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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 October 5, 2020

                            10 Best Calendar Apps to Stay on Track in 2020

                            10 Best Calendar Apps to Stay on Track in 2020

                            The success of our day is largely dependent on the quality of our planning. Not to miss out anything in their to-dos, some people prefer to make a list of upcoming tasks in a notebook, while others have long started using digital technology solutions.

                            Calendar applications are some of the main tools that are worth using to organize our life and plan your time carefully.

                            Many people have switched to specific tools; however, there are still some who do not use calendars on a daily basis. They may find some applications uncomfortable to use, non-functional, or expensive.

                            In this article, we are going to check out the best calendars apps to help you stay organized.

                            Before You Download

                            As you are no doubt aware, there are all kinds of calendar apps available. Instead of you sifting through the hundreds of them, we’ve handpicked 10 of the best calendar apps you can get. On top of glowing reviews from each one, we’ve considered the following aspects when creating this list:

                            • User Interface – How you navigate the app should be smooth and simple. The buttons on the app should be clear, obvious and easy to move through.
                            • Synchronization – Whether it’s with other calendar apps or with other apps, syncing apps should be easy and enhance your overall experience with the app.
                            • Additional features – Since there are so many options for calendars, many of these apps offer additional features. These features make the apps stand out from the other apps and provide unique experiences to you.

                            1. Any.do Calendar

                              This calendar has direct integration with Any.Do To-Do List, which gives you a unique tandem of two applications.

                              Apart from its extended functionality, Cal Calendar is easy to use. The creation of events is very simple and fast.

                              What is more, depending on the name of the event, the application automatically adds contacts and geolocation data to the entry description. You can even import your lists and entries from Any.do.

                              Any.do Calendar is a great option for any type of user. It is very convenient and doesn’t overcomplicate the mode of display.

                              Another good thing is that this tool is available for free, so you can use it without spending a dime for the software.

                              Download Any.do Calendar here!

                              2. Google Calendar

                                Google Calendar is the official calendar for Android devices that has been tested out by many users around the globe. If you are right now trying to get away from it, consider changing your mind.

                                Since this application is installed on most Android devices by default, many users think that there is nothing special in this program. They are wrong.

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                                Google has been updating its calendar for quite a few years, and now it comes in Material Design with advanced event features, direct integration into other Google services (for example, supports reminders and Google Now), and comes with Exchange support.

                                The program is super easy and will not cost a dime for you. It is a good thing, right?

                                Download Google Calendar here.

                                3. IRL Event Social Network

                                   

                                  One of the most unique apps on this list is the IRL Event Social Network app. As you can guess from the name, the core focus of this app is social networking. Unlike other social media platforms, you can consider this platform to function similar to Meetup.com. It’s a site where you can connect with other people within your area that share a similar interest.

                                  IRL is that while also providing a convenient calendar for you to schedule events and plan out your day. Though due to it being a secondary focus, you’re lacking a lot of the syncing aspects that other apps have on this list. Regardless, because of this huge social feature, it’s worth considering for those who want to make more connections.

                                  Download IRL Event Social Network here.

                                  4. Business Calendar

                                    Business Calendar is geared towards people who use their calendar for work purposes and business task planning. It offers different modes with wide configuration capabilities.

                                    The application gives a default view mode by months, and events can be marked in different colors. Display modes/ sorting can be adjusted to your needs (by month, day, year, or events).

                                    You can also set a multi-day viewing mode to see how things look for the next few days. Scrolling up and down moves you by month, and if you check a few days, they will be shown in a more detailed form.

                                    The day display mode offers hourly scheduling, and the schedule mode provides a detailed schedule for a single event.

                                    Business Calendar is a great tool for planning/ scheduling cases, tasks, and events. There is a support for recurring events, which can be set up in just a few clicks.

                                    Having purchased software, you can use it to import and export other calendars, delete, copy, or move several events at the same time.

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                                    Android Business Calendar application may seem somewhat chaotic, but it works fine and is easy to work with if you play with it for a while.

                                    A full version of the application is available for $4.99, but you can also find a free version for the app test drive.

                                    Download Business Calendar here.

                                    5. Calendar

                                      Calendar is a relatively new app. It works as a web app and for both iOS and Android devices. It is an intelligent app that learns your contacts, schedule and tasks. It also helps you schedule and arrange meetings according to your available time slots.

                                      A good thing about Calendar is that it allows you to sync up with other calendars you use such as Apple Calendar and Google Calendar. And so you can manage all the calendars you have in one place.

                                      Calendar also gives you analytics of your meetings, giving you a clear picture on how you can improve your time management.

                                      Download Calendar: Meeting & Scheduling here.

                                      6. aCalendar

                                        aCalendar opens our collection of top 10 calendar applications available on the market today. With its appealing design, easy navigation, and great functionality, it is one of the most popular calendar apps in our list.

                                        Some of extra functions include color schemes for each case type (48 colors to choose from), different types of demonstrations, different widgets, moon phases, and much more.

                                        Taking into account it functionality, aCalendar is a reliable calendar application that has an easy-to-navigate interface with three display options. Scrolling from side to side allows you to switch between the display modes of the month, week and day.

                                        When scrolling down and up, you are moving through the calendar at intervals in accordance with the selected display mode.

                                        Apart from its time planning feature, aCalendar synchronizes photos from contact lists or social networks to remind you about birthdays, anniversaries, or any other special dates.

                                        The program also supports data transfer through NFC and full-screen widgets, which eases your work with any data.

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                                        The program is available for free, but you can also get even more features if you buy the extended version of software for $4.99.

                                        Download aCalendar here.

                                        7. DigiCal Calendar

                                          DigiCal Calendar is very similar to Cal Calendar in the fact that the application focuses on design more than on its functionality. However, this doesn’t mean that the application doesn’t serve the purpose.

                                          With this calendar application, you can synchronize all your calendars and view them in different ways.

                                          Along with the basic functions, this program comes with support for Google Calendar, Outlook, and includes some unique and interesting features. You can match keywords to the image or set up a dark theme.

                                          The app can even show you the weather forecast for three days. There are many other features that deserve the attention of people who really like to use calendar applications.

                                          Download DigiCal Calendar here.

                                          8. SolCalendar

                                            SolCalendar can be called a universal application. It claims to be an all-in-one digital solution having a basic calendar functionality combined with some other advanced features, such as weather forecast for a specific day.

                                            The application supports Google Calendar, as well as tasks, widgets, lunar calendar and even Foursquare.

                                            Those searching for a calendar application to cover just everything in its functionality, SolCalendar is a program to consider. There are a lot of interesting things in this application; the program does an excellent job working in “all-in-one” mode.

                                            Test SolCalendar – the application is available for free. You can test it out without purchasing the service.

                                            Download SolCalendar here.

                                            9. Today Calendar

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                                              Today Calendar is one of the most hip and edgy calendars in our list. The solution was one of the first ones that really embraced Material Design and remains one of the few that adhere to the neat style.

                                              The calendar application offers bold colors, simple controls, and great functionality. This is not as heavy an application as many others; it will not eat all the memory of your device.

                                              If you are not searching for something complicated and over-functional, Today Calendar is what you need. You can always test the application before paying for it – the program is available for free.

                                              Download Today Calendar here.

                                              10. Timepage

                                                Timepage is an intuitive calendar app that will manage your time in a way that other calendar apps can’t. It offers the same sort of functions that you’d expect from other calendar apps: opportunities to record events, notifications and reminders, weather, and driving duration to a particular event. However, the app goes beyond those functionalities in two ways.

                                                The first way is that while the app sends you notifications, it also has reminders for you for what is coming up next. That bit of extra time can allow you to prepare and make adjustments to your day if need be.

                                                The second function – which is more important – is the heat map when you go to see the full view of your calendar. This heat map indicates what days you are most busy and other days where you are freer. This heat map provides a quick glance to determine broadly what days are good to add more events and other tasks.

                                                Download Timepage here.

                                                Our Verdict

                                                Searching for the right application to manage your various calendars and plan your busy day can sometimes turn into a streak of obstacles.

                                                Most of us need flexible applications that can be easily used to manage our tough schedule. The application should have all necessary time planning functions and be intuitive.

                                                Stylish design and limitless compatibility also matter. It is not always easy to find such a program.

                                                The above digital calendar solutions fall under the category “worth” of being used. They are modern, multifunctional, easy, and easy. Pick the one you like!

                                                More Productivity Apps for Better Time Management

                                                Featured photo credit: Unsplash via unsplash.com

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