My Top Gmail Tips

I use Gmail for all of my email. There are so many cool things it can do and its integration with other Google products (like Calendar, Drive, Picasa, etc.) make online work much more efficient.

My top Gmail tips to save time and stay organized.

Gmail is free and only requires a Google account. If you don’t have one, sign up here.

Here are some of my top Gmail tips:

1. Use canned responses to save time

Canned responses are email templates that allow you to quickly insert chunks of text into emails, without having to type things over and over. I did a full tutorial (with video) in my post, How to Set Up Canned Responses (Email Templates) in Gmail.

2. Use “Send and Archive” to save time

The Send and Archive feature allows you to both send an email reply and archive it at the same time. It’s killing two birds with one stone since typically you would send a reply email and then archive it with another button click. It may sound trivial, but trust me, every second saved adds up!

To enable “Send and Archive” in Gmail, click the gear icon just below your picture in the top right of your screen. From the dropdown, select “Settings.” Scroll down until you see the “Send and Archive” section and choose the “Show ‘Send & Archive’ button in reply” button. Save your changes.

Enable "Send and Archive" in Gmail to save time.

Now, whenever you are sending a reply email, the “Send” button will look like the image below. You’ll see you still have the option to simply “Send” but if you no longer need the email, send it and archive it in one fell swoop.

Gmail's Send and Archive button saves time!

3. Use filters to tame your inbox

Filters allow you to assign certain criteria to email messages so they are dealt with automatically. For example, let’s say you receive a weekly email that you want to label and archive automatically so it doesn’t clutter your inbox. There are many ways you can set up filters, but the basic process is this:

In Gmail, click on the message in your inbox that you want to work with. Click the “More” button at the top of the window and choose “Filter messages like these.”

How to filter messages in Gmail.

At this point, you will be taken through a step-by-step process to apply the criteria you want. You can apply filters to emails that come from a specific email address, contain certain words, is a certain size and much more. Once you’ve filled in your criteria, click the “Create filter with this search” link in the bottom right corner of the window.

How to apply filters in Gmail.

In the next window you’ll be asked what you’d like Gmail to do with those filtered emails. For more filter options and info, check out Gmail’s Help Center.

4. Keep your to-do list nearby with Gmail Tasks

If you tend to use your inbox as your to-do list or just want a handy place to keep a running to-do list, use Gmail’s Tasks. Simply click the down arrow next to “Gmail” in the top left corner of your Gmail screen. Choose “Tasks” from the dropdown list. Your task list will pop up below and you can add tasks by typing and hitting enter. There are more Tasks tips and keyboard shortcuts here.

5. Use labels to keep things tidy

While Gmail doesn’t have files or folders, they do have labels for referencing certain emails quickly. There are endless ways you could organize your labels. Follow the tips here.

6. Configure your Gmail tabs

In 2013, Gmail thought it would be helpful to split our inboxes into various tabs, funneling emails into the tabs they felt were most appropriate.

Many users liked this change, but others (myself included) thought it made things feel scattered. If you want all emails to land in one spot without being separated into tabs, click the gear icon under your picture in the top right and select “Configure inbox” from the dropdown. Uncheck all boxes (except for Primary which cannot be unchecked) and save.

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Comments

  1. says

    This is so helpful! I’ve loved your google tips and am trying to follow them, but got stuck because I have no email address that contains my domain name. I’ve heard a lot about gmail (from you and others), but was hesitant b/c I’ve had yahoo for so long and didn’t want to have to change my address.

    Do I understand correctly that I can feed my yahoo address into gmail? I’m thinking I can set up a gmail account containing my blog name (YankeeHomesteadatgmaildotcom), but still receive messages at the yahoo address, feeding them into gmail where I can access messages from both addressses.

    I’m off to try to make this happen, so I can jump back into following all your great google tips. I was late to the blogging band wagon, but am hoping to catch the google wagon! :-)

    Thanks again for your excellent, easy-to-understand tips!

    • says

      Update: The username I wanted (my blog’s name) is not available. Argh! Not sure what to do next…Apparently two possibilities are to register my own domain for a small fee, using google apps for domains & setting up gmail as my email client OR to set up a new address through a free service like about.me and route it through gmail. OR I could choose another name, but it seems really important to use my blog’s name. Right?
      This is getting complicated! I would really love any feedback you (or your readers) can provide…thanks so much!

    • says

      Yes, you heard that right. :) Once you have a gmail account, you’ll go to Settings –> Accounts and Import –> Import mail and contacts. (I’ve got a Yahoo! email address I’m importing there too).

  2. Karen says

    When I click on “getting GMAIL Tips” it says that the page is non available. How it moved or is it no longer available. I really want to learn about the ins and outs of GMAIL. I’m starting a new email for my blog with them and want to take advantage of all they offer. Many thanks Karen

  3. says

    I have a question that I can not go any further till it’s answered. I have a Gmail account, but it’s for my YouTube Channel which is different from this blog. I am going to start 2 different blogs one for my YouTube Channel which is all about fragances & then one about tips on cleaning, aromatherphy, homemade skin & such (which I am working on now). Now with the Gmail account I have now it’s got my YT pic on there & is so different from this blog. How do I get a new one that is not going to go straight to my profile about my YT Channel? This is what is happening now & I can’t put a plug-in because it has nothing to do with my blog. I hope this makes sense? Thanks so much for any tips. Also when will you be able to show SEO for Hostgator? I can’t add that one NO clue & I really want to add it.. Thanks a bunch it’s confusing for me since this is my first blog, but you step by step is getting me there.. ((hugs))

    • Amy says

      It’s likely you can get at least one free email via your host. I’d contact them.

  4. says

    Hi Amy!
    I came here purposely looking for what you use for email. I notice you don’t use your server account. Is there any particular reason why, or just because gmail is so efficient? I read somewhere that using server email looks “professional” so that is what I have been using.

    HOWEVER, I do have it linked to my yahoo mail, but I am noticing not all the emails are being forwarded through. (I rarely go to my actual “server account”. I usually just answer from my yahoo mail as it comes through).

    Do you think it better to use gmail over the server account? Thanks so much!! I’m enjoying all your tuts very much! I need them and you make it so very clear. I love the visuals with the video. :)

  5. says

    Hi, Amy! I am loving your posts! Thank you so much!

    Please, please, please tell me what you used to create the video tutorial with your voice, as you posted in this blog. I need to know how to do this asap for some online presentations. Did I mention that my name is Amy, too?

    C’mon, I know you are super, duper busy, but I would really appreciate if you could please just point me in the right direction if you can!

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