In email services, Gmail stands tall as one of the most popular and feature-rich platforms. While many users are familiar with the basics of sending and receiving emails, Gmail offers many lesser-known features that can significantly enhance your email management and productivity. In this blog post, we will delve into 10 Gmail Hidden Features that you might not be aware of.
1. Schedule Emails for the Perfect Timing
Have you ever wanted to compose an email but send it at a later, more convenient time? Gmail allows you to schedule emails effortlessly. When composing a message, click on the small arrow next to the “Send” button and choose the date and time you want your email to be dispatched. This is among the very useful Gmail hidden features that can make your work easy.
2. Undo Send – A Second Chance for Mistakes
Have you ever hit the send button only to realize you made a mistake? Gmail’s “Undo Send” feature gives you a brief window to retract your sent email. Head to your Gmail settings, enable this feature and set the cancellation period (usually 5-30 seconds) to grant yourself a second chance after sending an email.
3. Multiple Inboxes for Better Organization
Take control of your inbox by enabling Gmail’s Multiple Inboxes feature. This allows you to divide your inbox into multiple panes, each displaying emails based on specific categories or labels.
How to Create Multiple Inboxes
- On your computer, go to Gmail.
- At the top right, click Settings.
- Next to “Inbox type,” select Multiple inboxes.
- To change multiple inbox settings, click Customize.
- Enter the search criteria you want to add for each section.
- To search for starred emails, use: is:starred.
- When you search a person’s email address, the results in that section will also show emails from their alias. To limit the search to only the original email, the search should be enclosed in double-quotes. Example: “from:john.doe@gmail.com”.
- When you search “from:email”, the results will also return Drive sharing notification emails from when that person shared a file with you.
- Under “Section name,” enter a name for the section.
- Next to “Maximum page size,” enter the number of emails you want to view in the section.
- Next to “Multiple Inbox position,” choose where you want to place the sections.
- At the bottom, click Save Changes.
4. Smart Compose – Your Intelligent Email Assistant
Gmail’s Smart Compose feature suggests auto-completions as you type, making email composition faster and more efficient. Enable Smart Compose in the “General” tab of your Gmail settings and let Gmail help you compose emails with ease.
5. Create Email Aliases for Easy Filtering
To keep your inbox organized, create email aliases by adding a “+alias” to your email address. For instance, use your.email+newsletter@gmail.com when signing up for newsletters. You can then set up filters to sort emails based on these aliases.
One useful trick involving temporary aliases is to create filters that put emails sent to one email address, such as, “johndoe+@gmail.com,” in a folder other than your inbox. This way, you can prevent your inbox from buckling under the weight of too many promotional emails.
How to Create Gmail Email Aliases for Easy Filtering
You can make use of either of the two options
- Plus Symbol (+)
- Dots (.)
Plus Symbol (+):
Gmail ignores everything after the plus sign-in your email address. For example, if your email is example@gmail.com, emails sent to example+alias@gmail.com will still be delivered to your primary inbox.
Example:
- Primary Email: example@gmail.com
- Alias: example+shopping@gmail.com
- Alias: example+work@gmail.com
Dots (.) Option
Gmail doesn’t recognize dots in email addresses. Therefore, example@gmail.com is the same as e.x.a.m.p.l.e@gmail.com.
Example:
- Primary Email: example@gmail.com
- Alias: e.x.a.m.p.l.e@gmail.com
- Alias: ex.ample@gmail.com
With these techniques, you can easily filter emails using Gmail’s filters and labels. For instance, you can create filters that automatically label and archive emails based on the alias used. Here’s how you can set up filters:
How to Create a Filter:
- Click on the gear icon in the upper-right corner of Gmail and select “See all settings.”
- Go to the “Filters and Blocked Addresses” tab.
- Click on “Create a new filter.”
- Specify Filter Criteria:
- In the “To” field, enter your alias (e.g., example+shopping@gmail.com).
- Click on “Create filter.”
- Apply Actions:
- Choose actions like “Skip the Inbox,” “Apply the label,” or “Mark as read.”
- Create a new label for the alias (e.g., “Shopping” or “Work”).
- Create Filter:
- Click on “Create filter.”
Repeat this process for each alias you want to filter. This way, emails sent to specific aliases will be automatically sorted into their respective labels, making it easier for you to manage your inbox.
6. Right-Click for Quick Actions
Save time by right-clicking on emails in your inbox to reveal a quick menu with actions such as archiving, marking as unread, or deleting. This shortcut can streamline your email management process compared to using the toolbar.
7. Master the Art of Search with Advanced Operators
Gmail supports powerful search operators to refine your search queries. For instance, use “filename:” to search for attachments or “in:inbox” to narrow down your search to the inbox only. Mastering these operators can help you find what you need more efficiently.
8. Offline Mode – Access Your Emails Anywhere
Gmail’s Offline Mode allows you to access your emails without an internet connection. Enable this feature in settings, and Gmail will synchronize your emails for offline access. Ideal for travellers or those with intermittent internet connectivity.
9. Customize Swipe Actions on Mobile
For mobile users, Gmail offers the ability to customize swipe actions. Whether you want to archive, delete, or mark as read with a simple swipe gesture, you can tailor these actions to suit your preferences.
10. Efficiency Boost with Keyboard Shortcuts
Navigate Gmail like a pro by using computer keyboard shortcuts. Enable this feature in the “General” tab of your settings and familiarize yourself with shortcuts for tasks like composing, archiving, and navigating between emails. It’s a surefire way to boost your efficiency.
In conclusion, Gmail goes beyond being a simple email platform, offering a range of features designed to make your email experience seamless and efficient. By exploring and utilizing these lesser-known Gmail hidden features, you can transform the way you manage your emails, saving time and increasing productivity. Unlock the full potential of Gmail and elevate your email game today.
