If you work in any government or private office then of course you have to email daily. But using email normally can sometimes be a waste of time. Also, it is frustrating to repeat the same process for the same task.
Today we’re going to tell you 8 Gmail tips that will not only save you a lot of time, but also save you a lot of hassle.
1. Create an email contact group
If there are employees in a certain area, they may need to be emailed one by one. Similarly, when sending emails to another region, area you may be typing their email IDs one by one. Of course, typing email IDs one by one, opening topics and writing emails, this process is very tedious and long. But there is a way to make this process easier, for which you can create an email group.
- First of all need to go to Google Contacts. If your Gmail already opening in a web browser, then go to the ‘nine-dot‘ app icon in the top right corner between your profile and the settings button.
- Click on the ‘Contact‘ option in the middle of the menu on the left.
- After going to it, click on the ‘Create label‘ at the bottom, type the name of the group you want, for example (Nep4tech Group) and save it. Now a new label called (Tech4nep Group) will be created on the label.
- Now that you’ve created the label, go to ‘Create Contact‘ in the arrow above it. Fill in the employee’s name, surname, email ID and save. In this way, keep all the contacts you have in it one by one.
- Now tick the place where the profile picture of the person concerned is. Now that you’ve selected all you need to add to the group, go to the ‘label icon‘ next to the email icon right above.
- Then you will see the option of ‘label‘ created a while ago. Clicking on the label and pressing the Apply button will complete the work of your label called ‘Tech4nep Group‘.
- After doing this, when you send an email, instead of typing the ID, just type group name (Tech4nep group) and press Enter, then all the emails in it will come there at once. This way you can instantly write emails to people in the relevant group as needed.
2. Email schedule
- If you want to keep the created email on a fixed time schedule, go to the top arrow with the send button and click on Schedule Send.
- From there, you can schedule the email by choosing the time you want. This will send the email at the time you scheduled it.
3 What to do when you are on vacation or leave?
Suppose you are on vacation. But your Gmail may be getting a lot of emails. In this way, you can let them know that you are on leave and will respond to them when you return.
- For that you have to go through the settings button and click on the ‘See All’ setting button. You will now see the General Options at the beginning.
- Scrolling through it, you will see the option of ‘Vacation Responder‘ on the left side of the last. If it is off, turn it on.
- Mention the start and end date of your vacation now. Put topics and type messages under it. After doing this, all the emails that come to your inbox during your vacation will be automatically sent to them.
- If you only want the emails in your contact list to get this kind of reply, you can also save by ticking the option below.
- If you have joined the office after the end of the leave, you can turn off this option at any time.
4. Category management on Gmail
Gmail has created many labels for your incoming mail. It can be primary, social, promotions, updates, firms, etc. It contains different emails by category.
If you are not satisfied with the category created by Gmail and you want email from one category to be converted to another, you can adjust it.
- You don’t have to do much for that. Normally move the mouse to the beginning of the mail you want to move to the next category.
- There will be a ‘hand sign‘. Click on it and pick it up and drop it in one of the categories in the top row you want to take. When you do this, mail from the email ID you moved from one category to another will always appear in the new category.
- Alternatively, you can adjust the category via the Move to Tab option by right-clicking on the corresponding email.
5. To return (Undo) an email that has already been sent
Sometimes an email sent to one person goes to another. From time to time such weakness is happening from many. Gmail has even solved this. Through which you can even bring back the email you have already sent.
- Go to Gmail settings and click on ‘See All‘ Settings.
- Go to the General tab at the beginning.
- If you scroll down a bit, you will see the ‘Undo Send‘ option.
- If not, turn it on. But you will still get the five-second feature in the latest updated version of Gmail.
- Hold it for a maximum of 40 seconds and click the Save Changes button at the end. This will give you the option to return the email you mistakenly sent to someone else within 40 seconds.
After doing this, when you send each email, a notification of your message sent, undo, view message will appear at the bottom. You can click Undo if you want to retrieve the email you sent.
6. To make emails coming from one ID to another ID
If you want to move from one email ID to another email ID, the option is also available in Gmail.
- Go to Settings and click on ‘See All‘ Settings.
- Go to the Forwarding and POP / IMAP tab at the top.
- At the beginning you will see the forwarding option. Click on the Add A Forwarding Address button on the front bar.
- Now type another email ID in it, in which you want to receive the incoming email in this email.
- Next, click on the ‘Proceed button‘. By doing this, every email you receive in this email will be received in another email.
7. Shortcut Key to email
Shortcut keys are also provided in Gmail. You do not have to use the mouse to send emails to it.
- For this go to setting and click to ‘See All‘ Settings.
- Now scroll down to the General tab. You will find the ‘keyboard shortcuts’ option.
- Turn on the keyboard shortcut on the front bar and click Save Changes at the end. This will allow you to use the shortcut key in Gmail.
- This allows you to create a new message by pressing ‘C’ on the keyboard. After writing the email, you can press Control and Enter simultaneously to send.
- Click here for more information about the Gmail Shortcut key.
8. Give others access to your email ID
Suppose you are out of the office, But your email received an important email form the office. In this case, he/she had to check and reply. In this case an employee of the office had to give the password of his/her email. What to do now? You do not have the permission required to post. Because anyone can do anything with your email ID. This is highly personal information.
But google has also provided a solution to this type of problem. Gmail has a feature that allows you to use your email without a password. You can also turn off access as needed.
- First you need to go gmail’s settings button and then go to ‘See All‘ settings.
- Now go to the accounts and Import tab at the top. If you go a little below, you will see the ‘Grand Access‘ to your account option. Click the add another account front of it.
- Now type the email ID of the person you are trying to give access and then click next.
- Now you will see a button called ‘send email to grant access‘ on the new page. click on it.
- Gmail will now send you an email for confirmation. Gmail will send an email to this person. There will be one link for request accept and another link for reject option.
- If you click on the Accept link to confirm, they will be able to check your email after a certain period of time and send an email to someone on your behalf.
You may need to turn off such access once the required work has been completed.
- Go to the same place where you have Grant Access to your Account from gmail settings as before.
- You can see the email and name of the person to home you have given access to your email. You can block access to your email by clicking the Delete button on the back.