Advertising
Advertising

Your Guide to Getting Productive with Gmail: Apps & Extensions

Your Guide to Getting Productive with Gmail: Apps & Extensions

Email Couch Potato: Get Productive with Gmail

    We’ve covered the basics of productive email use with Gmail. By now, with an average email load, you should be able to power through it all within 15 minutes. But that doesn’t mean you can’t cut down on even more time, or make Gmail an even more powerful application, with the help of a few browser extensions and even some desktop applications.

    To quickly recap: in part one we looked at consolidating your accounts. We configured each email account you own to send messages down the pipes and into your Gmail account. We configured your Gmail account so you would have the ability to reply to those messages while still making it look like you replied from the address the message was initially sent to. Read part one here.

    Advertising

    In part two, we looked at managing the flow of email and information quickly, efficiently, effectively, and hopefully, permanently. To achieve this we developed a processing work flow for all incoming email, set up a series of filters and decided on a set of labels to categorize your messages. Read part two here.

    Firefox Browser Extensions

    Firefox browser extensions are perhaps the easiest and most common way to interface with and enhance Gmail. Fortunately, Firefox browser extensions work with most browsers that have been built on Firefox. I use Flock, for instance, which can handle the majority of them.

    GTDInbox turns Gmail into a task manager as well as a mail manager. As discussed in previous articles in this series, it’s important to turn emails into actions – GTDInbox helps you achieve this. GTDInbox also features some cool personal information management features. Check it out here.

    Advertising

    Gina Trapani’s Better Gmail Greasemonkey script compilation provides a variety of very useful features for Gmail such as keyboard macros and attachment reminders (a lifesaver if ever I saw one). Works anywhere Greasemonkey works.

    DragDropUpload makes the Gmail interface seem more integrated with your operating system by enabling drag and drop attachment uploading, instead of having to use the Browse button. Handy especially if you’ve got a lot of folders to dig through. Check it out here.

    Gmail Loader takes mbox archives and a whole range of other email archive formats and empties them into Gmail. The Web site even mentions the developer’s intention to build in Outlook PST support, which would’ve been handy when I first switched to a Mac – finding a way to get all the data in my PST across was one of the hardest parts of switching. Gmail Loader is a fantastic way to get old email archives in a searchable format, or just backed up in the cloud. Take a look.

    Advertising

    It can get really annoying when your browser keeps insisting that you use a desktop application to handle mailto links. GmailTo is a Greasemonkey script that solves this problem by forcing Firefox to open mailto: links in Gmail as new messages. Check it out here.

    We did our best to get all your email accounts funneling down into your one Gmail account, but there are always going to be times when you don’t have a choice but to keep certain accounts separate. Gmail Manager is a Firefox add-on that handles multiple Gmail accounts, keeping you notified of new messages and various other statistics in each one.

    Desktop Applications

    Although web apps are all the rage these days, desktop applications still form the basis of the computing experience and are important to most people’s daily work flow. Thus it’s only natural that we’d need a few desktop apps to augment and enhance our use of Gmail.

    Advertising

    The Gmail Notifier is Google’s official desktop application for Windows and Mac OS X. Its function is simple: notify you when you’ve got new mail. I don’t actually use notifiers because I find they distract me from my work, but if you’re the kind of person who must be notified of new messages, or perhaps have to respond to clients immediately, a notifier could be handy. Check it out here. For Linux users, there’s an alternative here.

    Mail, Entourage, Outlook, or Thunderbird are all incredibly useful. I like the Gmail interface so I don’t recommend a desktop client for actual use, but they do make it easier to keep an offline backup of your messages. Especially when you make purchases, send and receive invoices and liaise with clients via emails, keeping a backup can turn out incredibly useful even years down the track (especially should legal problems arise).

    A text expansion utility will be insanely useful. These aren’t Gmail or email specific applications, but they will boost your email productivity by a long, long way. I recommend trying TextExpander for Mac and PhraseExpress for Windows. If you’re not fond of those apps, there’s always Typinator (Mac) and FastFox (Win) as alternatives.

    And finally, Skype. Some conversations do, rarely, exceed the scope of email. I think any good communicator should be able to handle just about any conversation through email, but on occasion it might get too complicated because of the technical nature of the subject matter. Or perhaps the complexity is because of the personal nature of the communication, in which case one has to wonder why on earth you’re using the Internet to have that conversation. In any case, that’s when you know it’s time to jump onto Skype and sort it out. Or, get in the car and do it face-to-face.

    More by this author

    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

    Mastering the Art of Prioritization The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage

    Trending in Featured

    1 The Science of Setting Goals (And How It Affects Your Brain) 2 How to Stay Motivated and Reach Your Big Goals in Life 3 How to Take Notes Effectively: Powerful Note-Taking Techniques 4 How to Stop Procrastinating: 11 Practical Ways for Procrastinators 5 50 Businesses You Can Start In Your Spare Time

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on July 17, 2019

    The Science of Setting Goals (And How It Affects Your Brain)

    The Science of Setting Goals (And How It Affects Your Brain)

    What happens in our heads when we set goals?

    Apparently a lot more than you’d think.

    Goal setting isn’t quite so simple as deciding on the things you’d like to accomplish and working towards them.

    According to the research of psychologists, neurologists, and other scientists, setting a goal invests ourselves into the target as if we’d already accomplished it. That is, by setting something as a goal, however small or large, however near or far in the future, a part of our brain believes that desired outcome is an essential part of who we are – setting up the conditions that drive us to work towards the goals to fulfill the brain’s self-image.

    Apparently, the brain cannot distinguish between things we want and things we have. Neurologically, then, our brains treat the failure to achieve our goal the same way as it treats the loss of a valued possession. And up until the moment, the goal is achieved, we have failed to achieve it, setting up a constant tension that the brain seeks to resolve.

    Advertising

    Ideally, this tension is resolved by driving us towards accomplishment. In many cases, though, the brain simply responds to the loss, causing us to feel fear, anxiety, even anguish, depending on the value of the as-yet-unattained goal.

    Love, Loss, Dopamine, and Our Dreams

    The brains functions are carried out by a stew of chemicals called neurotransmitters. You’ve probably heard of serotonin, which plays a key role in our emotional life – most of the effective anti-depressant medications on the market are serotonin reuptake inhibitors, meaning they regulate serotonin levels in the brain leading to more stable moods.

    Somewhat less well-known is another neurotransmitter, dopamine. Among other things, dopamine acts as a motivator, creating a sensation of pleasure when the brain is stimulated by achievement. Dopamine is also involved in maintaining attention – some forms of ADHD are linked to irregular responses to dopamine.[1]

    So dopamine plays a key role in keeping us focused on our goals and motivating us to attain them, rewarding our attention and achievement by elevating our mood. That is, we feel good when we work towards our goals.

    Dopamine is related to wanting – to desire. The attainment of the object of our desire releases dopamine into our brains and we feel good. Conversely, the frustration of our desires starves us of dopamine, causing anxiety and fear.

    Advertising

    One of the greatest desires is romantic love – the long-lasting, “till death do us part” kind. It’s no surprise, then, that romantic love is sustained, at least in part, through the constant flow of dopamine released in the presence – real or imagined – of our true love. Loss of romantic love cuts off that supply of dopamine, which is why it feels like you’re dying – your brain responds by triggering all sorts of anxiety-related responses.

    Herein lies obsession, as we go to ever-increasing lengths in search of that dopamine reward. Stalking specialists warn against any kind of contact with a stalker, positive or negative, because any response at all triggers that reward mechanism. If you let the phone ring 50 times and finally pick up on the 51st ring to tell your stalker off, your stalker gets his or her reward, and learns that all s/he has to do is wait for the phone to ring 51 times.

    Romantic love isn’t the only kind of desire that can create this kind of dopamine addiction, though – as Captain Ahab (from Moby Dick) knew well, any suitably important goal can become an obsession once the mind has established ownership.

    The Neurology of Ownership

    Ownership turns out to be about a lot more than just legal rights. When we own something, we invest a part of ourselves into it – it becomes an extension of ourselves.

    In a famous experiment at Cornell University, researchers gave students school logo coffee mugs, and then offered to trade them chocolate bars for the mugs. Very few were willing to make the trade, no matter how much they professed to like chocolate. Big deal, right? Maybe they just really liked those mugs![2]

    Advertising

    But when they reversed the experiment, handing out chocolate and then offering to trade mugs for the candy, they found that now, few students were all that interested in the mugs. Apparently the key thing about the mugs or the chocolate wasn’t whether students valued whatever they had in their possession, but simply that they had it in their possession.

    This phenomenon is called the “endowment effect”. In a nutshell, the endowment effect occurs when we take ownership of an object (or idea, or person); in becoming “ours” it becomes integrated with our sense of identity, making us reluctant to part with it (losing it is seen as a loss, which triggers that dopamine shut-off I discussed above).

    Interestingly, researchers have found that the endowment effect doesn’t require actual ownership or even possession to come into play. In fact, it’s enough to have a reasonable expectation of future possession for us to start thinking of something as a part of us – as jilted lovers, gambling losers, and 7-year olds denied a toy at the store have all experienced.

    The Upshot for Goal-Setters

    So what does all this mean for would-be achievers?

    On one hand, it’s a warning against setting unreasonable goals. The bigger the potential for positive growth a goal has, the more anxiety and stress your brain is going to create around it’s non-achievement.

    Advertising

    It also suggests that the common wisdom to limit your goals to a small number of reasonable, attainable objectives is good advice. The more goals you have, the more ends your brain thinks it “owns” and therefore the more grief and fear the absence of those ends is going to cause you.

    On a more positive note, the fact that the brain rewards our attentiveness by releasing dopamine means that our brain is working with us to direct us to achievement. Paying attention to your goals feels good, encouraging us to spend more time doing it. This may be why outcome visualization — a favorite technique of self-help gurus involving imagining yourself having completed your objectives — has such a poor track record in clinical studies. It effectively tricks our brain into rewarding us for achieving our goals even though we haven’t done it yet!

    But ultimately, our brain wants us to achieve our goals, so that it’s a sense of who we are that can be fulfilled. And that’s pretty good news!

    More About Goals Setting

    Featured photo credit: Alexa Williams via unsplash.com

    Reference

    Read Next