important series of letters, as well as the ability to archive and restore it at the right time;
- a reminder that you need to write some letter. This feature has very convenient settings: you can set a reminder just in case the recipient has not responded to your message.
4.SaneBox
SaneBox uses special algorithms to determine the importance of letters and sort them. This app, like Boomerang, has a function to remind you when the recipient of your email has not responded to it. But the biggest advantage of SaneBox is the SaneBlackHole function, which allows you to unsubscribe from any mailing list in one click.
5.Signals
Signals can be a very useful tool for an Internet marketer: the extension notifies the user by which recipient, at what time and in what part of the world his message was opened. In addition, Signals also provides information about whether readers click on links in the email they receive, and if so, which ones.
6.Mail Timer
The Mail Timer plugin will help you work more efficiently and quickly with by email: As soon as you open a message, a countdown begins, after which a pop-up window will appear notifying you that the time for working with this letter has expired and you need to move on to the next one. You are required to set your own time limits for working with letters and make the appropriate settings in the application.
7. Find Big Mail
Find Big Mail will help you find the largest emails and get rid of them. The user of this service does not have to worry about the security of his mailbox, since the application only determines the weight of messages and does not have access to their content and other important information account.
When you receive a lot of letters from different recipients by email, over time it becomes difficult to find the ones you need from the old ones among these letters, if required. In this case, it is very convenient to sort letters by categories (folders or otherwise “labels”). In this article I will show how to do this using GMail as an example.
As an example. You often receive letters in your mail from the same addresses that you have to contact from time to time.
Yes, if something happens, you can try to find these letters by searching. This is easy to do, but you won’t always be able to find it. It is more convenient when letters are immediately sorted into the necessary folders upon receipt, or you manually sort them into these folders yourself. That is, you can set up mail filters so that letters from certain addresses are immediately put into the required folders.
This is easy to do. Let's look below at how to create shortcuts in GMail and how to attach them to them necessary letters manually and automatically.
It is in GMail that folders are called “Labels”. In principle, this is true, because all letters are stored in the “All Mail” section, and these same folders are links to the necessary letters.
Creating shortcuts (folders) in GMail
To create a shortcut, click on the corresponding link at the very bottom of the list of folders (inbox, sent, spam, etc.) on the left:
In the window that opens, you need to enter the name of the shortcut in the top line and click “Create”.
If you have previously created several shortcuts, then you can specify under which of them in the list the new shortcut you create will be located by checking the “Place shortcut under” item and selecting the one you need there.
That's it, the shortcut has been created. Example:
Distributing emails according to the required labels in GMail
You can distribute letters to the desired labels in GMail either manually or configure auto mode. Automatic sorting of letters by labels is setting up filters in your mail, i.e. creating special conditions, depending on which the actions you need will be performed with incoming letters.
Manual distribution of letters
When you need to move one or more emails to one of the created shortcuts, just mark these emails in your inbox, and then select the shortcut to transfer by clicking “Move to”.
The same can be done by first opening the letter to read.
Automatic distribution of letters
You can set up special filters with conditions so that, for example, letters arriving from certain addresses to your mail are immediately included in the desired folder. Let's look at how to do this in Gmail.
To do this, in your mail settings there is a special section “Filters and blocked addresses”, where you can create a new filter or change an old one. But you don’t have to go into the settings when you want to create a filter with the simplest condition (so that letters from certain addresses arrive in the desired folder) and for this we do the following:
All. In this way, by setting up filters, you can easily distribute letters to the desired labels without your participation.
Setting up and deleting created shortcuts
You can always change any of the created shortcuts or delete them.
To open the shortcut settings, click on the arrow to the right of it:
Through the appeared context menu You can:
Also, the ability to customize labels (except for changing the color) is available in the general “Settings” section of GMail, on the “Shortcuts” tab.
Conclusion
To with by Gmail it was even more convenient to work with, I recommend using the ability to sort letters into folders (i.e. labels) in Gmail, and take this into service.
When the number of letters and the state of your email begins to make you sad and depressed. To bring order to your online correspondence storage and achieve the coveted “Inbox Zero”, use the tips from our selection.
Find Zen in a folder « Inbox »
Gmail allows you to customize your inbox style: Default, show Important First, Unread First, Flagged First, and a Priority type that sorts emails based on their importance.
If you want to really control your email, the Default and Priority types are the most useful: one categorizes, the other prioritizes. You can change the type of mailbox until you find the option that suits you. Open the Settings menu and click on the inbox tab, under which a menu will open to select the type of this folder.
Bypassing Inbox
There is no need to manually sort messages for later archiving. If you want some emails (for example, related to a work project, invoices, etc.) to be sorted automatically, create a filter that will bypass the Inbox folder.
To do this, open the Settings menu, click on Filters and blocked addresses, create a new filter and enter required parameters, for example, all letters with the word “earnings” in the subject. After this, you should specify that all future filtered messages go directly to the archive, bypassing the inbox. You can configure filtered messages to be automatically marked as read.
Keywords
Gmail's archive system ensures that users never delete anything. There may be some rationale behind this, but this state of affairs means that searching for a specific letter requires you to wade through piles of electronic waste, even if they are perfectly organized and color-coded.
Gmail's automatic search option is fine, but it's much better to take your search settings into your own hands. If you have a letter and think it may be useful in the future, forward it to yourself, adding a few unique, memorable keywords or suggestions. Now, instead of searching by date parameters, you can simply enter keywords/sentences and the letter you are looking for will appear in front of you.
Search like a pro
If you need to find any email that does not have useful keywords, you will have to ask for help search engine Gmail. In this section you will find information about additional search operators that will help you find the desired text in the ocean of 20 thousand+ old letters.
- Exclude emails with certain labels using the function label: [label name]. This is especially useful when you want to disable chat logs. Just enter label:chats in the search field. You can also search for posts with specific labels via +label: [label name]. The + and – operators also work with other search settings.
- Find letters sent and received during a certain period using operators before:[dd/mm/yyyy] And after:[dd/mm/yyyy].
- Search for an attached file by its name or type using the operator filename:[filetype]. For example, if you need a letter with attachments PDF files, enter in type filename:pdf.
- Regular search does not include messages from Trash or Spam - use in:trash or in:spam respectively. To make the search check absolutely all mail folders, use the command in:anywhere.
Highlighting
Labels are useful for sorting and categorizing your emails in Gmail. But sometimes they are really hard to read, especially if there is a colorless wall of letters in front of you. You can make your emails visually organized by using color-coded labels.
Move your mouse to the left column and hover over the label you want to assign a color to. Click on the downward arrow and a menu of options will appear in front of you. Hover over Label color and select the option you like, thereby setting it for a specific shortcut. You can add your own color options.
Removing old attachments
Google users get 15GB free space for Gmail, Google Drive and Google+. If you find that the limit has been reached - deleting old emails with large attachments will be the best solution.
Here's how you can find similar messages: Go to the search field and click on the downward arrow to perform an advanced search. Mark the item There are attached files and click on Search. Or enter has:attachment in the search field. To find emails larger than a certain size, regardless of attachment status, enter the following advanced search size parameters: next to size, select “greater than” and enter a number in bytes, kilobytes or megabytes, then specify the search.
Smart Shortcuts
You can also organize letters, creating additional sub-shortcuts. Using them, you can classify letters even more accurately. For example, instead of tagging a post with a simple “Work,” create a thread “Work>Important Projects.”
Select a letter and click on the “Shortcut” button, create a new label and enter its name. Then check the box next to “Place label under” and select the parent element from the drop-down menu.
Adding a Viewport
Adding a preview option to your inbox will help sort them much faster, without having to open each one separately.
Open the Settings menu and go to the “Lab” tab, which has been in beta for quite some time and offers many still experimental features. Find the "Viewing Area" item and turn it on. After you save your new settings, a Show Multiple Folders button will appear next to the gear icon. Click on it whenever you want to enable or disable the View Area, or change its settings.
Chat on the right side. Done
Chat on the right is another experimental Gmail feature and a great way to free up the left side of the screen. Go to the “Lab”, find the “Chat on the right side” function, activate it and save the changes. After this, the chat will move to right side screen, freeing the left column.
Shortcut display settings
To change viewing options for individual shortcuts, go to the Shortcuts tab in the settings. There is a list there: System shortcuts, Categories, Circles and others created by you. You can choose the following options: show or not show shortcuts, show only if there are unread messages. Select a setting for each individual shortcut and save your changes. If you decide to hide all shortcuts, then new setting: "More" in the left column.
Use email aliases
You are getting additional opportunity sort emails using aliases email addresses. Just add +any.alias to the address after the username but before @gmail.com. You will still receive emails in your inbox because sending a message to " [email protected]" is the same as sending a message to " [email protected]" or " [email protected]».
Aliases are often used to filter out unwanted messages (for example, " [email protected]"), but you can also use them to filter important emails.
Automatic forwarding of important messages
First you need to add an address for automatic forwarding, for which it is better to obtain the consent of the recipient. Most likely, the forwarding addresses will belong to one of your relatives, colleagues, or yourself. Select a tab Forwarding and POP/IMAP in settings, add the desired forwarding email address and click Next. A confirmation email along with a verification code will be sent to this address. You or another recipient must click on the link in the confirmation email, after which automatic forwarding will begin.
After setting up forwarding, you can create filters through the filters and blocked addresses tab in the settings. Create a filter in accordance with new requests, on the next screen set up forwarding to the address selected for certain messages.
Master the art of filtering
Filters become truly powerful when you use them creatively. If you've already mastered the basic filters (filtering messages from a specific sender or domain name and then sending them to the desired folder), it's time to explore other interesting options.
- Use filename:[file type] to create filters for different types of media. For example, filename:jpg | filename:png to send all messages with attached photos to the photo folder.
- Filter messages that contain your email address in the fields "From" And "To whom" and send them to the desired folder. Now you will immediately find your notes/reminders/to-do lists in one specific place.
- Create a hashtag (eg #never delete) and special reserve Gmail account for especially important letters that cannot be missed or lost. Then install a filter that will automatically forward emails with this hashtag to your backup account.
Customize your appearance
Instead of staring at the bland default design, add a pop of color by incorporating one of the themes. To do this, in the settings menu in the upper right corner, select the Themes section and enable any you like or upload your own.
Additionally, you can choose from three interface size options. Normal mode leaves a lot of free space on the screen, and Compact mode is suitable for those who are used to opening many windows at the same time.
Add friends and other email accounts
If you're just starting to use Gmail or have created a second Gmail account and want to add your contacts and old mail, then go to Settings > Accounts & Import. You can import your data and emails from Yandex, Mail.ru, Hotmail and others. To do this, you will need to follow several simple procedures. But remember that this will permanently turn off Gmail's email notification alert.
Make Gmail Similar to Outlook
In Settings > Lab, check the Viewing Area checkbox. Now the entire email will be displayed to the right (or bottom) of the inbox list, just like in Outlook. Habit is second nature, so if you've spent half your life working with corporate email in Outlook and now decide to switch to Gmail, then this feature will help you survive parting with the familiar interface. Once you enable Viewer Pane, the next time you can find this button in the settings menu drop-down window on the main page.
Screenshot: Rusbase
Choose what's important
Gmail has a feature that intelligently selects important messages. In the Settings > Inbox section, check the “Track my email activity...” option. Now the service will sort your emails by importance. Then you can select “Enable markers”, “Ignore filters”, and at the top of the section change the “Inbox” folder type to “Important first”. Then go to Settings > General, and in the “Desktop Notifications” section, select “Enable notifications for important emails.”
Get rid of chain letters
All people are divided into two large groups: those who love chain letters, and those who hate them with every fiber of their soul. If you belong to the second type of people, then this function can be easily disabled. In the Settings > General section, find and disable the “Email threads” option. The next time you open the last email in a conversation with the recipient, you will see pleasing to the eye field of the text of the letter, and not a list of all letters. In the Inbox folder, all letters will also be displayed as separate clickable lines.
Archive me completely...
Gmail has a feature to archive emails instead of deleting them. Your mail is supposed to have enough free space to store many large emails without periodically clearing out your inbox. And since there is enough space, you don’t have to delete read letters forever, but send them to the archive just in case. To do this, having selected a letter, at the top of the list of letters you need to click on the second button on the left (square with a down arrow). And if you suddenly need an old letter, you can find it by selecting the “All mail” section in the menu on the left.
...but don't forget to clean
No matter how generous Gmail is in terms of free storage, it’s 2016, and emails are becoming more and more voluminous. So one day you will run out of storage space, and then you will have to empty the archive of the heaviest messages. To do this, click the small arrow at the right end of the search line. In the window that pops up, select and check the “Have attached files” checkbox. In the Size line, enter the value “10” and click the blue search button. The search will give you all emails with attachments larger than 10 megabytes. Mark those letters that you definitely will not need, and click on the “trash” icon at the top of the list of letters.
Answer and forget
After reading and replying to an email, do you really need it to still remain in your inbox? Try using the Send and Archive feature to immediately remove emails from your inbox after you reply to them. You will find the corresponding item in the Settings > General section. By checking the appropriate box, you will add a “Send and Archive” button to the response window. Now, every time you reply to an email, you can choose to leave the email hanging out in your inbox or send it straight to the archive.
Organize your email with labels and filters
Not enough memory - buy
If you're really tired of cramming letters into your mailbox and constantly worrying about storage memory, then you can fork out for paid space. Scroll to the very bottom of the letters. In the lower left corner, under the list of emails, you will see memory usage statistics and a “Manage” button. If you're close to 100%, follow this link to see options for paying for additional memory. There are a few tariff plans, starting from 140 rubles per month. The extra storage will apply not only to email, but also to other services like Google Drive and Google Photos, if you use them.
Take a look around the post office
If you want to view as many emails as possible at once, change the maximum page size. To do this, go to Settings > General and select the third item from the top. You can set one of the suggested values ranging from 10 to 100 letters.
Colors of importance
Marking an important letter with an asterisk means to indicate its importance. But the importance also varies. To select a special star for each important letter, go to Settings > General and in the Stars subsection, select the All option. The next time you star an email, click the star again and choose from the different star colors, exclamation marks, question marks, and other icons you want.
Make a task out of a letter
You can make a list of important things from your mailbox. To do this, click the More button above the list of emails and select “Add to tasks.” The letter will automatically become a task in the appropriate Google service. A link to this letter will be attached to the task.
Keep track of unread
In Settings > Lab, enable the Icon unread messages" If you have your Gmail tab open all the time, like any normal person, then by looking at the tab icon you can now see how many unread emails you have. This is in case you need a little relief during a busy day at work.
Go offline
If you have a Chrome browser, you can try using offline mail mode. Gmail will be available to you even without an Internet connection. No, without the Internet you will not be able to send or receive letters. But you can, for example, view your inbox, sort letters, or continue writing a reply until you return to civilization. To enable offline mode, go to Settings > Offline.
Give away the mail
If you are completely exhausted trying to bring order to your mailbox and have time to respond to all letters, you can entrust this work to one of your subordinates. To do this, go to Settings > Accounts and Import. In the “Give access to your account” subsection, you can add another Google user and thus give him access to your mail. It won't be able to change your password or other settings, but it will be able to read, archive, and respond to your emails. Such letters will be signed with your name and the name of the authorized representative, which will be indicated in parentheses.
Block intrusive interlocutors
Some people don't take hints. For these, there is a block button. When you receive an email from a sender you no longer want to hear from, open the email and click the down arrow in the top right corner. Select "Block Sender" from the drop-down list. Now all letters from this address will go straight to the Spam folder.
Re-read old letters
If you need to quickly find an email your friend sent you years ago, simply hover over the sender's name in the email list or reading window. The contact's business card window appears. There is a “Correspondence” button, by clicking on which you will see all the letters that you exchanged with this recipient.
Not there!
We've all had a situation where a letter went to another by mistake instead of one recipient. Now you can protect yourself from such trouble by enabling the email cancellation function. Go to Settings > General and check the “Cancel sending” option. You can also select the delay time for sending the letter from 5 to 30 seconds. The next time you send an email, you will see an "Unsend" button.
Leave in English
Tired of the group conversations you've been included in? You can slowly leave them. To do this, select the email chain and in the More section, click the Ignore button. After this, all letters in this chain will bypass you only if you are not the only recipient of the letter. If you want to return to the conversation, find the corresponding thread in your inbox and unblock it.
Create new Gmail addresses easily
Let's say you don't want to bother with filters or you want to create an additional Gmail account for something. In this case, you can create a virtual Gmail address by simply adding + something between @ and Gmail.com. This is how you can create an address [email protected] to participate in auctions or you [email protected] for sales accounts, etc. Now everything that comes to these addresses will fall into your mail.
Send letters even in your sleep
Let your clients and partners think that you are a workaholic maniac who works even at night. Install the Boomerang extensions, which can be used to schedule emails to be sent at a future time. The extension is valid in Chrome browsers, Safari and Firefox. Free version allows you to schedule up to 10 emails per month. The same extension can be used as a reminder of emails that you need to finish working on later.
Automate replies to identical emails
You may have to review and respond to dozens of identical emails every day. To avoid having to write your answers anew each time, use the “Answer Templates” button in the Settings > Laboratory section. Next time you write a template reply, mark it accordingly and you can send the same reply over and over again.
Screenshot: Rusbase
Don't torture the mouse
Give your mouse a rest - use the keys quick access. Some of them are active by default. If you want to learn more about them, go to Settings > General and turn on “Shortcut Keys”. Then press the "?" on keyboard. A table of all combinations will appear on the screen shortcut keys for working with mail.
Stop monitoring other email services
In Settings > Accounts & Import, select Add your POP3 email account. After this, Gmail will automatically receive emails from your other accounts. Use the Send Email As feature to send an email from one of your addresses.
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