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Gmail

Gmail

Find Google Workspace tips and tricks organised by each app.

6 tips found
Advanced Turn Gmail into a Kanban board using Multiple Inboxes

Visually organize your emails by priority or status directly on your home screen.

Go to Settings > See all settings > Inbox tab. Set the Inbox type to Multiple Inboxes. Define your sections using precise search queries:
  • Section 1: is:starred (To Do)
  • Section 2: label:pending (Pending)
  • Section 3: has:yellow-bang (Urgent)
Choose to position the extra panels to the right of the main inbox for an optimal visual tracking similar to a project management tool.
Turn Gmail into a Kanban board using Multiple Inboxes
Intermediate Automate the cleanup of obsolete promotional emails

Create a smart filter to automatically archive or delete newsletters older than 30 days.

In the Gmail search bar, type the following query: category:promotions older_than:30d. Click on the search options icon (on the right of the bar), then click Create filter. Check the Delete it or Archive it box. Confirm by clicking Create filter to keep your inbox clean without any daily manual effort.
Automate the cleanup of obsolete promotional emails
Intermediate Personalize mass emails with native mail merge

Send personalized emails to multiple recipients directly from Gmail without third-party tools.

Activate multi-send mode by clicking the double envelope icon in the compose toolbar. Then, click Use mail merge. You can insert dynamic merge tags by typing @, such as @firstname, @lastname, or @email. The data will be automatically pulled from your Google Contacts or a linked Google Sheet.
Personalize mass emails with native mail merge
Beginner Clean up your inbox by targeting unlabeled emails

Instantly find all emails that haven't been categorized yet to organize your inbox.

Use a hidden search operator to list messages without any tags.

1. In the Gmail search bar, type the following command: has:nouserlabels -in:chats -in:spam -in:trash.
2. Press Enter.
3. Gmail will display only the emails in your inbox that have no custom label applied.
4. You can now bulk-select them to apply a label, archive, or delete them to reach Inbox Zero.
Clean up your inbox by targeting unlabeled emails
Intermediate Create and use email templates

Save time by saving your frequent email responses.

To enable and use templates in Gmail:

1. Go to Settings > See all settings > Advanced tab.
2. Enable the Templates option and save changes.
3. Compose a new email, click the three dots in the bottom right of the compose window.
4. Select Templates > Save draft as template.
Beginner Undo sending an email

Increase the cancellation delay for an email sent by mistake.

By default, Gmail gives you 5 seconds to undo sending an email. You can increase this delay:

1. Click the Settings icon (gear) in the top right, then See all settings.
2. In the General tab, find the Undo Send section.
3. Choose a cancellation period of 5, 10, 20, or 30 seconds.
4. Scroll down and click Save Changes.