There never seems to be enough hours in the day, especially if you’re a small or medium-sized business owner. You have a lot on your plate, and the last thing you need is to drown in an inbox full of never-ending emails. Luckily, for you, Gmail has a few tips that you can follow which will help you decrease time spent, in your inbox, and more time promoting business growth.
Undo a Send.
It’s safe to say that everyone has been in a situation in which they send an email and instantly regret it or wish they could take it back. Well, with tip number one, you now have the ability to recall a mistakenly sent message in Gmail. Within a short window of time, you will be able to click an “Undo” link, which appears to the right of the “Your message has been sent” notification.
Increase efficiency with Canned Responses.
There is no longer a need to type the same email over and over again or copy and paste. Save time and effort by using this new Gmail feature that allows you to save multiple email templates in your inbox and reuse them. Canned responses are especially convenient for businesses who send out daily, routine emails.
To utilize this feature, just click the Gear icon, in Gmail, and select “Settings”. Once you’re in Settings, search for the term, “Canned Responses”, click “Enable” and make sure you save your changes. With this feature enabled, you can compose a new email, click the down arrow, in the bottom of the compose window, and choose “New Canned Response”.
Send large attachments with Google Drive.
Gmail makes it easy for users to send attachments via email, however, if your file is over 25 MB, you will be notified that it’s too big. But there is no need to get frustrated by this because the solution is simple. With your Google account, you have free access to Google Drive, which gives you the ability to send larger files.
All you have to do is copy the larger file to your Google Drive. When you are composing a new message, in Gmail, there is a Google Drive icon next to the emoji icon. Click this icon, select and insert the file(s) you wish to attach, click send, and ta-da!
Enable Priority Inbox.
You can now organize your inbox and skip straight to what is of greater importance. This feature uses the power of machine learning and arranges your emails by dividing them into the following categories:
- Important and unread messages
- Starred messages
- [Customizable section]
- [Customizable section]
- Everything else
All you have to do is hover over the Inbox button and select “Priority Inbox” from the dropdown.
Back up your messages.
It’s always recommended that you back up important information in case the original becomes lost or damaged. To do this, you can use Gmvault. This free tool helps you backup and restore your entire Gmail account and directory. Once you backup your data, it will be readily available whenever you need access to it. The tool is also helpful if you need to migrate messages from one account to another.
Take advantage of Advanced Settings
There are several features, within Gmail’s Advanced Settings, that will help boost email efficiency and overall productivity. Some of these features include custom keyboard shortcuts and Multiple Inboxes. If you wish to enable these helpful features, you can go into Settings and click on the Advanced Tabs. From there, you can choose which features you would like to use.
For those of you who frequently spend time dealing with emails, the powerful features that can be used in Gmail should not be ignored. Gmail continues to add new features and improve older ones, and it would be a mistake to not check them out.
Spending the right amount of time with emails while managing other crucial business areas is a balancing act many business owners find difficult. If you have questions or need further assistance regarding Gmail or IT in general, feel free to contact us.