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Gmail Tricks Everyone Should Know

Gmail is one of the most popular email service providers available on the world wide web. It’s definitely become the top email service provider leaving behind other email giants like Yahoo! and Outlook in the race. Gmail being one of the simplest and easy to use email service doesn’t
mean that it doesn’t have any advanced features. There are many amazing features that are hidden in plain sight. If you want to enhance your
Gmail experience then you must definitely learn all the amazing hidden features that the service has to offer.

We bring you Cool Gmail tricks that will definitely alleviate your email experience when using Gmail.

 

Enable Personal Level Indicators

If you want to know whether an email was sent only to you, a group of
people, or a complete mailing list then you need to turn on the
“Personal Level Indicator” feature in your Gmail account. In order to
turn on the Personal Level Indicator follow the steps below.

Click the gear icon in the top-right corner and choose Settings.

In the General tab, scroll down to find Personal Level Indicators.

Click Show Indicators to enable the feature in your account.

 

(>) Single arrow means that the email was sent to you and a group
of other people. (>>) Double arrow means that the email was only
sent to your email address. No arrow means that the email was sent to a
mailing list.

Undo Sent Emails

This is one of the most amazing feature Google has introduced for
Gmail accounts. You can now undo send within Gmail. It means that after
sending an email you can actually cancel it so that the recipient
doesn’t get your email at all. This comes in really handy when you send
an email to the wrong person or when you make a mistake within your
email and want to rectify. Enabling this feature can save you from
making any blunders. Undo Send gives you up to 30 seconds to cancel the
sent email. Follow the steps below to enable Undo Send feature in your
Gmail.

Click the gear icon and go to Settings.

In the General Tab, find the Undo Send feature and enable it.

You can also choose the cancellation period which suits you.

Save changes to enable the feature in your Gmail.

Add Your Emails to Tasks

Sometimes you just don’t feel like responding to emails right away.
If that’s the case with you then you need to make sure that you respond
to the emails within a proper time frame otherwise you risk never
responding to the email at all. You don’t need an alarm clock to remind
you that an email requires your attention. You can add the email to
Tasks that will regularly remind you about all the emails that are in
your Tasks list. To add an email to the Tasks list follow the steps
below.

Select any email (or multiple emails).

Click the “More” button on top.

Click “Add to Tasks” and your emails will be added to the task list.

To check your Tasks list, click the “Gmail” drop-down menu in the top left and select Tasks to open the list.

Read Gmail Offline

How many times have you wished to read your emails even when you
don’t have an active internet connection? If you have wished for it at
many occasions then you will be glad to know that you can actually read
all your emails offline. All you have to do is install the Gmail Offline
extension in Google Chrome and you can start reading all your emails
offline. To install and enable Gmail offline follow the steps below.

Go to Settings and Click the Offline tab.

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Click Install Gmail Offline and let it install.

Once installed, let it sync all your emails for Offline viewing and you are all set for Gmail Offline.

Import Mail and Contacts From Other Accounts

If you want to use only one Gmail account for all your email needs
then you will be surprised to know that you can actually ditch all your
other email accounts in favor of Gmail. You can also Import all the
emails and contacts from your other accounts before ditching them. To
Import Mail and Contacts just follow the steps below.

Go to Settings > Accounts and Import

Click Import mail and contacts

Follow the instructions for different email service providers

Enjoy all your mails and contacts in one place

Clean Up Longer Replies

When you keep sending and receiving emails in a single thread then the responses can get pretty messy quickly. A longer thread of repliescan be very irritating when you want to find a specific response and
quote it. However, Gmail has a new feature that lets you select specific
sentences and quote them in your reply instead of the whole email. Just
highlight the text that you are referring to and hit reply to send an
email with the quoted text. To enable Quote Selected text feature follow
the steps below.

Go to Settings > Labs

Enable Quote Selected Text by clicking it

Save changes and you’re done.

Canned Responses Make it Easier to Reply Quickly

If you find yourself sending the same email over and over again then
you should not be doing it manually. Gmail has a great feature called
“Canned Responses” that lets you add custom email templates in the
library and send them to anyone with just one click. You don’t have to
write the same emails over and over again when you can just send it with
a single click.

Go to Settings > Labs

Enable Canned Responses by clicking it.

Save your changes.

When composing an email, just click the more options button and
select your preferred canned response. You can also set-up filters to
send automatic canned responses.

Send Email from Another Email Addresses

With this Gmail trick, you can also send email from multiple other
email accounts directly from inside Gmail without having to open other
email services individually. Follow the steps below to enable this
feature.

Head over to Settings > Accounts and Import

Click “Add another email address you own”

Add your email address and you will be able to send email via the new address as well.

Schedule and Track Your emails

This should have been a built-in feature in Gmail but unfortunately it isn’t. However, you can install the amazing Boomerang plugin
to help you schedule your emails and also keep track of your emails.
You can schedule your emails and Boomerang will send it exactly at the
date and time that you specify.

 
You can also request receipts which means that you will receive a
notification when your email is opened and read by the recipient Once
installed you will get a “Send Later” button to schedule your emails and
a “request receipt and track clicks” button to know if your emails have
been read or opened.
You can also use SideKick by Hubspot to track email opens.
 

Enable Send and Archive button

 If you want to unclutter your inbox and archive all the emails that
you have already replied to then you should enable the Send and Archive
feature in Gmail. This will move all the emails you have responded to
the archives. Keeps your inbox clean.

Go to Settings > General

Click “Show Send and Archive button in replies”

Save your changes.

Advanced Search

If you want to search something specific in your Gmail inbox then you
can use the advanced search feature. Just click the grey drop-down
arrow in front of the search box and a new menu with advanced search
features pops-up. You can now search specific emails by including the
keywords in the boxes. There are other search keywords that will help
you narrow down your search.

There are numerous other keywords that you can add to your searches
to narrow them down and pinpoint that specific email you’re looking for.
Learn more about all the keywords here.

Add Beautiful Themes to Your Inbox

If just changing the feel of your inbox isn’t enough then you can
also change the complete theme of your Gmail inbox. Click the gear icon
and then choose Themes. You can choose from hundreds of beautiful themes
or upload your own photo and use it as your inbox theme.

Use Keyboard Shortcuts to Save Time

You can save a lot of time by using keyboard shortcuts in Gmail to make thing quicker and simpler. Press Shift + ? to open a pop-up with all the keyboard shortcuts and click Enable to use all these shortcuts in your Gmail inbox.

Authentication Icon for Verified Senders

Many scammers and spammers try to send emails by faking reputable
sources. If you want to make sure that your emails are actually from
authentic sources then enable “Authentication Icon for verified
senders”. Go to Settings > Labs and enable this feature for your
Gmail inbox.

Last Account Activity

If you are suspicious that someone else might have access to your
account and reading your emails then you can easily check your account’s
activity to see if anyone else has been accessing your account without
your knowledge. Scroll down on the main page and you will find “Last account activity: x minutes ago”, click “Details
to open up a new pop-up window where you can see every IP and device
that has been used to access your account. You can also sign-out all
other devices from this window.

Get Rid of Emails Taking up Extra Space

If you’re running low on your Gmail storage space and don’t want to
invest in extra storage then you can actually get back some of your
storage space by deleting emails that have larger attachments. You can
initiate a search “has:attachment  size:5mb” to find
all the emails that have an attachment of 5 MB or larger. You can mass
delete all these emails to save some storage space in your account.

Enable Vacation Auto Responder

When you’re out of town or don’t have access to the internet for any
reason then you can turn on the Auto responder feature in Gmail to reply
to all the emails with a simple template specified by you. To turn on
Vacation Auto Responder follow the steps below.

Head over to Settings > General

Scroll down to find Vacation Auto responder and turn it on

Insert your personalized email message that will be sent to all the incoming emails as a reply.

Save your changes and you’re done.

Let Others Access your Gmail Account

When you are too busy to check your emails and reply to them you can
actually let other people access your account and perform these tasks
without having to give them your personal details (password). You can
add other email accounts in your Gmail to let them read all your emails
and reply on your behalf. This Gmail trick comes in very handy when
you’re too busy to check your inbox.

Go to Settings > Accounts and Import

Click “Add another account” next to “Grant access to your account”

Follow the steps to add another account and give it access to your Gmail.

Gmail Mail Merge

When you want to send the same message to all your recipients but
also want to give it a personalized touch by addressing each recipient
with their first and last name then you have to do it manually. However,
you can use the Yet Another Mail Merge
to send personalized emails to all your recipients automatically. All
you have to do is create a spreadsheet in Google Sheets with the prefix,
first name, last name, and email address of your recipients and this
amazing extension will automatically personalize your email for each
person by fetching the data from Google Sheets.
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