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12 great Gmail tips that will make you a Gmail Ninja

by Scott Hoffman on May 23, 2011

The 12 great tips will help you use Google mail mail more effectively. Or, as Google calls it, 12 tips to become a Gmail Ninja.

If you are anything like me, you like to find ways to save time and simplify your life. Since I spend hours with Gmail each day, it is in my best interest to be as efficient as possible with it. While I am always looking to improve my time management, I haven’t mastered the GTD system and would call myself a huge work-in-progress. I am in no way a Gmail master, but these are 12 simple things I have implemented that help save me time, each day when using Gmail.

  • Use the Tasks as a to-do list. Use the Tasks available in Gmail as a way to stay on top of assignments, exams, and project due dates.
  • (source: Gmail Ninja Green Belt)

  • Use the Archive feature. One of the great features of Gmail is that it allows you to archive emails to get them out of your inbox, then you can use the search feature to find them if you need them again.
  • (source: Gmail Ninja White Belt)

  • Highlight mail with labels. Use labels to mark your messages. You can find them easily while in your inbox and do a search for all the messages with that label after you archive them.
  • (source: Gmail Ninja Green Belt)

  • Never forget to attach a file. By signing up for the Labs, you can select to have the Forgotten Attachment Detector. This feature notices if you have typed something about an attachment in the body, but are sending without actually attaching anything. It’s a great tool to save time and embarrassment.
  • (source: Gmail Ninja Green Belt)

  • Use keyboard shortcuts. Go to Settings and enable keyboard shortcuts so you can perform common tasks at the touch of just one or two keys.
  • (source: Gmail Ninja Black Belt)

  • Add multiple attachments. Use the Control (or Cmd on Macs) and Shift keys to select more than one file to attach to your email at one time.
  • (source: Gmail Ninja Black Belt)

  • Use the https option. Google recommends using this option if you use your Gmail in public places like a dorm or coffee shop to add an extra bit of protection to your Internet activities.
  • (source: Gmail Ninja Master)

  • Incorporate Google Calendar and Docs on your Gmail page. Have access to recent documents used in Google Docs and get an agenda of upcoming activities you have on Google Calendar with small boxes added to your Gmail page. Go to Labs to select this option.
  • (source: Gmail Ninja Master)

  • Add a “Waiting for Response” label. If you have emails in your inbox that you are holding until someone gets back to you, creating this label keeps you from forgetting to follow up on it later.
  • (source: Christian PF)

  • Use Canned Responses. If you find yourself writing the same type of email over and over, use the Canned Responses feature in the Labs to create a template that you you can use without having to type out the entire email every time.
  • (source: Techvivo)

  • Consolidate email accounts. If you have a Gmail account, an account through school, and any other account you are juggling separately, combine them all into Gmail to cut down on time spent checking all those accounts.
  • (source: Dumb Little Man)

  • Use AIM in Gmail. If you use AIM to IM friends or partners on projects, add it to the chat feature already in Gmail to have access to both.
  • (source: Blogging Tips)

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