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The 16 Best Gmail Tips and Tricks You Should Know

16 Gmail tips and tricks

Looking for some no-nonsense Gmail tips and tricks?

It’s no secret that Gmail is one of the most popular email clients in the world.

However, most people don’t use Gmail to its full potential because they aren’t aware of all its capabilities.

In this article, I’ll give you some tips on how you can use Gmail to its fullest.

From sending out canned responses to setting up the multiple inbox feature on Gmail, I’ll cover 16 of the most useful Gmail hacks you can use today.

This Article Contains:

(Click on the links below to jump to a section of your choice.)

Let’s get started.

16 Useful Gmail Tips and Tricks

From snoozing unwanted incoming emails to clearing out inbox clutter, here are 16 useful Gmail tips and tricks you should know about:

If you’re a beginner with Gmail, read my article on how to use Gmail.

1. Unsend Emails

Ever sent an email but then realized you made a mistake after you pressed the send button?

The Gmail email service can help you when this happens.

Gmail’s Undo Send feature lets you unsend a sent message within a short cancellation period (a maximum of 30 seconds) after clicking the send button.

Gmail Tips and Tricks_Unsend Emails 1
Gmail’s Undo Send feature lets you unsend a sent message within a short cancellation period (of maximum 30 seconds) after clicking the send button.

To enable Undo send, go to the desktop version of Gmail and then:

Settings > See all settings > General tab and toggle Undo send to On.

You can also set the cancellation time limit for unsending the message. This is the amount of time you have to unsend a message before it’s finally sent.

Gmail Tips and Tricks_Unsend Emails_Time Limit

Undo send also works in the mobile Gmail app, but you’ll have to enable it through the desktop version.

Unsent your email message because you didn’t like how you ended it?

Check out this article on writing a strong ending to an email message.

2. Use Smart Compose

Gmail’s Smart Compose feature is a convenient Gmail hack that recommends words/phrases to complete your sentences.

When you type out a new message in the Compose window, Gmail will try to understand your email message and predict what you want to say. Press the Tab key to accept Gmail’s suggestions, or ignore them and write your own text.

Gmail Tips and Tricks_Smart Compose_Tab Key

In the desktop version, you can enable Smart Compose through the General settings tab.

Go to Settings > See all settings > General tab and toggle the Smart Compose button On.

You can also enable Smart Compose through the Gmail app on your iOS and Android devices as well.

Want Gmail to personalize suggestions based on your writing style?

Enable the Smart Compose Personalization, which is just under the Smart Compose button.

You can even provide feedback on Smart Compose suggestions to help Gmail improve its accuracy.

 Want to know how to start a killer formal email without Smart Compose?

Check out my guide on how to start a formal email.

3. Use Multiple Gmail Accounts

Want to switch between different email accounts with ease?

Any Gmail user can stay logged in to multiple Gmail accounts.

On the desktop version of the Gmail app, click on your Google account avatar in the top right of the inbox, then click on Add another account.

Once you add multiple accounts, click on your Google account avatar again and select the Gmail account you want to use.

 The best part?

You don’t have to reenter your Google account passwords.

4. Schedule Emails

You can’t stay online 24×7 to send out emails, right?

That’s why the email scheduling Gmail feature helps you plan outgoing emails in advance!

Just type in your new message and click on the down arrow next to the Send button. Then, pick a date and time you want your email message to be sent, and Gmail will handle the rest.

Gmail Tips and Tricks_Schedule Send

 Also available on the mobile app, this Gmail hack is quite useful when you have recipients in a different time zone or if you’re stepping out of the office and need to send some important messages across at a given time.

5. Use Gmail Keyboard Shortcuts

Here’s another Gmail tip to save you valuable time.

Gmail offers several keyboard shortcuts that make email message management a lot easier.

To access the keyboard shortcut list, just press Shift (+) / on your keyboard. In the popup that appears, you’ll see every keyboard shortcut that’s enabled and every keyboard shortcut that’s turned off.

Gmail Tips and Tricks_Keyboard Shortcuts_Popup

To enable keyboard shortcuts, go to:

Settings > See all settings > Advanced > Custom Keyboard Shortcuts and set it to Enable.

Note: The Advanced tab was formerly known as Gmail labs.

Gmail Tips and Tricks_Keyboard Shortcuts_Enable

Once you’ve enabled keyboard shortcuts, a new tab called “Keyboard Shortcuts” will appear in your settings tab.

Use this tab to customize key mappings for each shortcut easily.

6. Send Email from a Different Email Address

In Gmail, you can set up all your email accounts in one place and send emails from different addresses using one inbox.

Just go to Settings > See all settings > Accounts and Import > Send Mail As and add your other email addresses to your current inbox.

Gmail Tips and Tricks_Different Email Address

This lets you change your “from” address in the Compose window to the email ID you want the email to show.

How is this different from being able to use multiple Gmail accounts?

 While Gmail lets you switch between accounts to check your mail and organize things, you won’t have to switch between accounts to send emails. You can use the same account to send emails from different addresses.

7. Organize Emails with Gmail Labels

The Gmail email service lets you organize your inbox by adding labels to all of your emails.

You can effectively create a filter to separate multiple emails in your inbox, hiding everything that isn’t relevant.

For example, you can label all marketing emails with “Marketing.” This way, when you need to go through your marketing emails, you can filter messages that aren’t relevant.

To create a new label, scroll down the left sidebar and click on Create new label (filter). You can also go to the Labels tab in See all settings.

Gmail Tips and Tricks_Gmail Labels_Create

Give your label a name, and you can even choose to nest it as a sub-label under any existing label.

For example, you can create two Gmail labels — “Work” and “Marketing” — and nest the Marketing label under Work in your inbox.

Gmail Tips and Tricks_Gmail Labels_Name

You can create labels on the mobile app as well.

If you want even more functionality to categorize emails, you can use Gmail filters.

They aren’t a new feature, but the Gmail team helps users filter out their emails based on specific criteria with Gmail filters. This Gmail hack makes things a lot easier when you want to focus on a particular set of emails.

You can create and configure a new filter by clicking on the down arrow in the Gmail search box.

8. Use Gmail Templates

Want to send the same email to hundreds of recipients?  

No need to exhaust yourself by creating multiple emails and copy-pasting the same content!

With Gmail’s templates (canned responses), you can import email message templates straight into emails without copy-pasting from anywhere else. This Gmail trick will save you valuable time when handling bulk emails.

Gmail Tips and Tricks_Templates

You can even import subject lines directly to your email message.

To turn on these email message templates, follow these steps:

  • Click on the Settings icon (gear icon).
  • Go to Settings > See all settings.
  • Click on Advanced > Templates and switch it to Enable.
  • Click on the Save button to save changes to your settings.

To save email templates:

  • Go to the compose window and type in the template you want to save.
  • Click on the three-dots at the bottom right.
  • Select Templates > Save draft as template.
  • Give the template a name and save it.
Gmail Tips and Tricks_Templates_Save

To import a template to your email message, follow the same steps as above, and select a saved template.

9. Customize Your Inbox Display

Don’t like your incoming messages being split into different tabs like Primary, Social, and Updates?

Gmail lets you customize your inbox display according to your tastes!

Just click on the Settings icon (gear icon) in the upper right corner above the reading pane and choose Inbox type > Customize. 

Gmail Tips and Tricks_Inbox Display_Customize

When the dialog box pops up, you can choose the Gmail message categories you want in your inbox tab.

Gmail Tips and Tricks_Inbox Display_Categories

Want to see important emails and unread messages first?

Enable the Gmail setting for priority inbox — this displays all your important emails and unread emails first, starred emails second, and everything else at the bottom.

You can enable priority inbox using the settings icon (gear icon) on the top right.

Gmail Tips and Tricks_Inbox Display_Priority Inbox

 

10. Snooze Email Notifications

Nobody wants to be disturbed with an endless stream of mobile and desktop notifications about emails, right?

When a Gmail user doesn’t want to reply to or check an email thread at the moment, they can activate Gmail’s snooze feature. This will hide the email from your inbox, and it will reappear like an unread message at a time of your choice.

To snooze incoming messages, hover over the email and click the clock icon on the right. Then, choose the date and time you would like the email to pop up again.

Any emails you’ve snoozed will be stored in the Snoozed folder (which can be accessed from the left sidebar).

You can even create Google tasks from emails to ensure that you remember to reply to these snoozed emails. Just drag an email to the Tasks area of the right toolbar, and a task for that email will automatically be created.

Gmail Tips and Tricks_Snooze

11. Mute and Archive Emails

Need a more permanent solution to snoozing emails?

Try to mute conversations or archive them.

When you mute an email thread, you’ll stop receiving new notifications about that specific thread. And when an email is archived, it’s removed from your inbox and stored separately.

To mute a conversation, select the email, click on the three dots, and then click on Mute.

To unmute an email thread, follow the same steps — the Mute option will now have changed to Unmute.

Gmail Tips and Tricks_Mute

To archive an email, select it and click on the archive button on the right.

To find an archived email, you’ll have to open the All Mail tab from the left sidebar. To move an email back into the inbox, go to the email and click on the Move to inbox icon below the search bar.

Gmail Tips and Tricks_Archive

12. Create Calendar Events from Emails

Gmail allows any Gmail user to create Google Calendar events straight from their inbox.

You can also use this feature to create reminders for meetings and other important events for yourself and anyone who receives the email.

To create an event from your inbox, go to the email message from which you want to create an event.

Then, click on the three dots below the Gmail search bar, and click on create event when the dialog box appears. A Google calendar window will appear, and you can enter the relevant details.

Gmail Tips and Tricks_Calendar Event

13. Use Search Operators

Sorting through tons of emails to find a specific message can be challenging.

However, when you use Google’s email client, you can streamline this process with search operators.

Here are a few useful search operators you can type in the Gmail search box:

  • Size:xm” (replace x with a number) – For example, if you type “size:5m” in the Gmail search bar, every Gmail message that is over 5MB will appear.
  • +” (the plus-sign) – search for an exact word in your inbox. For example, typing in “+watch” will return every mention of “watch” in your inbox.
  • older_than:xd” (replace x with a number) – see emails older than x number of days. It’s useful to filter out and delete old emails.
  • Is:chat” – see chat messages from Google apps like Hangouts.

Note: Google Meet and Google Chat have replaced the Hangouts messaging app, so your messages will be transferred to Chat.

Gmail Tips and Tricks_Search Operators

14. Block Spammers

Everyone has a spam messages folder full of unwanted emails, right?

While you can just let the spam messages be, spam unreads will continue to pile up until Gmail deletes them after 30 days.

And having a massive spam folder can reduce your available Gmail storage space.

Luckily, you can easily block spammers, so they can’t send you any new emails.

Just go to your Spam messages folder, select an email message of the sender you want to block, and click on the three dots icon on the right.

Then, click on Block “(Name).”

Gmail Tips and Tricks_Block Spammers
 

15. Use Gmail Offline

Gmail allows you to read, search, and reply to emails even when there’s no internet connection. But to use this functionality, you’ll need the Chrome browser.

You can enable offline Gmail by going to Gmail Settings > See all settings > Offline.

Click on Enable offline mail, then choose your settings, how many days of emails you want to sync, and your security options.

Gmail Tips and Tricks_Use Offline

16. Send Confidential Emails

Sending sensitive information via emails?

With Gmail’s confidential mode, you won’t have to worry about it getting into the wrong hands!

To send a confidential message, open a new Compose window and type your email. At the bottom, click on the lock icon and set the expiration date for the email.

You can grant access to the email through a passcode sent to the recipient via SMS or email. The recipient won’t have the option to copy, print, forward, or download the email.

Note: Both the email and any attachments will be deleted at the moment of expiration.

Gmail Tips and Tricks_Confidential Mode

Ajay’s email tip:

Thinking of using BCC to protect your recipients’ privacy?

Check out this article on how you should or should not use BCC in email.

The Ultimate Gmail Productivity Hack: GMass

While each hack I mentioned here can come in handy, they’re not enough to help you get the most out of the Gmail email service.

How Do I Get the Most from My Gmail?

To achieve the most out of your Gmail experience, you need a tool like GMass that will help you:

  • Schedule your emails
  • Automate follow-ups
  • Personalize emails
  • Track email recipient interaction

What is GMass?

Gmail Tips and Tricks_Gmass Homepage

GMass is a powerful tool that works within Gmail. It’s used for email outreach and mail merges by employees of tech companies like Uber, Google, and even social media platforms like Twitter and LinkedIn.

It’s also the perfect tool for SMBs, solopreneurs, churches, and individuals looking to send out emails.

With GMass, you’ll be able to:

But that isn’t the best part!

Anyone can use GMass.

All you have to do is download the GMass Chrome extension, and you’re ready to go!

Wrapping Up

And that’s it!

That’s every useful Gmail tip and Gmail trick that you can actually benefit from when you use Gmail. However, remember that these tips alone won’t help you get the most out of Gmail — especially if you manage a business.

With a tool like GMass to support you, though, these tips can really help you take your email workflow to the next level.

So, why not sign up for a free GMass account today and give it a try?

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