Part of running a business includes using an email service. If you’re like most people, you probably have at least one Gmail account. Don’t waste time sorting through emails only to stumble upon hundreds of spam emails. Follow these Gmail tips to save time and be more efficient in your work day!
Canned Gmail Responses
Do you have a typical go-to response when people reach out to you via email? Save some time by setting up a canned response so you can respond without having to type everything up over and over again.
Once logged into you Gmail account, click the “Settings” icon (which looks like a gear) in the upper right corner, and then click “See all settings.”
Once your settings page opens up, click on “Advanced.”
You’ll see a list of options that you can enable or disable. The default for each of these options will already be disabled. You are going to enable Templates, which will allow you to turn on frequent messaging.
Once you’ve enabled your Templates, click on “Save Changes” at the bottom of the pages. This will bring you back to your inbox.
Start a new email by hitting “Compose” in the upper left side of your inbox. When the new email box pops up, start typing the email that you would like to save as your template.
Once you’re finished with your email, click the three dots on the bottom of the compose box; hover over “Templates” > “Save draft as template” > “Save as new template.”
A new box will pop up asking you to enter a new template name. Type a name to differentiate between future templates and click “Save.”
Once your template is saved, you will be able to click on “Compose” to create a new email.
You’ll repeat a similar process by clicking on the three dots at the bottom of the New Message box. Click on “Templates” and you’ll be able to insert your response into the email by clicking on the name of your template.
Canned responses are an easy way to quickly respond to inquires and other emails without taking the time to type up each individual email.
Have you ever accidentally sent an email before you meant to? Or maybe you wrote up an email and decided you didn’t want to send it after all, but you accidentally hit send? It’s a good thing that Google allows you to recall emails within 5-30 seconds after sending because this is one of the Gmail tips worth remembering!
Click the “Settings” icon at the top right of your inbox. Click on “See all settings.”
You should automatically be in the “General” tab under your settings. Once here, you’ll see a list of different options, with one of those options as “Undo Send.” You can change the cancellation period to 5 seconds, 10 seconds, 20 seconds, or 30 seconds.
Next time you accidentally send an email before you’re ready to, a small box will pop up in the bottom left of your screen. Now you’ll be able to quickly hit “Undo” and the message will stop sending and will pop back in the compose box.
Woo! Crisis averted!
Link Tasks to Your Gmail
Sometimes an email will arrive in your inbox that requires a specific action from you. This is where you can link tasks to your emails so you don’t forget what you have to do.
When you get an email, you can either click on the email to bring it up in reading view, or you can check the box next to the unread email. Whichever option you choose, there will be an icon menu at the top of your inbox. Click on the task button to add it to your tasks.
Once you add the email to your tasks, a task list will pop up on the right side of your inbox. You can add more tasks and check your existing tasks as completed.
Setting tasks for yourself within Gmail allows you to get things done quickly and efficiently!
Gmail Tips: FollowUp App
There is an app called FollowUp that sends you an alert when someone has opened your email. It reminds you to follow up with them within a certain period of time if you don’t receive a response back from them. It’s not quite a Gmail hack, but it’s a great app to use to stay on top of things!