🧙‍♂️ Top 15 Gmail Tips & Tricks

hi everyone kevin here today i want to show you my favorite top 15 tips and tricks in gmail i'm sure they're going to be some new tips today that you haven't seen before if you want to jump around this video feel free to use the timestamps in the description otherwise let's jump on the pc and let's check them out tip number one you can undo send a message in gmail here i have a message that i want to send to one of my employees at the kevin cookie company to nestor wishing him a happy holiday now i've reviewed the message a few times i've looked for spelling and grammatical errors everything looks good to me so i'm going to click on the send button now i don't know about you but it feels like a universal rule of email is anytime you send a message all of a sudden all these spelling errors and grammatical errors just pop up and it always seems to happen right after you send it luckily gmail allows you to undo send well what does undo send mean if you've sent to mail you've sent it right well gmail when you click on send it actually delays when it sends it so if we go up to the settings gear in the top right hand corner let's click into see all settings within settings under the general tab at the very top there's the option to undo send by default it's set to 5 seconds what this means is once you send a message you have 5 seconds to stop the message from going out and you can go back and make changes you can set it all the way up to 30 seconds giving you a little bit of buffer before that message goes out i'm going to set it to 30 seconds and then i'm going to save it back within my inbox i'm now composing my message to nestor here everything looks good i can click on send and i just realized actually i made a lot of mistakes in that message here on the prompt on the bottom i can undo send it by undoing it that'll open up the message again and i can now go through and make any corrections and once i'm confident it looks good i can then click on send tip number two you can schedule send messages in gmail so you can compose your message and then you can define when the email goes out here at the kevin cookie company my employees have been working so incredibly hard in fact they've been working a lot harder than i've been working so i need to give the appearance that i'm also working equally hard and there's no better way to do that than to send an email in the middle of the night i've composed my message thanking them for all their hard work down below in the left hand corner you have your send button and right next to that there is this down arrow with additional send options when i click on this i can now schedule send my message when i click on schedule send this opens up a prompt with a few of the more popular options i could send it tomorrow morning at 8 am this is also when people most frequently check their email i could also set it for the afternoon or even the next day's morning however once again i want to make it seem like i'm working very hard so i'm going to pick a date and time and here why don't we set it for maybe the 15th and instead of 3 21 pm let me set it 4 am here i'm going to click on schedule send and my message is now scheduled to see all of my scheduled messages over on the left hand side there's a category 4 scheduled when i click on this here i can see the message that i have scheduled if i want to go back and make any edits to this beforehand i could cancel the send make my changes and then i could schedule it again tip number three you can set up templates to make responding to email even easier here at the kevin cookie company we get lots of customer feedback here it looks like we got some negative feedback on our cookies and i'm going to have to respond to this person if i go to the next message here's yet another piece of feedback on our cookies now i could type up a custom response but that takes a lot of time instead i want to use templates to use templates let's go up to the settings gear in the top right hand corner and click on that once this opens up let's click on see all settings within settings let's go all the way over on the tabs to the one that says advanced within advanced the second one down is templates let's click on enable and then click on save changes here's the customer's message let me send some feedback first i'll click on reply and let me type in my response to this customer down in the bottom right hand corner i see an ellipse with more options when i click on this i now have an option called templates within the templates message i can save this message or this draft as a template i'm going to click on save as new template i can now type in a name for this template i'm going to call this customer feedback and then click on save now that i've saved it i'm going to respond to this customer by clicking on send now let me go to the next message where i had another customer with feedback here again i'll click on reply let's go down to the ellipse and here i have my templates here's my customer feedback template when i click on this this simply inserts the response for me down below if i click back into templates i could also go through and i could delete templates and i could add additional templates so this makes responding to questions super easy tip number four you can customize your email address to make it easier for others to remember and also to filter and track your email messages here in the first example you can insert a period into your email address google ignores periods in email addresses at gmail.com so you can use them to your cart's content so here i could insert kev.strat.6 at gmail.com and i'll still receive the email just fine why would you ever want to insert a period well maybe you have an email address with firstnamelastname gmail.com you can insert a period to help break it up and make it easier for others to parse not only does google ignore periods but it also ignores the plus symbol and any text that appears after it so here once again with kevstrat6 gmail.com i can insert the plus symbol and then type in some text i've now inserted some text and this email will also arrive at my email address just as it normally would so why would i ever want to insert this well this helps me track back who i gave the email address to so let's say maybe you sign up with a retailer and then they start spamming you or maybe they provide your email address to someone else you'll be able to track back who it was you can also design filters based on these email addresses i've now inserted both email addresses in the to field let's try sending the email just to confirm that it still goes through i've now sent the email and here in my inbox i see the message when i look up above i see the variant with the plus and also with the periods so once again i could filter messages on this and i could also track back who sent me this email and if someone sold my email address tip number five you can turn on dark theme in gmail to give your eyes a break especially after a long day of sitting in front of the computer to turn on dark theme it's pretty simple go to the top right hand corner and click on the settings gear this opens up the quick settings menu and right here you see an option called themes you can select one of these images or we could click on view all to see all of the different options when i click pick your theme i could choose a photo and when i pick a photo i have a few different options i could adjust the text background so i can make it light or dark i could vignette or i could also blur the background if i go down here i have a true dark theme option where it simply applies a dark background and then my text is light while this is a lot easier on the eyes once i'm all done i simply click on save and my new theme is now in place tip number six i can add a reading pane into gmail to make it easier to get through all of my email messages here today when i click on one of my messages the message takes over the full screen and i no longer see my inbox i have to click on this back arrow to return to my inbox instead in the top right hand corner i can toggle on what's called split pane mode when i click on this this splits the pane and here now if i click on one of the email messages i can review the message over on the side this makes it a little bit easier to get through my messages also once again in the top right hand corner i can click on this drop down arrow and i can adjust the location of the split i can apply a vertical split or i could also apply a horizontal split and here i see my message underneath the inbox tip number seven you can read your gmail messages while you're offline let's say you don't have any internet access you can still access all of your email messages how do we take advantage of this well let's go to the top right hand corner and let's click on the settings gear once the quick settings menu opens up let's click on see all settings within c all settings let's go all the way over to the right hand side of the tabs and click on offline here's an option that says enable offline mail when we turn this on it'll tell us how much storage space it'll take on our computer and also how many emails you want to store here i could store emails from the last 30 days you could go all the way up to the last 90 days you could decide whether you want to include attachments or not also if you log out of gmail you have to decide whether you want to keep the data on your computer or whether you want to remove it once you're all done configuring your different settings you can save the changes then if you're offline all you have to do is open your browser and navigate to the website mail.google.com and your inbox will pop up just like it normally does any email that you send while you're offline will simply be in a queue until you get back on the internet tip number eight to really become a pro at using gmail you should really take advantage of keyboard shortcut keys now you could simply fumble around with your mouse and click on the different elements on the screen but if you had used keyboard shortcut keys you would already be done the one keyboard shortcut key that will unlock all the rest is shift and question mark when you press shift and question mark that'll show you all of the different keyboard shortcut keys at the top you see all the ones that are enabled by default down below you can see additional shortcut keys that you can enable simply click on enable and then you'll be able to take advantage of these as well tip number nine you can mute noisy conversations in your inbox if you're no longer interested in reading any subsequent messages here for example it looks like i got a response from one of my customers when i reply to their feedback here they sent a message i responded with a very generous offer of 2 percent off on a future cookie and here it looks like the person came back and they're upset with that now i don't want to deal with any more of the back and forth of this i feel like i was completely reasonable i can simply right click on this message and within this menu there's the option to mute the message once i mute the message i'll no longer see any subsequent replies let's say that maybe i didn't want to mute that and really the customer is the king and i probably should respond so i was a little quick on muting the conversation i can go up to search on the top and i could type in label colon mute when i type that in it'll show me all of the email messages that have the label mute here now i can right click on the message again and i could go to unmute and now the conversation will be right back in my inbox where i should probably respond to this customer tip number 10 you can switch between multiple email signatures what is an email signature well a signature gets appended to the bottom of any email that you send to access your email signatures when you have a new message open go to the bottom and there's the option to insert a signature let's click on that this opens up a menu and currently i have it set to no signature let's click on manage signatures this brings me into settings under the general tab down to the signature section here i can now create a new signature let's click on this i'm going to call my main signature the default and then click on create this opens up a screen where i can now create my email signature down below i could decide whether i want to simply use it for new emails or on replies and forwards i want to simply use it on new messages i have one signature in place i can also add another signature let's click on create new for this signature i'm going to call it promotion once i'm done i'll click on create here now i've created a signature for one of the promotions that we're running and i now have both of my signatures all set back in my inbox when i click on compose you'll see a new message appear with my new email signature down below i can click on the signature icon and i can switch between all of my different signatures i could go with no signature my default signature or the promotion signature so here i could quickly toggle between all of my different signatures tip number 11 i can use stars and many different types of stars to help organize my email here in my inbox when i click on a message i can start with a gold star this will add the star label and it'll show up within the star category however i only have by default one type of star we can add many more types of stars to do that let's go up to the settings gear in the top right hand corner when we click on this let's click on see all settings this drops us within the general view of settings and about halfway down we have a section for stars right now i see that only one star is in use and that's the gold star i can customize this by dragging stars up or dragging stars down i could also go with different presets here i could go with 4 stars or i could even select all of the stars for now i'll go with four stars then let's scroll to the bottom and click on save changes back within the main view here now i could insert all types of different stars on my email messages here if i click on it again now i have the blue star here i'll click on it three times and i have the green check mark and here i could click on it even more and now i get this red exclamation mark if i hover over it i'll see what the name of this star is here this is called the red bang if i click on starred over on the left hand side here i'll see all of my different starred messages let's say though i only want to see my red bang messages first off i'll hold the mouse over so i know the name of this star it's called red bang if i want to filter down to just my red bang messages i can go up on top and within the search field i can type in has colon and then red dash bang now i could click on search and this will show me only those messages with a red bang tip number 12 let's say you're planning on going on vacation you can set up a vacation responder so whoever emails you while you're out they'll get an auto response and you can really use it for any time you're going to be away from email for some time to be able to use this in the top right hand corner click on the settings gear and then click on see all settings within the general tab at the very bottom of the screen we have our vacation responder you can turn it on and off i'll turn it on you can also indicate the first day of your vacation and then you can also set the last day if you don't check this you can manually turn it off once you return here you could set a subject down below you can type in your message and i'll type in a quick message in here you could also decide whether you only want to send it to people in your contact list or not once you're ready to go simply click on save changes and whoever emails you will now get an auto response at the very top i can end the vacation responder and i could go back and modify the settings now i'm not really on vacation so unfortunately i'll have to end now tip number 13 you can reduce the amount of space that your gmail account takes with a free google account you get 15 gigabytes of space and that's shared across gmail drive and also google photos let's say that your gmail is eating up a big chunk of that up in the top search field click on that and then click on this down arrow you can identify all emails greater than a certain size any email bigger than 10 megabytes is fairly large so let's type in 10 and then click on search this will give you a list of all of the emails that are consuming a lot of space if you no longer need the email you can delete it and that'll start to free up some space in your gmail one of the best ways to proactively save space from your email is rather than attaching files to insert a link to drive now typically let's say you want to send photos or maybe a document you'd come down here and you'd click on the attach icon the downside with that though is it consumes space in your sent email and then whoever you send it to it consumes space in their inbox instead you can insert a file using drive why would you want to do this well the file is stored in the cloud so it won't contribute any space to the email so you're saving space and your recipient is also saving space as an extra bonus let's say the recipient wants to go in and maybe edit a document when they make their edits they're editing the version in the cloud and they won't have to attach it and email it back to you so once again you're saving space yet again so use drive links in the future and that'll help you reduce the amount of space your email consumes tip number 14 you can access your gmail in outlook or any other email client to enable this let's go up to the settings gear in the top right hand corner and then click on see all settings within settings go over to the tab that says forwarding and pop imap when you click on this you can use either pop or imap to access your emails via your email client what's the difference well with pop it's going to download all of the messages to the email client with imap on the other hand you're going to edit messages that are in the cloud so it's your choice which one you want to use for now i'll enable imap and then click on save changes within microsoft outlook within the file menu there's an option to add a new account click on this and you could run through the prompts and you'll then have your gmail account in microsoft outlook or whatever other email client you're using tip number 15 and this is the very last tip of the day by default when we look at all of our messages in the google inbox they're sorted in chronological order but you don't have to stick with this there are also many other ways to prioritize your inbox now in the past google had an inbox called priority inbox unfortunately they cut that but they brought those capabilities to gmail once again let's go up to the settings gear in the top right hand corner and click on settings within settings you can choose what type of inbox you have the default one well this is the standard where you simply see messages in chronological order you can adjust it so you see important messages first and google could help you over time identify what messages are important you could also order it by unread first starred first and then there's also an option called priority inbox so this is priority inbox now joining together with gmail you can also see multiple inboxes on one screen so you can play around with these to see what type of inbox type works the best for you alright well those were my top 15 tips and tricks in gmail if you learned some new ones please give this video a thumbs up to see future videos like this hit that subscribe button if you want to see me cover any other topics on this channel leave a note down below alright well that's all i had for you today i hope you enjoyed and i hope to see you next time bye [Music] you

Channel: Kevin Stratvert

Views: 437,509

Keywords: kevin stratvert, gmail, google mail, mail.google.com, mail, email, g mail, tips and tricks, tips, tricks, gmail tips and tricks, google gmail, tutorial, gmail tutorial, 2020, gmail tips and tricks 2020, gmail tips, gmail tricks, gmail 2020, e mail, gmail email, gmail mail, 2019, stratvert, kevin, emails, mails, message, compose, send, schedule, dark theme, templates, template, reading, pane, mute, priority inbox, inbox, offline, signature, star, stars, vacation responder, space, outlook, inbox types, type

Id: g6zYF7fbJk8

Length: 19min 36sec (1176 seconds)

Published: Tue Dec 15 2020