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Your Guide to Getting Productive with Gmail: Account Consolidation

Your Guide to Getting Productive with Gmail: Account Consolidation

Email Couch Potato: Get Productive with Gmail

    Gmail is a powerful tool, but many users of this service aren’t tapping into its full potential. To help you get more productive and get the most out of Gmail, I’m going to spend the next few articles talking about the most effective features of the software and the techniques and practices you can use to make the most of it.

    In this first installation, we’ll talk about account consolidation. This will make your life easier by a thousand times (yeah, yeah, hyperbole – or so you say for now!) if you’re not already doing this. Here’s what we’re going to do:

    Make it Your Central Email Inbox

    Today, most people have at least two email accounts and usually more. Through my own projects, personal accounts, and working with clients closely enough to warrant them providing me with an email address, I’ve amassed close to twenty (active) accounts.

    Having twenty email accounts is a bad, bad thing for productivity. As Dustin has mentioned in his Back to Basics article, the fewer inboxes you have, the better; it means less chance that something will slip through the cracks and fewer places you have to remember to check each day for new information.

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    Gmail provides a number of ways for you to turn those multiple inboxes into one single place. When you’re filtering all those different accounts into one place without losing the ability to reply using the address they were sent to, your inbox hell problem has been solved. Here’s how to consolidate this part of your life.

    1. Set up the Send mail as feature.

    The first thing you need to do is go to the Accounts tab under Gmail’s Settings. This is where you can set up Gmail to send mail as if it were sent from your other email addresses. In order to maintain professionalism and to keep the mail sorted using Gmail’s filters, this is important.

    Click the “Add another email address” link and follow the steps. A confirmation message will be sent to your account, to prevent spoofing, and once you’ve confirmed that you are who you say you are, you’ll be able to send email from that account.

    Rinse and repeat until every account you intend to filter into Gmail has been set up.

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    2. Get your email out of your other inboxes and into Gmail.

    There are two ways you can get the email from your other accounts to end up in your Gmail account; forwarding or POP3. Forwarding is a better long-term choice, since Gmail only allows you to set up five POP3 accounts, and only checks your accounts from time to time. If you forward your email from your existing account and into Gmail, the emails are pushed through automatically and you can do this for as many accounts as you have.

    However, to keep your archive of email centralized, should you ever need to find important old emails (using Gmail’s excellent search facilities), POP3 will come in handy at first. Set up your accounts under Settings > Accounts to download everything via POP3, five at a time. The setup process gives you the option to specify a label for the account, which you should do from the outset.

    When you’re done, head into your other account’s settings and set them all to forward to your main Gmail account. Only once you’ve set forwarding up should you return to Gmail and remove the POP3 accounts or you might miss out on some emails.

    If you don’t have email archives on your email server, but instead in your email application, don’t worry – you can still get them into the account. I used Apple Mail to migrate everything, so it might vary somewhat from program to program. Head into your Gmail webmail interface and set up labels for each of your accounts. Then go back to your desktop email application and set your Gmail account up using IMAP (not POP3). You should see your labels under that account. Select all your email from a given account and drag it to that label. Using Apple Mail, this removed the emails from my hard drive as it uploaded each one, so make a backup before you begin if you wish to keep offline archives as well.

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    I once did this with a very old email account that had an archive count in five figures. It takes time, so be patient, and perhaps set it up before heading to bed.

    3. Ensure your accounts are all heading into the right labels.

    Having every email from every account flood into your inbox is going to be organizational hell. Make sure that you set your labels and filters correctly while you were completing step 2. If you downloaded your email from IMAP and then set it to forward to Gmail, you may have missed this step. Here’s how to do it:

    Head to Settings and click on the Filters tab. Click on Create a new filter and fill in the email account you’ve redirected to Gmail in the To: field. This will specify that whenever an email is received that has been sent to that account, it will be processed with this filter.

    Click Next Step and tick Skip the Inbox and Apply the Label, selecting the appropriate label from the dropdown menu (this is the label you set up in step 2). Click the Create Filter button and you’re good to go.

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    Use the All Mail Feature

    So, now you want to batch process all of your new email. Switching between labels to deal with messages from each account is a bit like start-stop traffic; it takes a while to get anywhere, though you eventually do. Fortunately, we’ve got the prominent but seldom-used All Mail feature.

    All Mail is really just a glorified label that is automatically applied to every single message (though the label is not a visible one). It lets you see all your messages in one place; as simple as that is, when you get up to check your email in the morning, flicking into All Mail allows you to power through them one by one without stopping to navigate from label to label. It’s not uncommon to put one label off because “nothing important happens in there anyway” and this sabotages the entire point of batch processing.

    I used to do this myself, especially with one particular account that had ended up receiving little human email and a lot of mailing list traffic. Using All Mail forced me to get out of my procrastination zone and deal with each message. The first few days were spent by unsubscribing from a lot of lists and, if the content was valuable, switching to an RSS feed. If they didn’t make a feed available for the same content, I just completely wrote them off (so there’s a lesson for you email marketers reading this). Since doing this, I spend more of my email time dealing with humans and less fighting useless bulk email (and got rid of the niggling guilt for not processing all my mail properly).

    Your next installment coming soon!

    More by this author

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    Last Updated on March 13, 2019

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    Have you gotten into a rut before? Or are you in a rut right now?

    You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

    Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

    1. Work on the small tasks.

    When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

    Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

    2. Take a break from your work desk.

    Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

    Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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    3. Upgrade yourself

    Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

    The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

    4. Talk to a friend.

    Talk to someone and get your mind off work for a while.

    Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

    5. Forget about trying to be perfect.

    If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

    Just start small. Do what you can, at your own pace. Let yourself make mistakes.

    Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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    6. Paint a vision to work towards.

    If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

    Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

    Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

    7. Read a book (or blog).

    The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

    Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

    Check out the best selling books; those are generally packed with great wisdom.

    8. Have a quick nap.

    If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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    9. Remember why you are doing this.

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

    10. Find some competition.

    Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

    11. Go exercise.

    Since you are not making headway at work, might as well spend the time shaping yourself up.

    Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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    Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

    12. Take a good break.

    Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

    Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

    More Resources About Getting out of a Rut

    Featured photo credit: Joshua Earle via unsplash.com

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