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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!

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    Last Updated on September 17, 2018

    Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

    Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

    Are you one of those people who are always suffering setbacks? Does little ever seem to go right for you? Do you sometimes feel that the universe is out to get you? Do you wonder:

    Why do I have bad luck?

    Let me let you into a secret:

    Your luck is no worse—and no better—than anyone else’s. It just feels that way. Better still, there are two simple things you can do which will reverse your feelings of being unlucky.

    1. Stop believing that what happens in your life is down to the vagaries of luck, destiny, supernatural forces, malevolent other people, or anything else outside your self.

    Psychologists call this “external locus of control.” It’s a kind of fatalism, where people believe that they can do little or nothing personally to change their lives.

    Because of this, they either merely hope for the best, focus on trying to change their luck by various kinds of superstition, or submit passively to whatever comes—while complaining that it doesn’t match their hopes.

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    Most successful people take the opposite view. They have “internal locus of control.” They believe that what happens in their life is nearly all down to them; and that even when chance events occur, what is important is not the event itself, but how you respond to it.

    This makes them pro-active, engaged, ready to try new things, and keen to find the means to change whatever in their lives they don’t like.

    They aren’t fatalistic and they don’t blame bad luck for what isn’t right in their world. They look for a way to make things better.

    Are they luckier than the others? Of course not.

    Luck is random—that’s what chance means—so they are just as likely to suffer setbacks as anyone else.

    What’s different is their response. When things go wrong, they quickly look for ways to put them right. They don’t whine, pity themselves, or complain about “bad luck.” They try to learn from what happened to avoid or correct it next time and get on with living their life as best they can.

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    No one is habitually luckier or unluckier than anyone else. It may seem so, over the short term (Random events often come in groups, just as random numbers often lie close together for several instances—which is why gamblers tend to see patterns where none exist).

    When you take a longer perspective, random chance is just . . . random. Yet those who feel that they are less lucky, typically pay far more attention to short-term instances of bad luck, convincing themselves of the correctness of their belief.

    Your locus of control isn’t genetic. You learned it somehow. If it isn’t working for you, change it.

    2. Remember that whatever you pay attention to grows in your mind.

    If you focus on what’s going wrong in your life—especially if you see it as “bad luck” you can do nothing about—it will seem blacker and more malevolent.

    In a short time, you’ll become so convinced that everything is against you that you’ll notice more and more instances where this appears to be true. As a result, you will almost certainly stop trying, convinced that nothing you can do will improve your prospects.

    Fatalism feeds on itself until people become passive “victims” of life’s blows. The “losers” in life are those who are convinced they will fail before they start anything; sure that their “bad luck” will ruin any prospects of success.

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    They rarely notice that the true reasons for their failure are ignorance, laziness, lack of skill, lack of forethought, or just plain foolishness—all of which they could do something to correct, if only they would stop blaming other people or “bad luck” for their personal deficiencies.

    Your attention is under your control. Send it where you want it to go. Starve the negative thoughts until they die.

    To improve your fortune, first decide that what happens is nearly always down to you; then try focusing on what works and what turns out well, not the bad stuff.

    Your “fate” really does depend on the choices that you make. When random events happen, as they always will, do you choose to try to turn them to your advantage or just complain about them?

    Thomas Jefferson is said to have used these words:

    “I’m a great believer in luck and I find the harder I work, the more I have of it.”

    Ralph Waldo Emerson said:

    “Shallow men believe in luck. Strong men believe in cause and effect.”

    Your luck, in the end, is pretty much what you choose it to be.

    Featured photo credit: LoboStudio Hamburg via unsplash.com

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