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Recommendations for Better Gmail Work

TL;DR ✨

The author recently shared a few useful tips for working with Gmail more effectively. That prompted him to write them up on the blog for others and to have something he could link to.

The next instalment will discuss ways to use Gmail filters and labels. It is a fairly complex topic and deserves proper attention.

The author recently shared a few useful tips for working with Gmail more effectively. That prompted him to write them up on the blog for others and to have something he could link to.

Take a moment to see what he has prepared for you as well.

1. Chrome notification settings: Checker for Gmail

  • When an email arrives, it can announce it with "Oh shit." Working with email immediately becomes a pleasure :-)
  • Useful if you want to know about every new email as it arrives.
  • The disadvantage is the constant interruption to your work.

✨ πŸ“± 2. Gmail keyboard shortcuts

  • They can make work much more efficient. If desired, they can be customised after enabling the relevant option in the Labs section.
  • The author recommends configuring these most frequently used shortcuts:
    • c - compose a new email (compose)
    • f - forward (forward)
    • r - reply (reply)
    • t - turn an email into a task (task)
    • gt - open tasks (go to tasks)
  • The author did not find the other shortcuts particularly useful.

πŸ” πŸ“± 3. Inbox: switch to Priority Inbox

  • Under Settings > Inbox, the author recommends selecting Priority Inbox and arranging the following options like this:

      1. Agenda label
    • 2. !WF label
    • 3. !TODO label
    • 4. Everything else

  • A much more detailed explanation will appear in the next post, together with filters and labels.

✨ πŸ“± 4. Labs

  • The author recommends enabling the following feature:
    • Canned Responses - an outstanding feature that keeps templates for frequently written emails in drafts. It is useful when you routinely send the same replies.
  • The author did not find the other features particularly useful.

5. Minimalist for Everything

  • The author is bothered by a lot of clutter in Gmail, such as:
    • text in footers
    • advertising
    • unnecessary options
    • other things that distract him.
  • This app hides all that nonsense, allowing you to find your way around more quickly and focus better on what matters in Gmail.

✨ πŸ“± 6. Boomerang

  • How about scheduling an email in advance so you do not have to keep it in mind? That is exactly what this little utility does. The author rates it as one of the best tools for Gmail.

πŸ” πŸ“± 7. At least three email addresses

  • It is useful to have at least three mailboxes to manage email more effectively. Here is how the author organises his:
    • Private Gmail - Nobody sends anything directly here, but all emails are forwarded to it. Sending is configured to use the address that received each email.
    • Spam Gmail - Useful for registering on forums or services that may send newsletters and similar rubbish. It has a different password from the private Gmail account in case it is compromised. The author also uses it for services where submitted data is shared with third parties.
    • General Gmail - A general-purpose address from which the author usually replies to everyone.
    • Company/business email - Useful for finding sent or received correspondence more easily, and it acts as a mental barrier separating private matters from work.
    • Other miscellaneous accounts - Everything that does not fit elsewhere, including "planned-obsolescence" email accounts.

✨ πŸ“± 8. A temporary email service such as Melt Mail

  • This can be useful when registering somewhere only once or anonymously to obtain some information.

✨ πŸ“± 9. IFTTT

  • The service is only mentioned here. The author will return to it in a later post.

The next instalment will discuss ways to use Gmail filters and labels. It is a fairly complex topic and deserves proper attention.