In the modern information age, Emails have become an extremely important way of communication.
Whether they are people working in the corporates or regular users of the internet, email services have become a vital part of the internet world.
Among various email services, Gmail has evolved as the most popular email service provider in the world.
People who spend a lot of time with emails all over the day know very well about the user-friendliness of using Gmail.
Gmail has evolved with many amazing features apart from just sending and reading Emails.
But it’s also true that many users don’t know much about these amazing features. These features are basically hidden within settings.
Knowing these tricks will definitely enhance your experience with Gmail.
These tips and tricks will also help you to be even more productive with emails.
This way you can experience the higher potential that Gmail holds.
Here is the list of 15 best Gmail tips and tricks-
1- Group Email
Group email is a feature with which you can send an email to a group of people in just one click.
If you need to regularly send emails to a variety of people, then it can be very exhausting to type every email address manually every time.
To solve this problem, you can create groups called “labels” within your Gmail account.
All you need to do is just categorize people into groups in Google Contacts. Then whenever you need to send an email to a particular group of people, just type the group name in the “To” box.
2- Remove Unwanted Apps
You may have signed in with many websites and apps with your Gmail account.
There are many apps that you don’t use anymore. But they are still authorized to view your name, email address, and profile picture.
Within the Gmail account, you can check which apps are having access to your account. You can delete them in case you don’t need them anymore.
From the top right side, select the option “manage your google account”. Then open the security tab and check third-party apps with account access.
3- Recent Security Activities
You can check out if there is any suspicious activity going to happen to your Gmail account.
Within the Gmail account, you can check recent security activities made to your account. This way you can see all the activities such as password change history, login history of your account.
This is an amazing feature to keep an eye on the Gmail account to keep it safe.
4- Recovery Email and Mobile number
Recovery email and mobile number help you to recover your password in case you forget it.
It also helps you to get security alerts in case of suspicious activities in your major account.
If you are the person who forgets their password very easily, then this recovery method can prove to be of great help. Otherwise, it can be a headache to recover your password.
5- 2-Step Verification
2-Step verification is an amazing feature to make your account more safe and secure.
With this method, your account will get login with 2 steps. A 6 digit code will be sent to your mobile which will be required in order to access the account.
This way your password and a unique verification code will be required to log in.
Even if anybody gets to know about your password, but they can’t log in until they complete the second login step.
6- Grant Access Without Sharing Password
Many a time you may need to give access to your Gmail account to somebody else. But you may not want to share your password with anybody.
Gmail has an in-built feature with help of which you can grant access to anybody without sharing your password.
This way the other person will only be able to send, read, and print emails. But they can’t change the password or other settings.
You can disable the access anytime you want.
7- E-Mail Forwarding
You can automate the forwarding of emails from your one to another Gmail account. This is very similar to the call forwarding feature you may have used on mobile phones.
This is very useful if you want to receive emails to your new email address which were received at your old email address.
All you need to do is add your new address as a forwarding address in your old account settings.
8- Vacation mode- Autoresponder
In vacation mode, you can set up a custom message to send as a reply to all the emails when you are not working.
With this feature, you can also show the dates up to which you will be on vacation.
This is an amazing feature to keep following the work ethic even during vacations.
9- Undo Sent Email
There are times when we mistakenly send incomplete emails in hurry. Sometimes we often send emails to the wrong address.
To solve this problem, Gmail allows you to UNDO an already sent email.
But at present, the maximum time within which you undo is 30 seconds.
You can change undo timings in the General tab in settings.
10- Preview Inbox in Single Window
The default way to read emails is by opening them one by one. But this can be quite difficult when you have to read a lot of emails.
With the preview reading pane feature, you can read emails on a single window with an inbox.
This preview reading can help you to read emails without opening them.
11- Calendar and Tasks Adds-on
A calendar add-on helps you to mark an event on the calendar right away from your email.
Tasks add-on lets you add to-do tasks from your email itself.
These in-built add-ons help you to mark important information directly from the email.
12- Save Emails Offline
You can save emails offline on your computer. Emails for up to the last 90 days can be stored offline.
You can save the attachments as well for offline purposes.
13- Schedule Emails
Gmail enables you to schedule an email for any particular date and time.
You can have the email written and ready. Then just add the time and date on which you want to send that email.
This way you can automate the schedule of your emails without the need of remembering schedules.
14- Confidential Email
Many a time, there is information, images, or files that you need to share with others.
But you don’t want it to be shared anywhere else otherwise it can be misused.
To solve this problem, there is a feature of confidential e-mail in Gmail. With this feature, you can set an expiry limit for the e-mail.
This feature basically enables you to-
- Set an expiry time, after which e-mail will be automatically expired.
- Disable copy, forwarding, print, or download by the recipients.
- Remove access to e-mail even before the expiry time limit.
15- Keyboard Shortcuts
With the help of keyboard shortcuts, you can access Gmail with your fingertips.
By default, keyboard shortcuts are disabled in Gmail. You need to enable them in settings.
There are many keyboard shortcuts for various purposes.