Make Friends with Gmail for Business And Become a Time Saving BADASS!

On, February 7, 2007  the email god, Paul Buchheit at Google, blessed our nation with Gmail (signal flying doves and Hallelujah music). Gmail was the first email platform to offer free Gigs for email storage, which other domains didn’t have. People freaked. Previous emails used to only offer a limited amount of space for stored and incoming emails. So if you ran out of space, you’d stop getting emails. You had the option to purchase more space. YEAH ok, or not. So you could probably guess that Gmail became the email domain to have.

Fast forward to 2016, people have a love/hate relationship with email. You know you gotta use it, but you hate the enormous time suck it has become.

Did you know, a  2012 study revealed that workers spend more than a 25% of the day reading and answering emails.

This may be happening to you but fear not!! We are going to help you streamline your email practices and save you countless hours, and make you a GMAIL Genius!  

Don’t Worry you can still use your company email address

I know what you’re thinking I don’t want my emails ending in gmail.com!! Don’t worry they don’t have too. Once you get this setup you’ll be able to use all the awesome gmail features with your company email. What’s great about gmail is the ability to function as the centralizing hub for all your other email addresses so that everything is in one location.

Step 1. Open your Gmail, and click the gear icon
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Step 2. Scroll down to Settings and click

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Step 3. Under Account and Import Tab

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Step 4. Import mail and contact section allows to you add other emails from different domains. Send mail as: allows you access to send emails from Gmail as another email. Check email from other accounts will bring in messages in other email account you own.

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Boomerang

Boomerang is a chrome extension that is a MUST HAVE  to help manage your Gmail. Boomerang is a super cool extension that allows you to set up emails be sent at a specific time, arrange an email to be resent to your inbox from yourself as a reminder, track emails and read recipients, as well as adding notes to an email. 

Step 1. Open up chrome web store. Search boomerang in search bar. MAKE SURE to have extensions tab highlighted

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Step 2. Click add to chrome

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Step 3. A small icon will appear in top right corner next to address bar.

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Gmail Labels, Filters, and Stars 

Do you have that one customer that keeps sending you a ton of emails? Gmail labels are a fancy way to organize the many emails you are receiving into personalized categories. Think of them like folders. Under settings and label tab, you can add/create labels where you can set a particular email to be placed to a label, so you don’t have to search all over the place for emails from one client.

Google Labels

Step 1. Open your Gmail, and click on wheel icon(this is you Menu)

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Step 2. Scroll down to Settings and click

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Step 3. Under Labels tab, scrolls down to the Create label section where you can add your own
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Gmail Filters

Gmail filters is an extension of labels where you can set up incoming emails to be automatically sent to a label, archive, delete, starred, or forwarded.

Step 1. In your Gmail account, go to your menu and select settings

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Step 2. Under your filter and blocked addresses tab. Select the create a new filter link.

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Step 3. A search menu will appear, this is where you enter in a certain email address, words or phrase, subject etc. (In this example, I have entered all email sent from help@socialmediadaredevil.com) you will then click the Create a filter with this search link.

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Step 4. Options will then be given to you for what kind of filter you are looking to do for your search items. You can set filters like having all emails that are from X email address skip going to the inbox and sent to those fancy labels we just discussed. This will end with your inbox less cluttered, and your email nicely organized!!

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Gmail Stars

Gmail stars is another label system where, based on the importance, you can star it to a particular color to show that importance.

Step 1. Go to your menus and select settings

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Step 2. Under General, scroll down until you have reached the stars section. You have an option to have 1 start, 4 starts or all of them. You also have the ability to drag and change the colors of the start you choose.

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Gmail Advanced Search

Ever have that moment when you can not find an email to save your life? Yeah, happens to me all the time. Well thanks to Gmail handy dandy advanced search option, nothing will go left unfound again! Advanced search filters through all of your email at once and can locate a particular email based upon the criteria you enter. This tool is a real timesaver!

Step 1. Open Gmail and click the down arrow in the search bar at the top of your page.

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Step 2. The advance search options will appear. Here you can tell Gmail what, who and what not and who not to look for. Looking for a specific email with an important attachment? Just make sure to select the Has Attachment tab 

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Set an Auto Signature

Don’t you always get annoyed when you always have to say thanks, from, official title, and contact info at the end of every email you send? Well auto signature places that information in every email you send so you don’t have to.

Step 1. Open your Gmail account. Go to your menu and select settings

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Step 2. Under your General settings tab, scroll down the page till you see  the the signature: section.  You will then select the email (if you have multiple synced to your Gmail) and in the space below, customize your signature that will be linked with that email. You can have different signatures set for different emails, if you haves more than one.

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Auto Vacation Responder

If you’ve read the 4 hour Work Week by Tim Ferriss you now how effective out of the office responders came be. This lets your customers/ employees/ colleges know how long you will be unavailable, and when they can expect a response from you. It also limits the excessive amount of emails they might send you after the first one was unanswered.

Step 1. Open up for Gmail and go to your settings

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Step  2. Scroll down in your General settings till you find the Vacation Responder section.  Here you can turn it on, set the start and end day (optional) and add the message you would like to have sent to all emails you receive.

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Set up Delegate Access to your account

Setting up Delegate Access to your account allows you to give access to another google account holder so that he/she can sign into your account. This gives them ability to read, send, and delete mail on your behalf but they can not change of your account settings or password.

Step 1. Open your menu and click settings

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Step 2. Under your Account and import tab, scroll down to Grant Access to your account.

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Undo Button for Emails!

Gmail has an undo sender button for the oops emails that you make a mistake on or accidentally send. This is a life saver tool. If you end up sending an oops email, gmail gives you 30 seconds to undo the last sent mail.

Step 1. Open up your menu, click settings and under your general tab slide down to undo send

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Auto Advance

Auto advance is a gmail feature that will automatically show you the next conversation in your inbox after you archive, delete, or mute an email instead of being sent back to inbox every time.

Step 1. Open your menu, select settings and click on the Labs tab

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Step 2. Scroll to Auto-Advance section and choose Enable

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Stop Deleting  Start Archiving

Gmail is built on the idea that you should never have to delete an email and you should always be able to find the message you want. Gmail’s Archive stores all your past emails in one space, leaving space open in your folders.  This will help keep your inbox less cluttered with emails that don’t serve great importance.

Archiving instead of Deleting. By pressing the envelope with an downwards arrow icon Instead of the trashcan icon, your emails are sent to archive.

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Gmail Chat 

Gmail Chat may be one of the most high-tech feature google offers its members.  Gmail chat allows you to video chat with multiple people (up to nine people) as well as being able to view videos and share screen views.

Step 1. Open your Gmail and click on the 3×3 cube icon in the top right corner of screen

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Step 2. Click More at bottom of list

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Step 3. Click the quotient symbol labeled Hangout

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Step 4. Create new conversations and or video chat!

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Save Gmail Attachments to Google Drive

Gmail lets you save attachments you receive through email to google drive, a FREE 15GB space of  storage, therefore you don’t have to take up space in your computer’s storage. 15 GB! A 1GB drive can hold an estimated 595 photos. Imagine how much you can store in 15.

In the message that has attachments you want to store, scroll down to the attachment and hover over the bottom right corner. A small triangle icon will appear next to a downwards arrow. The triangle icon represents google drive. Click on this and the attachment will automatically be saved to your google drive.

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Action Steps!  

1. If you don’t have a Gmail account, GET ONE. Its easy to sign up, so just do it.

2. Choose one or two of your favorite timesavers and implement them.

3. Add more timesavers weekly

4. Finally, keep up with it and ENJOY your more organized email.

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