20 Gmail Tricks and Tips to Improve your Productivity in 2023

20 Gmail Tricks and Tips to Improve your Productivity

Credit: Time

Gmail is more powerful than you may realize, and new features are added practically daily. You can convert Gmail into an amazingly powerful email system that accomplishes just about everything you’d expect from a commercial email management tool with a few hidden Gmail tricks.

You can increase your efficiency by learning to personalize Gmail, from generating email templates to using aliases. Want a longer “undo send” time window, branded email layouts, email scheduling, and even perishable message delivery? Gmail includes a slew of attractive – but little-known – features. Also, you can see – How to use Apple Watch – Tips and Ticks for 2022

Fortunately, whether you use Gmail or Google Workspace, here we have 20 Gmail Tricks and Tips to improve your productivity in 2022 for you!

20 Gmail Tricks and Tips to improve your productivity in 2022

1. Use Multiple accounts

Use Multiple accounts

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Assume you have many Google accounts for different purposes. In such a situation, Gmail includes a function that allows you to add numerous Gmail accounts and move between them without having to sign in each time.

Log in with your primary account first, then click on your avatar to reveal the Add another account option. Simply use this to add your accounts, and then click your avatar in the upper right corner to pick your accounts at will.

2. Un-send an email

Un-send an email

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Go to the Settings section and then to the General tab, where you’ll see an option to “Enable Undo Send.” After you turn it on, you’ll have up to 30 seconds to click “undo send” on any email you’ve sent.

It won’t be sent in the first place, so it’ll never make it to your recipient’s inbox. One of the few Gmail hints I wish I’d known sooner!

3. Email Templates

Email Templates

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If you need to send the same message to several recipients again and over, email templates might come in handy.

Go to Account Settings and select the Advanced tab to activate this option. The option to enable Templates may be found here

  • Write a message as you normally would.
  • Then, under More Options, select the Templates option
  • To store the written message as a template, click Save draught as a template. You may also remove your templates from here

4. Disable email snippet previews

Disable email snippet previews

When reading your inbox, Gmail shows snippets after the subject line by default. You may disable them in the General Settings section if you like.

5. Conversation view

Conversation view

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You may enable “Conversation View” to keep all emails in a thread together.

To do so, navigate to Settings > Conversation View and then select Conversation view on:

6. Smart Compose

Smart Compose

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Gmail’s Smart Compose tool suggests words and phrases to users to help them finish their sentences more quickly. This just guesses what the user will say next and displays the recommendation as light grey text on the screen in front of the keyboard cursor. To accept the proposal, the user just presses the Tab key.

This functionality may be turned on by heading to Settings and selecting the Smart Compose option under the General page. To activate the Writing Suggestions, simply click the button. You may also enable Smart Compose Personalization if you wish to customize the recommendations.

6. Scheduled Emails

Scheduled Emails

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Not everyone has the time to respond to emails around the clock. Gmail’s email scheduling tool alleviates this issue by allowing users to prepare emails ahead of time.

You may accomplish this by simply entering your message and then clicking the small arrow next to the Send button before sending it.

This brings up a menu where you can choose a time and date for your message to be delivered.

This feature is also accessible on Gmail’s mobile apps, and it’s very beneficial for folks who need to connect with people in various time zones.

7. Quote a previous email in your response

Quote a previous email in your response

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Using the “quote” tool, you may simply answer several points inside a prior email. It may be found in the formatting bar.

8. Keyboard Shortcuts

Keyboard Shortcuts

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Gmail provides its customers with a number of keyboard shortcuts to help them handle their email more efficiently.

To activate keyboard shortcuts, go to:

  • Navigate to Settings and scroll down to the Keyboard Shortcuts section of the General settings
  • Toggle the Keyboard Shortcuts switch on
  • To display the Gmail shortcuts, hold down the “Shift” and “?” keys at the same time, and you should see a long list of options

9. Send Email From a Different Email Address

Send Email From a Different Email Address

Gmail has a cool feature that allows users to send emails from several addresses in the same inbox. This differs from having numerous Gmail accounts in that it allows you to utilize any email address, not only the one associated with Google.

To get started, do the following:

  • Navigate to the Accounts and Import section of Settings. There is an option named Send mail that you may use.
  • You should be able to add your email account after clicking Add another email address.
  • After you click Next Step and Send verification, you should be able to alter the “From” address in the Compose window.

10. Label your emails to help you organize them

Label your emails to help you organize them

Credit: Email Analytics

This is one of the Gmail tips and tricks aimed at helping you organize your inbox. Find the “make new label” button on the left side of Gmail and give your new label a name.

It’ll show up in the list of labels and categories right away, and you can quickly add emails or threads to it to keep things organized in the future.

11. Snooze Notifications

Snooze Notifications

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You may not always wish to respond to a message, or you may be too busy to be bothered by continual email notifications. Snooze is a function in Gmail that allows you to do just that. This will conceal incoming messages until you specify a time for them to be shown.

Messages that have been snoozed:

  • When you hover your mouse over an email, you should see a clock sign on the right side.
  • When you click it, you’ll be able to select a time and date for the email to reappear in your inbox.

12. Archive and Mute Emails

Archive and Mute Emails

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You may sometimes receive an obnoxious email or two, and you may not choose to receive their notifications on a regular basis. These discussions can be immediately muted. Simply click the three dots and then the Mute button to do this. By repeating the process and pressing the Unmute button, you may unmute the thread.

You may also archive an email to remove it from your inbox and keep it distinct from other emails. To do so, pick it, then on the right side, next to the delete option, you’ll find an archive symbol. The archived emails may be found under the All mail link on the left sidebar.

13. Make a Calendar Event

Make a Calendar Event

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From your Gmail inbox, you can create events on Google Calendar. This is a useful function for setting reminders for important occasions, and if you have Google Calendar installed on your phone, you will be reminded later.

To do so, follow these steps:

  • Open the email message and then click the three dots to the right of the search bar.
  • Click the Create event button to open the Create event dialogue box. This will open a Google Calendar tab or window.
  • Include the reminder’s details.

14. Search Operators

Search Operators

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It might be difficult to scroll through thousands of emails. Even with adequate labeling, you may occasionally need to locate a certain email fast. To do so, utilize search operators in the Gmail client to rapidly access your emails.

Here are a few search operators to help you with your email searches:

  • “older than:xd” (replace x with the number of days) — this allows you to see emails that are older than a certain number of days. For example, to read emails older than 10 days, enter “older than:10d.” 0 Filtering away outdated emails are beneficial.
  • “Size:xm” (replace x with the size) — this allows you to discover emails of a specified size in your inbox. For example, if you type “size:10m” into the search field, every Gmail message larger than 10MB will be returned.
  • “+” (followed by a keyword) — allows you to search for a specific term in your emails. For example, typing “+work” will return results for any email in your inbox that contains the term “work.”

15. Block Spammers

Block Spammers

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Unfortunately, most of us have spam and unwanted emails in our inboxes. While you can choose to ignore the spam, it normally accumulates rapidly and consumes a significant amount of your Gmail storage space. Even while Gmail deletes unread spam after 30 days, it would be preferable if you didn’t receive spam at all.

However, Gmail lets you block spammers so that you don’t get any more emails from them.

To do so, follow these steps:

  • Click the three dots on the right side of the email from the person you wish to block.
  • You will see a Block option (name). By selecting this option, you will be able to block the individual and get no more communications from them.

16. Unsubscribe Junk Mail

If you use the same email address to sign up for many websites, your inbox is more likely to be cluttered with spam than with important information. Scrolling through your whole email list, locating every single email, and unsubscribing may rapidly become laborious.

Instead, just type “unsubscribe” into the search field, and any emails containing the term “unsubscribe” will show. Junk mail senders are required by law to provide an unsubscribe link at the bottom of their emails. You may now easily open and unsubscribe from all of the services from which you do not wish to receive junk mail.

17. Adding a Delegate

Adding a Delegate

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You may add another person to your account as a delegate and give them access to your Gmail account. This is how you may share your Gmail account with a corporate administrator or a family member.

You may set it up by doing the following:

  • Navigate to Settings > Accounts and Import
  • Grant access to your account by clicking the Grant access to your account button
  • Select Add another account

The person you’re adding as a delegate must have a Gmail or Google account in order for you to add them. Remove any names you didn’t add as a delegate right away, and reset your password.

18. Create an Alias

This is one of Gmail’s most useful privacy tools, since it allows you to quickly create a new email address by simply creating an alias. Having several aliases allows you to call each service by a different name. You may have one alias for your subscriptions and another for your family emails, for example.

This is simply accomplished by adding a plus sign and a word to your email address after your username. “[email protected]” is an example of what it should look like.

19. Attaching Attachments

If you neglect to connect your attachments with a message that contains phrases like “I have attached,” Gmail automatically brings up a reminder when you push send. This might be a feature you’re already familiar with or not. Even if you haven’t run across it yet, it’s good to know it’s there just in case.

To add attachments, just drag & drop your files into your prepared message. Images can be added independently or incorporated in the message. There is a 25MB restriction per email. If you have a bigger file, you may send it via Google Drive and provide the receiver a link.

20. Make a phone call from Gmail

You’ll need to register your phone number with Gmail in order to do so. Enter your phone number to register. After that, you’ll receive an SMS with a verification code. A microphone and speakers are also required.

Go to the telephone symbol in the lower left-hand corner of your inbox once you’ve registered to make calls.

Select the person you want to call and click on it. The contact will see you as “No caller ID.”


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