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How to Use and Organize Gmail Efficiently

by Tech Desk
by Tech Desk

This tip is about the how to Use and Organize Gmail Efficiently. So read this free guide, How to Use and Organize Gmail Efficiently step by step. If you have query related to same article you may contact us.

How to Use and Organize Gmail Efficiently – Guide

The average employee spends 1/3 of their office time on email. With a salary of $142,000 (average salary for a technician in the Bay Area), we pay our employees $47,000 a year to manage their inboxes! That’s not even the worst part. Each time you interrupt your work to check your email, it takes about 23 minutes to regain focus.

The blunt truth is, people will be checking you out, whether you like it or not. And it’s not so easy to ignore that non-lidoup pop. You spend hours going through emails, deciding what to do with them, and finally dealing with them – basically spending a lot more time in your inbox than originally planned.

If you can’t quite escape it, but still want to keep your peace of mind, getting more organized is the way to go. In this post, you will learn how to organize your Gmail inbox so it’s more of a productivity and collaboration tool than a distraction.

How to Use and organize Gmail efficiently

Select your layout to organize Gmail

  • Standard: This is the standard format that organizes your Gmail by the date an email is received. In this view, you can select different categories into which your emails are placed. They appear as tabs at the top of the screen and can be helpful in determining which of your emails is likely to be most important.
  • Important first: In this view, Gmail tries to predict which emails you are most important (marked with a yellow marker) and displays those messages in a top inbox. Your least important messages are displayed in a lower inbox at the bottom of the screen.
  • Unread First: This view is similar to the Important First option, however your top inbox includes messages that you haven’t opened yet, while your bottom inbox will include everything else.
  • Starred First: Your Starred First view also splits your inbox into two fields and displays only the emails you’ve starred in the top view. Everything else appears in the second view below.
  • Priority Box: It’s like a combination of all views. Gmail uses predictive analytics to determine which emails you are most likely to interact with based on past actions. It then places those emails in the top view.

    • Add a preview pane to organize Gmail

  • Gmail’s default preview only shows the sender, the subject line, and some preview text before the line runs out of space. In most cases, you’ll need to open the email to determine if it’s something worth reading.
  • You can save time and organize your Gmail by adding a preview pane. Click on the gear symbol and click on “Settings” in the drop-down menu. Then select “Labs” from the tabs that appear. Scroll down to “Preview Pane” and click Activate. Save your changes and you’ll have the option to preview each email you receive.

    • Create custom labels and folders to organize Gmail

  • On the left side of your inbox, you’ll see a list of bookmarks that you can add emails to to help keep your inbox organized. But did you know that you can also create custom labels in this area?
  • If you select a message or multiple messages, you can click on the button at the top of your inbox that looks like a shopping tag. This lets you assign these messages to predefined bookmarks that Gmail uses to keep your inbox organized.
  • You can also create custom labels in this area by selecting “Create new”. You even have the option to nest labels within other labels, similar to creating subfolders when saving files to your hard drive.
  • You even have the option to color-code your labels to further distinguish priorities. For example, you can select red for a tag called VIP, where you archive all messages from your boss.
  • Once you’ve created a bookmark, you’ll notice that it adds a folder to the list to the left of your inbox and adds the bookmark name next to the subject line. Now when you archive this message it will be moved to that specific folder.
  • By customizing your options, it’s easier to organize your Gmail folders and keep your inbox clean.

    • Create filters to organize Gmail

  • Once you’ve created custom labels, you can apply filters to messages to send certain emails directly to your folders and keep them out of your general inbox.
  • For example, if you know that every Friday you will receive an internal communications newsletter that you really don’t have time to read, you can use filters to send that message to a specific folder where you can check it – or delete it – later.
  • After selecting the email or emails you want to filter, click on the “More” button button at the top of your inbox and select “Filter messages like this” from the drop-down menu. From there, you can select to filter messages by sender, subject line, keywords and attachments, among other things. Once you’ve selected your criteria, you click “Create filter with this search” and select the action you want this filter to take – such as assigning it to a custom folder or bookmark and ignoring the inbox. When finished, click on “Create filter”.
  • It’s important to note that you can also choose to apply this filter to all conversations that match the criteria, so you don’t have to create individual filters for each one.

    • Use Submit and Archive Feature to organize Gmail

  • Now that you’ve organized your Gmail inbox to automatically archive certain emails into custom folders, you can really clean your inbox by archiving messages at the same time you send replies.
  • To activate this feature, click the gear icon and “Settings” in the drop-down menu. Scroll down and select ‘Show ‘Send and Archive’ button in response.” Save your changes.
  • Now, when replying to a message, you will have two sending options. One is a traditional send and the other will send the message and automatically send the email string to the All Email file. If you have labeled the message, it will go to that specific folder. If someone replies to your outgoing email, the conversation will automatically return to your inbox.
  • turning it on feature is a quick and effective way to clean up clutter from your inbox and keep your Gmail organized.

    • Final note

    I hope you like the guide How to Use and Organize Gmail Efficiently. In case if you have any query regards this article you may ask us. Also, please share your love by sharing this article with your friends.

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