Heeelp! Email overload! Does anyone else feel like emails come in at a faster rate than you could ever read them? And while Gmail's spam filter is pretty good about catching the spam, I still get So. Much. Other. Email. Newsletters (not all of which are as helpful as this one! ;)), invitations, automatic updates, and of course emails from actual people that I care to respond to -- which become hard to find among the aforegoing.
This week I want to look at all the features that Gmail has that can support you spending more time on productive things and less in your inbox.
💎 Automatic sorting and filtering:
Behind the scenes of the simple-looking search box of your Gmail inbox, there are advanced Search options that can turn your search query into an automatic cleaner-upper. Let's say you want to compartmentalize newsletters: apply a label to them and skip the Inbox. This way, they won't clutter up your inbox, but get directly filed away under a label. (You can set aside regular time on your Google Calendar to read these newsletters.)
Now, before you go ahead and create that filter, keep in mind that the basis of every good filter is a good search query. So find some unique information in the newsletters that you can search for that's common across those particular newsletters, drop down the Search options and input your search criteria with the common information. Check the search results to make sure the search is picking up the correct emails before you go back into the Search options to create the filter. You can set up more than one filter that applies the same label. Filters by default apply going forward (that will keep your inbox organized), but don't forget to check the box to apply them to already existing conversations (that's the cleaner-upper feature!).
💎 Follow-up label(s):
In addition to filtering, I also like to flag my emails with my label "Follow-up." I color it red so it stands out in the sea of emails. In fact, I have two kinds of "Follow-up" labels: one for time-sensitive follow-ups (red) and one for less urgent ones (green).
💎 Stars and symbols:
For occasions when I find myself with too many Follow-ups, I might also add colorful stars to the ones I need to tackle first. You can customize your stars and symbols in the Settings area.
💎 Priority Inbox:
Some people prefer the Priority Inbox, where they define the categories they want to see. Personally, I like the idea of a Priority Inbox, but the space limit for each pane has me prefer the Default view instead and I manage my email with filters, labels, and stars.
💎 Right-side chat:
Because I use many labels to automatically and manually organize my Inbox, I prefer to have my Chat appear on the right-hand side, enabling me to see more of my lovely labels on the left. :)
💎 Reading pane:
If you prefer zipping through your emails à la Outlook format, you can turn on vertical or horizontal split for a reading pane.
💎 Snooze:
When I don't have enough information or time to reply to an email right away, I like using the Snooze functionality. This takes the email out of my Inbox clutter and brings it back at the day and time of my choice.
💎 Send to Tasks:
Alternatively, I can Send an email to my Tasks list, put a date and time on when i need to do it, and archive the email to take it out of my Inbox. Tasks also have the ability to surface in Google Calendar, making it easier to more visually allocate one's to-do list items.
💎 Scheduled send:
Finally, when I feel self-conscious about sending an email at 1am :P, or if I don't want to flood someone's inbox while they are asleep, I can schedule an email to be sent at a particular time.
💎 Bonus tip:
One of the biggest helpers in keeping my sanity with emails is using a separate email address for shopping. :) Shopping online often generates sales emails, and I don't want those cluttering my non-shopping email address.
❓ Do you have a favorite tip among these? Leave a Comment for me. Or is there a tip you have that's not listed here? Do share.
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