Advertising
Advertising

5 Lesser Known Gmail Tips and Hacks

5 Lesser Known Gmail Tips and Hacks

Gmail has been through a lot of changes lately, and you may be left wondering how you can get back in control of your inbox. Here are some little-known Gmail tips and hacks to help you master your email workflow!

1. Create your own alias-based filtering

Gmail doesn’t technically provide aliases unless you’re using Gmail to view and respond to emails sent to your own registered domain email (for example, [email protected]). But it does allow you to set up aliases using plus signs or dots in your email address.

So “[email protected]” and “[email protected]” will both go to the same inbox, as will “[email protected]” and “[email protected]”.

Advertising

Once you’ve chosen a few aliases, set up filtering within Gmail by going to Settings > Filters.

You could create one that redirects all messages to “[email protected]” to the spam folder but stars all messages to “[email protected]”, for example. Or automatically label messages by choosing Settings > Labels and creating a few useful labels for different things, then using filters to label messages to “[email protected]” as “Family” and messages to “[email protected]” as “Business”.

Advertising

Using filters in Gmail

    Then all you need to do is give the appropriate version of your email address to different people and your messages will be filtered and labelled for you when they arrive.

    2. Save time with keyboard shortcuts

    If you access your Gmail via a laptop or desktop computer with a keyboard (rather than a touchscreen device) you can use keyboard shortcuts to navigate and manage your messages so that you don’t waste time moving your hands from keyboard to mouse to keyboard again. There’s a full list of the many shortcuts here, some of which you have to enable in Gmail’s settings before they’ll work, but the most useful ones to start with are:

    • n for next and p for previous, which will move you through a multi-message conversation in chronological or reverse chronological order.
    • Ctrl + Enter to send the message you’re composing.

    3. Get extra tools from Google Labs

    Within your Gmail settings, there’s a tab marked “Labs”. Click on that tab and you can add a range of tools people have built to work with Gmail.

    Advertising

    Using Labs in Gmail

      There’s a tool called Canned Responses that lets you save messages you send often and insert them into your Gmail composition with just a couple of clicks. Another, Undo Send, gives you the ability to recall a message up to a few seconds after you hit Send—handy if you spotted a mistake just after sending. There’s even a tool that lets you set your own custom keyboard shortcuts in case the ones Google provides aren’t right for you.

      4. Use Labels in full color

      To speed up your brain’s ability to recognize and select the emails you need, create Labels for your Gmail messages and then set a different color for each label. Once your business emails are labelled in red, your friends and family’s messages in green and your financial transaction receipts in blue, for example, it’ll be much easier to scan your inbox visually and find what you’re looking for.

      Advertising

      5. Use Tasks to connect your emails and to-do lists

      When you get an email that requires an action from you, and you don’t intend to act on it right away, look up at the menu bar above your emails. If you’re in the reading view, you’ll see a button marked “More”. If you’re in your inbox list view, you’ll need to check the box to the left of the relevant item to make the More button appear.

      Using Google Tasks in Gmail

        When you click that More button, you’ll be offered a drop-down list of options. Select “Add to Tasks” and a Google Tasks to-do list will pop up at the bottom of your screen with the subject line of the email added as a to-do list item. Edit the to-do text and add a due date if you like. The great thing about this way of adding to your to-do list is that each item in your list that’s related to an email in your Gmail will automatically include a link back to the email so that you can easily remind yourself of the task’s details.

        More by this author

        How to Avoid Procrastination and Laziness Once and for All Don't give up 29 Inspirational Wallpapers for Your Desktop 11 Reasons Why You Should Never Get a Full-Time Job 10 Smart Ways to Deal with Rude People 18 Timeless Secrets of Happy People

        Trending in Technology

        1 18 Best Time Management Apps and Tools (2019 Updated) 2 20 Best Productivity Apps for Mac You Should Have in 2019 3 40 Top Productivity Apps for iPhone (2019 Updated) 4 How to Improve Your Computer Skills to Get Ahead in Your Career 5 Master These 25 Mac Shortcuts to Work Faster and Smarter

        Read Next

        Advertising
        Advertising
        Advertising

        Last Updated on December 30, 2018

        18 Best Time Management Apps and Tools (2019 Updated)

        18 Best Time Management Apps and Tools (2019 Updated)

        No one can dispute the countless benefits technology has brought us. It’s undoubtedly allowed us to connect, perform, improve and leverage our resources beyond what was once imaginable.

        If you’re not taking advantage of one of the hundreds of time management apps and tools out there, you’re definitely missing a trick.

        But with so many apps to choose from, how do you know which ones to use? Well, this will depend on your needs, but we’ve put together a list of 18 of the very best time management apps that can help you with the most common time management challenges.

        Let’s dive straight into the list…

        1. Rescue Time — Use your time wisely

          If you have doubts that you’re using your time sensibly, this app will send you weekly reports to indicate what things are stealing your time. You may be shocked to discover how much time you’re actually wasting.

          Download Rescue Time

          2. Remember The Milk — Keep on top of all your tasks

            If you’re struggling to manage everything you have to do, and you work with many different devices, then this is the app for you. It’s a great free tool which is compatible with your mobile, computer, Gmail, Outlook, etc. It helps you to manage your tasks easily, and reminds you of them – wherever you are.

            Download Remember the Milk

            3. Focus Booster – Boost motivation to complete tasks

              This app is based on the principles of the Pomodoro Technique, and is aimed at individuals who procrastinate and feel overwhelmed by tasks. It’s designed to enhance your focus and remove any anxiety you might have with time pressures.

              Advertising

              Download Focus Booster

              4. Toggl – Keep track of time spent on projects and tasks

                This is a great alternative to time-sheets, if you need to track how much time you spend on different projects. Effective time management starts with being clear on exactly how much time you actually spend on your projects and tasks, and then through analysis, working out how you can manage them more effectively.

                Download Toggl

                5. Dropbox — Store and send large files easily

                  There are many apps that allow you to transfer content from your computer to other devices – but Dropbox is free and easier to use than the others. With the Dropbox app, you can even access and share important files on the go.

                  Download Dropbox

                  6. Evernote — Keep all your notes in one place

                    Evernote is a free productivity tool that allows you to capture all your ideas, thoughts and images in many different ways (e.g., with voice, notes or images).  You can even record your meetings, interviews, speeches and ideas, create lists, add voice or text attachments, and share your files with friends. You can also sync Remember The Milk with Evernote to really optimize your time.

                    Download Evernote

                    7. Mind42 — Focus on tasks at hand with mind mapping

                      Mind mapping is a great productivity technique, and Mind42 is the best free mind mapping app currently available. It helps you to become more organized by focusing your thoughts – thereby gaining clarity on what needs to be done.

                      Advertising

                      Download Mind42

                      8. SyncBackFree — Back up and sync your files effortlessly

                        This free software allows you to back up, restore and synchronize your files easily. It not only saves you time now – but also in the future. If you have never backed up your files before, you should definitely take a look at this pivotal tool.

                        Download SnycBackFree

                        9. MyLifeOrganized (MLO) — Manage your to-do lists effectively

                          Check this out if you find it difficult to manage all your tasks, to work with your to-do lists, and to organize your goals. This task management system helps you to target what you should be focusing on to reach your objectives. It automatically generates to-do lists, with priority actions for your immediate attention so that you can track your progress methodically.

                          Download MyLifeOrganized (MLO)

                          10. 1Password — Have all your passwords remembered

                            This app allows you to keep all your passwords in one encrypted database, protected by one password. This saves you time when you forget your passwords and need to retrieve them. It also allows you to use various passwords for different accounts so you don’t compromise on security.

                            Download 1Password

                            11. Pocket — Keep your eye on the ball

                              When you’re surfing the web, it’s easy to get distracted by enticing and fascinating websites. Use this tool to save your ‘finds’ to access and read later on at a convenient time which will not impact on your immediate work.

                              Advertising

                              Download Pocket

                              12. [email protected] — Boost your attention span

                                This amazing app combines neuroscience and music to boost your productivity. According to the developers, it’s possible to increase your attention span by up to 400%! Ideal for those who find it difficult to focus while studying, working or reading.

                                Download [email protected]

                                13. Launchy — Interact with your computer in a smart way

                                  This small and simple tool allows you to launch your documents, project files, folders, and bookmarks with just a few keystrokes. This makes life so much easier as you don’t need to go through the start menu to access what you want.

                                  Download Launchy

                                  14. Forest — Boost your focus by growing a forest

                                    This unique and fun app helps you stay focused and on-track. The concept is simple: whenever you want to focus, plant a virtual tree. If you stay focused, the tree will grow. If you lose focus, the tree will die. As the app’s name implies, you can grow multiple trees to create a virtual forest!

                                    Download Forest

                                    15. Trello — Track your projects in a highly visual way

                                      This is a hugely popular app that you may already be familiar with. It works by allowing you to create cards for tasks that you need to complete. Each card moves across the Trello board (which is typically broken into columns such as To Do, In Progress, and Completed) as your start, work on and complete the associated task.

                                      Advertising

                                      Download Trello

                                      16. Wunderlist — Digitalize your to-do lists

                                        Purchased by Microsoft in 2015, Wunderlist is an easy to use, feature-packed to-do list app. From planning a holiday, to sharing a shopping list with a partner, or managing multiple work projects, Wunderlist will keep you on top of all your tasks.

                                        Download Wunderlist

                                        17. TimeTree — Have a shared calendar with your family

                                          This app allows families or teams to share multiple calendars and appointments. So, whether you’re planning a party, or run a local sports team, Time Tree can keep everyone up-to-date with all current and upcoming activities and events.

                                          Download Time Tree

                                          18. Todoist — Capture and order all your tasks and activities easily

                                            Todoist is close to being the ultimate digital to-do list. It’s available via browsers and apps, and lets you schedule all your tasks and activities. Each item can be flagged for priority as well as given a due date. There is also a neat option to add notes to any of your tasks.

                                            Download Todoist

                                            The above list covers what we consider to be the very best time management apps and tools. And the good news is – that many of them are completely free of charge! So, what are you waiting for? Select the ones that will be the most valuable to you – and begin boosting your productivity now!

                                            Oh, and one more thing… Take a look at a couple of our other articles that will help further streamline your time management:

                                            40 Top Productivity Apps for iPhone and 20 Quick Tips For Better Time Management

                                            More Recommended Productivity Experts on Lifehack

                                            • Leon Ho — The Founder and CEO of Lifehack, which he share productivity hacks to make life easier
                                            • Carl Pullein — A renowned productivity and time management coach
                                            • Mark Pettit — A Business Coach for ambitious entrepreneurs who want to achieve more by working less

                                            Featured photo credit: Unsplash via unsplash.com

                                            Read Next