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Last Updated on September 24, 2019

16 Less Known Gmail Hacks That Will Super Boost Your Productivity

16 Less Known Gmail Hacks That Will Super Boost Your Productivity

You are probably an ardent user of Gmail and use it almost every day. Do you think you’ve utilized every function of Gmail to ensure maximum productivity when you work? Likely not.

In fact, not all useful Gmail features are spelled out explicitly. So in this article, I will run you through 16 less known Gmail hacks that will super boost your productivity.

1. Unsend a Sent Email

Email blunders are extremely common. An AOL survey, covered by CBS states that around 32% of people accidentally forward the wrong email.

A wrongly sent mail with an undesired attachment or carrying confidential knowledge may create a bad impression as a professional or can even ruin your career.

Keeping this common error in mind, Gmail has created a feature that can help to “unsend” a sent email within a time span of up to 30 seconds.

To do this, simply go to the “Settings” page of your Gmail account. Enable the Undo Send button and set the invalidation period according to your wish. The below given screenshot will help you to understand better.

    2. Get All Emails in One Tab

    Are you the kind of person who hates tab hopping? Would you rather see all your emails at one place rather than different tabs like Social and Promotional?

    This hack ensures that all your emails, irrespective their category are all neatly stacked up in your primary Inbox.

    To achieve this, simply go to the settings of your Gmail and click on the Inbox tab. You can un-select the promotional and social check box and now all your email would be in one place.

    The following screenshot should help:

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      3. Get More Tabs

      However, if you are not someone who likes a laundry list of things, you can likewise add tabs like Updated and Forums and further segregate emails.

      Emails will now automatically be clubbed into the new tabs, helping you focus on important emails.

      4. Self Destruct Email

      Gmail has developed a custom software script that hosts a self-destruct feature. Using this can add a timer to your mail and it will be self-destructed after a certain interval of period.

      This helps when you don’t want an email to be forwarded to someone else. To do this, click on the padlock icon near the send button before you send out the email.

      A new tab named Confidential mode opens with the option of Set Expiration. Make the necessary changes here. Refer to the screenshot and easily self-destruct emails!

        5. Send Mails with a Verification Code

        The confidential mode discussed above also allows you to send an email with a verification encryption sent via SMS to the recipient.

        This will enable you to build an additional coating of security to your mail. Using this feature, you can be sure that the mail is read by the intended recipient only.

          6. Keyboard Alternatives

          If you use your desktop or laptop computer to check your emails, you can use shortcuts from your keyboard to enhance your productivity. Some popular Gmail hacks to improve your productivity are –

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          • Use the alphabet key “N” to read the next message and “P” to read the previous message if you are reading a multi-message conversion.
          • By holding Ctrl + Enter you can send your composed message.

          To utilize the keyboard alternatives, you have to enable it from the settings of your Gmail as given in the screen capture below:

            7. Display Density

            If you are not receiving a lot of emails, I’d recommend you to decrease the display density of your Gmail Inbox.

            It serves like a multi-window function. It is also helpful for you to glance at the just important part of the email.

              8. Reply All

              Occasionally, we forget to select the “Reply All” option while sending a response to multiple recipients.

              However, Gmail has come up with a solution to this problem. Just click on the settings tab and go to the general tab. Scroll down to the “Default Reply Behaviour” and select the Reply all option.

              Now the “Reply All” option will always be the default option selected when conversing with multiple recipients.

                9. Showing Maximum Number of Emails per Page

                If you are receiving too many emails in a day, then you should definitely explore this option.

                It gives you the ability to access more conversations per page. To achieve this, go to settings, click on the General menu bar and scroll down to “ Maximum page size”.

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                Thereafter set the number of conversions you want per page. For reference, check the screenshot given below:

                  10. Conversion View

                  If you are a fan of the classic Gmail, this is a handy hack.

                  To avoid a “thread” view in favor of the old conversation view – just follow these steps. Go to the General menu in the setting tab and simply scroll down to the “Conversion View” and select the option “conversion view off”. Refer to the screen capture underneath.

                    11. Desktop Notification

                    If you live off your emails, then this is a great option. You can simply add a chrome extension of Gmail or go to Settings > General > Desktop Notification and turn it on. It is also extremely helpful if you have set up email alerts for critical functions . The screenshot shared below will help you get it set up.

                      12. Advanced Search

                      This is one of my favorites of all the features. You probably would be using the regular search feature for your Gmail.

                      However, with the sheer amount of emails in the inbox, it is difficult to find specific information. This is where advanced search comes in.

                      Using this feature you can search a specific mail among hundreds of email of your inbox by applying useful filters as illustrated below:

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                        13. Insert Google Drive Files

                        Need to send a large file? Not a problem with Gmail’s new integration feature. You can insert Google drive files as attachments to your mail.

                        Simply click on the Google drive icon on the lowermost portion of the window. It will convert your file as a link or an attachment as shown below:

                          14. Right Click Menu

                          Previously absent from the classic feature. The good old right click is here. Now if you right click on your emails, you can get the option to mark it Unread, Archive, or remove a message. All at a click of a button, straight from your Inbox page.

                          15. Vacation Responder

                          On leave? Don’t have time to reply to all the email you get? Head to the auto-responder option in Gmail.

                          You can customize what message you want to send out to people. To activate it, simply go to settings, click on general tab and scroll down to the vacation responder.

                            16. Account Recovery

                            I get at least one email a day that is spam that tries to hack into my account. So for security purposes, do update your account recovery options. This will be helpful when you are unable to remember your password or have been hacked.

                            It is just a series of questions you need to set up while opening the account (or update later on).

                            Additional tip: You’d need to remember the answers. So choose something you have negligible chance of forgetting or getting it wrong.

                            The Bottom Line

                            If you spend considerable amount of time on Gmail, theses hacks are sure to boost your productivity and better your email using experience.

                            Start adjusting your Gmail settings and make use of all these hacks for maximum productivity!

                            Featured photo credit: rawpixel via unsplash.com

                            More by this author

                            Harsh Binani

                            Harsh has helped a lot of multi-national corporations and startups to leverage technology for greater productivity.

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                            Last Updated on February 19, 2020

                            11 Google Chrome Apps & Features for Getting More Done with Less Effort

                            11 Google Chrome Apps & Features for Getting More Done with Less Effort

                            In today’s fast-paced and never-ending busy world, we are overwhelmed by tasks that need to be completed by tight deadlines. With so much technology it is difficult to find the right tools to help boost our efficiency. And, many tools get obsolete so its essential to stay up-to-date to know when you will have to make adjustments to these tools. Independently of where you work, there’s a good chance that you have to be working on a PC or a laptop.

                            Do you are feel like you do not have enough time, or cannot accomplish much as of late? It is recommended to take a step back and look at the big picture. Also, you want to explore new and innovative ways to improve productivity.

                            In this article, I outline 11 features and apps within the Chrome browser that can help you do just that.

                            Minimizing Tabs

                            Let’s face it we all have more than a dozen tabs opened on our computers. One neat trick to still keep most of them open is to turn them into pinned tabs. On Google Chrome you can right-click the tab and select “Pin Tab” option. This turns the tab into an icon enabling you to continue multitasking.

                            Pinning a tab anchors the tabs on the left of your toolbar; a great benefit of the “Pin Tab” feature is that you can’t close these tabs accidentally since the “X” disappears after pinning them.

                            Incognito Mode

                            Google Chrome is a very easy-to-use and intuitive. But, Google does collect our browsing data; so to remedy this, you can use Incognito Mode. This feature does not keep your browsing or download history. You can enable or access it in three different ways:

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                            1. Press Ctrl/Command+shift+N
                            2. Select File Menu and choose New Incognito Window
                            3. Download extension New Incognito Window

                            This feature is very handy if you’d rather not have your browsing history stored and utilized for future advertisement or suggested pages.

                            Save Webpages as PDF Files

                            Have you ever browsed interesting or important information and then forgot to bookmark or save it in “favorites”, making it impossible to find again? Chances are you have done this on a number of occasions.

                            Thankfully, there is an easy solution. You can save webpages as PDF files. On your keyboard, press control/command+p and you will be able to save webpages as PDFs.

                            Open Recently-closed Tabs

                            Ever had dozens of tabs opened and all of a sudden your browser shuts down? It has probably happened to all of us. You can easily recover all of your tabs using two approaches. Don’t panic if this happens because there is a workaround and solution for it.

                            One is by pressing Ctrl/CMD+Shift+T.

                            The other approach is to click on the three vertical dots on your browser and hover over “History”.

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                            Solve Mathematical Problems

                            Google’s Chrome browser doesn’t just search for relevant and updated information. It is also capable of performing some mathematical problems. Within the omnibox (Chrome’s address or URL bar), you can perform mathematical exercises.

                            For example, if you are struggling with percentages you can search 20 percent of x amount and it will instantly provide a result. Pretty handy, right?!

                            Play Media Files

                            Are you frequently met with difficulties when playing or watch a video files? Well, once again Chrome comes to the rescue. You can can listen or play videos from all sorts of movie or music files (mp3, mp4, .mov, .mkv, .ogv, .webm, .wav, etc.) by simply dragging the file into the search bar.

                            In addition, you can view images, PDF files and Microsoft Office files, too.

                            Navigate Swiftly Between Tabs

                            With all of those tabs opened comes great navigation responsibilities. Rather than clicking through every tab, you can use shortcut keys like Ctrl+Tab to navigate all of the different tabs. Also, you are able to navigate to the first tab by pressing Ctrl-1, Ctrl-2, and so on. If you want to switch to the very last tab, press Ctrl-9.

                            Stay Focus(e)d

                            Computers nowadays have awesome capabilities.

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                            Sometimes we like to get work done, but let’s face it, we’re all human. We sometimes procrastinate by visiting a website we really like, or maybe take a break with watching a flick on Netflix, a video on YouTube or browsing Facebook.

                            With Chrome’s StayFocusd extension, you can truly stay focused and get more done in less time.

                            This extension naturally helps you stay more productive by limiting the amount of time you spend on websites. You can set the time and it will automatically block those sites after a certain period.

                            Grammarly for Editing

                            Grammarly is a must have, and it’s really a complete powerhouse. Grammarly helps you check your grammar and spelling for everything you write online.

                            You can use it professionally or as a student, which will make the editing process much easier and more efficient. Furthermore, it can automatically check for typos when you send an email, type a Tweet, or post a Facebook comment. It’s like having your own personal copyeditor!

                            Loom

                            There are times that words in an email or written text in a chat app will just not convey the right meaning.

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                            There is a saying that a picture is worth a thousand words. Well, the same is true of videos.

                            With Loom, you can capture, narrate and immediately share video recordings of your screen, which will help coworkers understand issues you are facing, or to easily convey an explanation on screen. Plus, with video you will be able to easily walk people through a process, and you can use it to create simple how-to videos.

                            Chrome Calendar Extension

                            No matter what your level of responsibility is at your job, Google Calendar is another essential resource to have at your fingertips.

                            Specifically, you can have this extension added as an icon in the toolbar of your browser, which I highly recommend. Once you add the extension to your browser, you can check for upcoming events with a single click without leaving your current page.

                            Final Thoughts

                            Google Chrome has definitely evolved from its inception. As you can see you have a very powerful tool that comes as a free installation and is loaded with dozens of capabilities. The above listed Chrome apps can resolve some of the most common obstacles to your time management and productivity.

                            Featured photo credit: Benjamin Dada via unsplash.com

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