Six clicks: Gmail tips you might not know about

Six clicks: Gmail tips you might not know about

Summary: The flagship feature in Google Apps, Gmail remains one of the enterprise's favorite cloud-based email services. Here are six tips and tricks to increase your productivity.


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  • 'Hidden' tasks list

    If you need reminding to do something, you have a notepad at your disposal right from your inbox. Simply head to the "Gmail" pull-down list, and select "Tasks." Up in the bottom-right hand corner, a small pad appears where you can jot own notes and even email them to others.

    Image: ZDNet/CBS Interactive

  • Easily switch accounts

    In Gmail, you can switch between your accounts easily by clicking on your profile picture icon in the top-right corner of the screen. To set it up, select "Add account." Once you're set up, you can just click that account and jump to and from your various Gmail addresses.

    Image: ZDNet/CBS Interactive

  • Undo sending email

    If you sent an email before it was finished, or accidentally clicked the send button, or forget to attach that document, you can 'undo' it before it's too late. Gmail gives you a few seconds to cancel sending it. Simply click the "Undo" link on the yellow bar and it will stop sending the message. But be quick, as you only have a few seconds.

    Image: ZDNet/CBS Interactive

Topics: Tapping M2M: The Internet of Things, Cloud, Google

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  • There is nothing about Google and productivity.

    " Gmail remains one of the enterprise's favorite cloud-based email service"

    - Yeah right....only bucket shops use it.
    • 1 billion downloads

      6 millions businesses are using Gmail. 1 billion downloads. It is not bad for nothing.
    • Microsoft called ...

      They say your shilling check is in the mail.
  • Six tips

    I'm not a fan of Gmail, and all the features shown have been available in Outlook for a while but I will say that it is at least good to see Gmail offering the same kind of functionality. Competition drives companies to improve their products so by Gmail offering similar functionality (even if the UI looks outdated) it will push MS to keep looking for ways to make Outlook even better.
  • Ah yes, filters. The worst part of Gmail.

    Ah yes, filters. The worst part of Gmail. Can't reorder them, can't do much with them. They're actually worse than the filters of email clients from the '90s.
  • Recently my gmail app in android made me mad

    I have received a mail with a pdf attached, I downloaded the pdf (which I needed at the business meeting), checked it. Then I deleted the mail. When I came to the meeting it appeared that the "downloaded" file was also deleted! Put me into a very awkward situation since I was supposed to respond to some questions having that pdf file before my eyes, and it took me some time to re-obtain it (and what if there had been no cellular connection?).
  • Fast connection?

    @ Zack

    You wrote "Just make sure you're plugged into a fast internet connection." on page 6.

    What do you understand is a fast connection? I want numbers, please.
  • ...what riles me sometimes... Google changing things without first telling users upfront and in advance. One time I noticed I had a large number of "unread" emails even though my main inbox only showed a few. Well, turns out they add these new "categories" without so much as saying "hello". I had in total over 800 unread, unseen, emails dating back months that were in several "new" inboxes which I never set up (at the time I only had five filters set up).

    Well, ended up spending the better part of that day and evening slogging through these new folders reading a few that looked as if they were "important" and in most cases just marking entire pages as "read" as they were no longer relevant. What really infuriated me is, none of these emails ever appeared in my main inbox but were directly routed to these new folders I didn't know even existed. To make matters worse many were related to the work search I was doing (being unemployed) and a number were "call backs" for scheduling interviews.

    In effect Google's policy of making "behind the back" changes, cost me potential opportunities. Fortunate I didn't leave a divot in the ceiling (or suffer a concussion) from hitting it after I saw this.

    Now while that would make me want to drop them I unfortunately have no other choice. Never liked Outlook as it was so crash prone, particularly if one's "unarchived" folders became too large. In my former line of work. I was an email "packrat" as I needed to be able to backtrack discussions on business issues that were sometimes months or in some cases, even years old without submitting requests to our IS department to unpack and send me the appropriate files.

    The client I worked with often moved people around about as frequently as one changes their socks so the CSR I was working with one day would not be the same person a few months down the road and that new person was often never informed what the former one did. In short, it was a CYA move as within minutes I could forward the appropriate email conversation(s) I had with their predecessor thus nipping potential issues and misunderstandings in the bud. Actually ended up receiving a lot of praise from both the client's management and CSRs for my swift ability to give them the information they needed. Could never have maintained that level of communication having to wait for the IS department (basically one tech as the other personnel in the department felt such a task was too far "beneath' their ability to deal with) to honour my archive request.

    Fortunately we shifted to Mozilla's Thunderbird which I found far more stable for my purposes (I was actually the first employee they let do this as they didn't have to keep dealing with Outlook crashing on me every day often several times a day, eventually all the entire company migrated to Thunderbird).

    Thunderbird also uses "rules" instead of "filters" which made it simple to categorise, and if necessary, re-categorise emails just like Outlook.

    So back to the original subject, why after my experience with GMail above with the "hidden" inboxes didn't I migrate my personal home email account to Thunderbird? Simply because I know jack about setting up and maintaining an email "pop" (or whatever it is called) server which Thunderbird requires (just as Outlook does).

    So it's a tradeoff, continue dealing with annoying policies and guessing what new stuff Google will perpetrate on the user community (for example, I now have to sign in a second time on YouTube to post a comment even though I am already signed in to my account - and it asks for my Gmail username/password, not my YouTube one) or try to deal with become an IS tech with regards to my email service, which I know absolutely nothing about.

    I already wrote Google management (for all the good it will do) requesting they inform users ahead of time about such sweeping changes and offering an option to use them or not.
    Kyoto Kid