Getting the Most Out of GMail
Few applications are more of a time sink for web workers than e-mail. If you’re like me, a lot of your time is spent in GMail, which has quite a few unusual hidden features. In this post, I’ll round up some of the GMail tips and tricks that I’ve found to be most useful. Also, don’t miss this blog’s recent post on efficient ways to declutter your GMail archive.
Use GMail Securely. GMail allows you to create a secure https session by using the URL https://gmail.google.com. The key is the “s” after “http.” That supplies you with a session protected by SSL security–the most widely deployed and trusted cryptographic standard in the world (found in every browser). Especially if you use GMail a lot from public hotspots, you should use this URL.
Fast Delete. Did you know that hitting the # key (using the Shift key and the 3 key) will move a message directly to trash? To quickly delete many messages, select several of them and hit the # key.
Fast Search. You can quickly specify what type of search you want to perform and save time. For all e-mails sent to JoeSchmoe, in the Search box type to:JoeSchmoe@gmail.com. Or, type from:JoeSchmoe@gmail.com. If you want all messages about Nevada, type subject:Nevada.
Exclude Messages from Search. You can search for all messages containing “seminar” but not “February” by typing in seminar-February as your search criteria.
Create a Workgroup. If you, like many web workers, frequently e-mail the same people, create a group instead of typing individual e-mail addresses in. To do so, click Contacts, open the Groups tab, and select Create Group. Create a name for your group. Type the contacts to add in the Add Contacts field. Click Create Group.
Save Drafts. Hit Ctrl + S to save any message as a draft. Mac users can also do this by hitting <Cmd>+S.
Lose @Gmail. If you and other members of your workgroup all use GMail, save time when you type their e-mail addresses in by leaving out @GMail. GMail will fill it in.
Use the “g” Key for Keyboard Shortcuts. GMail understands the “g” key on your keyboard to mean “go.” Hit g c to go straight to your Contacts list. Hit g d to go straight to your drafts. Hit g i to go back to your Inbox.
Delete a Big Block of Messages At Once. To do this, just select the first message, hit Shift, and select the last message in the block. Then hit delete.
Auto-Forward Messages to Another E-Mail Address. If you, as I do, use GMail and another e-mail client, you can have GMail automatically forward your messages to the other client. To do so, select Settings and go to the Forwarding and POP tab. Under Forwarding, select Forward a copy of incoming mail to __ and __ Enter the e-mail address, then choose how you want GMail to handle forwarding messages.
Change Your Password. It’s a good security practice to change your GMail password periodically. To do so, hit Settings and choose Account Settings. Choose Edit Personal Info and select Password. Follow the instructions to replace your old password.
Do you have any good GMail tips?
How to switch to httpS (secure Gmail connection) automatically: http://wiki.imacros.net/Secure_Gmail_Login
Great tip… I think there are also some good tools here that can be used with grease monkey.
http://code.google.com/p/gmail-greasemonkey/
Greasemonkey script have been grouped into a FF extension : Better Gmail. Really usefull… https://addons.mozilla.org/fr/firefox/addon/4866
I don’t understand why changing your password periodically increases security. Surely that just makes it more likely you will have to write it down to remember it?
use gtdinbox, a firefox extension with gmail, great for productivity.
I.
The app Mailplane provides nice features directly from your Mac desktop.
Just found this: http://www.cerias.purdue.edu/weblogs/spaf/general/post-30/ – it says that changing your password frequently was a rule invented to help keep non-networked mainframes secure 30 years ago, and doesn’t make sense at all today (unless you are in the habit of handing your password out to anyone within earshot).
Not only for gmail, but for the whole google-suite: http://addons.mozilla.org/firefox/addon/743
You’ll have your https-feature there, too. :)
Anyone know of a way to automatically set the “from” email address in GMail? I run three email address into my GMail via Pop. One from my day job, one from my side-business, and a personal address.
Problem is, since my personal is default, I’m forever sending emails from my personal address when I’m at work; the same for my side business account. What I’d like to know is whether there’s a Greasemoney script (or something similar) that would check to see the email address I’m sending to (say, boss@myjob.com) and change the reply address accordingly (maj@myjob.com, instead of maj@mypersonalaccount.com).
Anyone know of anything like this?
I’ve been using Gmail forever, but just yesterday discovered you can set “Personal level indicators” which will put a little arrow or double arrow in front of each message to tell you if it’s been sent to just your address, a mailing list, or a group of people. It’s really handy for scanning my inbox and figuring out which emails need to be addressed first.
It’s in Settings > Personal level indicators
is there a way to better organize emails in gmail? i tried to use the labeling feature but my inbox still looks really cluttered!
Nice tips. thanks for sharing them.
@dogslol: Archive, archive, archive. I feel like it’s the least-mentioned but most important aspect of Gmail. When you’re finished with an email, press ‘y’ and send it to the archive, leaving your inbox free of clutter.
I set up Google Alerts on a few dozen topics relevant to my work through Gmail, but instead of having them come to my inbox, I have them automatically archived. When I want to write about a particular topic I simply go to the search box, type in GoogleAlert followed by the topic and all the email alerts on that topic show up.
It allows me to have the info readily at hand without the distraction of seeing it before I need it.
I normally use the internet at office but recently the block every webmail like gmail and hotmail, what could I do to get it throught ???? Thanks.
Also it’s worth mentioning that in Gmail Settings you have an option every time you log-in to Gmail, you are redirected to the https channel.
Excellent article.
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