Advertising
Advertising

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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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

    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