App of the Week: Gmail Archived Mail

What It Is and How to Use It?

 

Need to save that email? Try archiving it

By Scott Orgera of Lifewire.com

We live in a world of seemingly endless emails; many of us send and receive a ton of emails every day. Whether it be for professional or personal purposes, our inboxes can eventually become a cluttered repository of disarray.

While many of these emails are disposable, there are some you may want to keep for future reference. No matter the motive, storing everything in your inbox can become problematic for a number of reasons.

What is the Gmail Archive?

Rather than deleting an email and losing it for good, you can choose to archive it instead. As soon as a message is placed in the Gmail archive, it is removed from your inbox and tagged with the label “All Mail.” These messages remain within your Gmail account and can be easily retrieved at a later time, but for now they are out of sight and out of mind.

Note: If someone replies to an archived message, it’s automatically returned to your inbox.  

How to Archive Email

Sending a message to your Gmail archive is very easy, so much so that many people often mistakenly archive emails by clicking on or tapping the wrong option. For more information on how to retrieve archived messages, visit our step-by-step tutorial.

Archiving Emails on a Computer

  • 1 To archive a message on a computer, first access the Gmail interface via your preferred web browser (Google Chrome is recommended).
  • 2 Select the email or emails that you wish to archive by clicking on their accompanying checkbox(es) so that each of them becomes highlighted.
  • 3 Click the Archive button, represented by a folder with a down arrow in the foreground and circled in the accompanying screenshot above.
  • 4 Your message(s) will now be archived, and a confirmation message should appear along with a link labeled Undo – which will revert this change if clicked on.

 

Archiving Emails on an Android or iOS Device

 

Moving messages into your archive is even easier on smartphones or tablets when using the Gmail app. Simply swipe from right to left on a message in your inbox or other folder and it will instantly be archived, assuming that your swiping settings have not been previously modified.

To validate your Gmail swiping settings beforehand, take the steps below.

Android users: From the menu button, take the following path: Settings > General Settings > Gmail default action and ensure that Archive is selected.

iOS users: From the menu button, take the following path: Settings > “account name” > When removing messages, I prefer to…and ensure that Archive is selected.

Muting Gmail Messages

In addition to archiving individual emails, Google offers a similar feature with one key difference. While messages are still moved to the “All Mail” repository when muted, they are not automatically returned to your inbox when someone replies. To mute a message, take the following steps.

Muting Messages on a Computer

 

  • 1 To mute a message on a computer, first access the Gmail interface via your preferred web browser (Google Chrome is recommended).
  • 2 Select the email or emails that you wish to mute by clicking on their accompanying checkbox(es) so that each of them becomes highlighted.
  • 3 Click the More button, found in Gmail’s main toolbar.
  • 4 When the drop-down menu appears, select the Mute option.
  • 5 A confirmation message should now be displayed, letting you know that the conversation has been muted. Click the Undo button to revert this setting.

 

Muting Messages on Android or iOS Devices

  • 1 To mute a message within the Gmail app on a smartphone or tablet, first select the conversation in question.
  • 2 Next, tap the menu button – represented by three vertical dots and located in the upper right-hand corner of the screen.
  • 3 When the pop-out menu appears, select Mute.

 

What best practices do you have for managing your email? Tell us in the comments below!

Tips & Tricks: 6 Gmail tips, tricks, and hacks to help you master your email

 

 

 

By Nicole Gallucci of Mashable

Have you ever accidentally sent a damning email to someone that you intended to save for the rest of time as a draft? Or made a friend audibly gasp at the sight of thousands of unread email notifications on your phone? Perhaps you’ve run out of storage space on your drive entirely and are paying actual money for more. If so, you’re not alone, but you do need some major Gmail guidance.

The first step to mastering Gmail is admitting you’re not that great at it. You’re here reading this so you’ve done that already. Good. The second step is studying this handy list of Gmail tips, tricks, and hacks that I’ve complied just for you. Easy.

These six tips will teach you the ins and outs of un-sending messages, customizing your account, staying in the loop on the latest updates, and more. You’ll be a Gmail show-off making the most of your account before you know it.

 

1. Save some valuable space

There are two types of people in this world: those with zero un-read messages in their inbox and those with thousands.
If you’re a member of the latter group maybe that works for you, or perhaps you’ve simply lost control of your inbox and are now on the verge of losing sleep at night, just praying that an easy way to free up space in your Gmail account existed.
Okay, let’s not get dramatic. Decluttering that mess might seem impossible but it’s doable. We promise.

Search and delete

Gmail search allows you to specifically filter your messages to locate and delete by sender, file size, attachments, YouTube videos, or other links. Simply type a command into the search bar followed by the key words you’re looking for (ex: “from:mashable”) and Gmail will locate all related emails for you to review and potentially delete.

To start, you might consider searching for larger MP3 or video files to delete — but even if you don’t have any specifics in mind definitely make use of the file size search operator. You can type in “larger:3m” to search files over 3MB and so on and so forth. You can also wipe messages by date range. Typing “older_than:5y” will show all messages older than five years ago, which you can then select, trash at once, and pretend they never existed. 👍 Perfect.

If manual search operators aren’t your thing there’s always the more advanced drop-down search menu.

You can find Gmail’s full list of search operators here, along with search methods that may not have even crossed your mind.

2. Enable ‘Undo Send’ and breathe a sigh of relief

Gmail’s potentially life-saving “Undo Send” feature was introduced in 2015 so you’ve probably heard of it, but if you’re not sure how to enable it it’ll unfortunately be useless to you.

To do so, simply click on the settings gear in the upper right-hand corner of your Gmail account. Select “Settings” from the drop-down menu and check the box labeled “Enable Undo Send.” You’re then given the option to set a “send cancellation period” of either 5, 10, 20 or 30 seconds.

Obviously choose 30 seconds, you know, because not everyone always realizes they made a horrible mistake RIGHT AWAY. (Why does a five second option even exist?)
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3. Organize your inbox for maximum efficiency

Are you an email hoarder who refuses to delete messages? That’s okay, but if you’re going to keep thousands of emails you might want to organize them to make things less hectic. Labels and categories are your friends, but they each serve different purposes. Here’s the deal:

Labels:

Labels are sort of like folders, but the good thing is you can add multiple labels to a single email. To choose or create new labels open an email and click the label tab next to the “More” option above the message.
Once selected the labels will show up beside the email subject. Clicking on them will allow you to see all messages with that same label.

Once new labels are made, they ‘ll show up in the menu list on the left hand side of your account where you can edit and color code for extra customization.

 

Categories:

If you want to separate your emails before you open Gmail take advantage of inbox category tabs. These will sort your emails based on subject matter like “Social” or “Promotions,” so not every message shows up on the homepage.

 

To enable inbox categories go to Settings > Inbox and select “Default” inbox type. Then you can choose which categories you want to use, but be aware you’ll have to have less than 250,000 emails in your inbox for it to work

 

 

4. Personalize your account

While you’re staring at Gmail for hours at work don’t you ever wish it would better reflect your personality? Email is boring as hell, so for the love of your tired, strained eyes please take some time to add flair and color to your account.

⭐ All the stars ⭐

In the email world a yellow star generally signifies a message is important, but by utilizing all the stars and symbols Gmail offers you can use the shapes to organize emails into groups.

To choose which stars you have at your disposal go to the Stars section in the Settings tab. You can choose to use one, four, or all 12 symbols. (Don’t forget to save your settings changes at the bottom of the page.)

Starring an email highlights it and includes it in the “Starred” label, but enabling different colored stars makes it even easier to perform specific searches. For example, if you’re looking for emails with purple stars you can type “has:purple-star” in the search bar and voila.

To access the different colored symbols simply continue clicking the yellow star until you reach the one you want.

Custom themes:

Anyone who’s ever been to a themed party knows themes are a blast, and in this case they have the power to transform an otherwise dull but very necessary communication tool into a low-key enjoyable thing to look at. To choose a theme you can browse some of the lovely options under the drop-down settings gear (island getaway, crunchy leaves, light blue, etc.) or upload your own photo to get even more personal.

 

5. Reclaim your time

No one wants to spend their day navigating Gmail, so here are some hot time-saving tips that will let you get back to Twitter, Facebook, and uh, work, I guess, sooner.

 

Send personalized mass emails

Ain’t nobody got time to individually personalize the exact same email for multiple people… until now. Thanks to a nifty Chrome extension called Mail Merge for Gmail you can send personalized emails to a mass group of recipients at one time.
After downloading the add-on simply create a spreadsheet in Google Drive, then go to Add-ons > Mail Merge and Scheduler > Create Merge Template to make the spreadsheet merge-able. To add recipients either import from your Google Contacts on input the info manually.

Learn more about using Mail Merge here.

Schedule emails like a magician

Another great thing about Mail Merge is it has a built-in scheduler that you can use to send out emails at later dates or times.

Boomerang for Gmail is another service that lets you schedule emails to send ahead of time, and is especially great if you want to get a jump-start on work or simply want to ensure you don’t forget to send something. You can also set reminders for yourself to follow up on messages, which is something everyone could benefit from.

Learn those sweet sweet keyboard shortcuts

Hotkeys have the potential to change your Gmail life, but before you master them make sure they’re all turned on by going to Settings > Keyboard Shortcuts > On.
Once that’s done you’ll have access to dozens of helpful key combinations that will make formatting text, chatting, navigating your account, participating in Hangouts, and much more seem like a breeze.

Google has a complete list of keyboard shortcuts, but you can also type a “?” when Gmail is open to make another list appear.

6. Stay up to date on Gmail news

Gmail is always improving and changing, so one of the best ways to keep up is to test new features while they’re still in beta.

You may be unaware of Gmail Labs, which allows you to do just that. It’s the hub for all things in the experimental stage, which can occasionally become permanent parts of the mailing system. You can test out and enable all sorts of fun features by visiting the Labs tab in Settings. Just don’t get too attached because they could wind up disappearing on you.

And if you’re really afraid of getting Gmail FOMO you can follow Gmail’s official blog for the latest news and updates. (Also, maybe consider closing your laptop and hanging out with some friends IRL because Gmail FOMO should not be a ~thing~).

 

Do you have any tips for using Gmail? Tell us about them in the comments below!

T&T: Everyone uses Gmail, but not everyone knows these awesome tips and tricks

 


By Tyler Lacoma by digital trends

Between Labs, extensions, and settings, there’s a plethora of ways that you can customize your Gmail experience and tweak how emails are handled. Below of some of our favorite methods for managing time and giving Gmail an extra boost when it comes to organization.

SEND AND ARCHIVE IN ONE STEP

 

Here’s a trick to save a lot of time. First, click the gear icon and choose Settings from the resulting drop-down menu. Find the Send and Archive section and check the box beside Show “Send & Archive” button in reply. This adds a new button when you’re replying to an email. Clicking it will allow you to send your response and automatically archive the email, thus removing it from your inbox. It’s a godsend for those who receive endless amounts of email, and one that keeps your inbox free of clutter.

ENABLE AND DISABLE TABS

Gmail has three tabs — Primary, Social, and Promotion — and organizes your emails for you automatically. But did you know you can customize these tabs? If you want to do so, click the gear icon in the upper-right corner and choose Configure inbox from the drop-down menu. This allows you to add new tabs, such as Updates and Forums, or remove any tabs that you don’t like or want. It’s a handy bit of auto-organization for when you’re feeling overwhelmed.

SEE MORE WITH THE COMPACT SETTING

When you click the gear icon in the upper-right corner of Gmail, one of the first things you’ll see in the resulting drop-down menu is an option to switch between Cozy, Comfortable, and Compact viewing modes. Switching to Compact eradicates a good deal of space, allowing you to see more email information on each line. It’s a good setting to go with if you want to maximize your efficiency and see as much information as possible in a single glance.

TAKE BACK AN UNFORTUNATE EMAIL

Whenever you send an email in Gmail, you’ll notice a yellow box that says the email was sent. If you catch it fast enough, however, you can actually cancel the email while it’s in the process of being sent. If it has already been sent, this option turns in Undo Send, which allows you to correct your mistake with a couple clicks. If you don’t see the feature, click the gear icon in the upper-right corner and select Settings from the drop-down menu. Then, check the box beside Enable Undo Send in the Undo Send section. Here, you can also set a 5-, 10-, 20-, or 30-second cancellation period.

SEND MONEY INSTANTLY

Whenever you start to compose an email in Gmail, you can hit the dollar sign — or the pound sign, if you’re located in the United Kingdom — to use that email as a vehicle for sending money. It allows you to set an amount and input, or choose a payment method. When the recipient gets the email, they can “activate” the payment and the transaction will occur. Could you just use PayPal? Yes, but this option is just as useful when it comes to making quick, small payments.

USE SMART REPLY TO SAVE TIME ON RESPONSES

In the mobile version of Gmail, there is currently a feature called Smart Reply. It uses some of Google’s AI tech to automatically create a few quick responses (somewhat modeled after your email behavior) that you can immediately send. These range from a basic “thanks!” to more complex questions based on the email you are responding to. It doesn’t always work, but for simple responses, it can help you save a lot of time on your mobile device.

SAVE SPACE WITH DRIVE

If you can’t fit a file on an email or prefer not mess around with attachments, use Google Drive instead. Every Compose window comes equipped with a Drive icon, which allows you to quickly attach Drive files from within your browser. It’s also handy if you need to share files that aren’t stored on the device you’re using… as long as Drive is one of the common storage options.

SYNERGIZE WITH LINKEDIN

One of the great extensions to use in the business world is Rapportive, a Gmail extension that links the sender’s contact information with social media, specifically LinkedIn. Open an email from someone with a LinkedIn account and the tool will immediately show their profile information in a sidebar, along with links to their various social media accounts. It’s one of the best networking tools available if you regularly use Gmail.

USE CANNED RESPONSES TO SAVE EVEN MORE TIME

Gmail Labs are experimental extensions that you can enable for free. Labs don’t always stick around, but Canned Responses has been on the block for years, so we feel confident recommending it. Head over to the gear icon, choose Settings, and click the Labs tab. One of the labs should say Canned Responses. Enable it, and you can create email templates that you can immediately copy into an email and tweak as needed. It’s ideal for customer service or tracking down leads.

DELEGATE SOME OF YOUR EMAILS

Gmail offers a service that allows you to set up a series of delegates. These delegates have the ability to read and respond to your emails, and even manage your contacts, although they can’t chat or change your settings. Setting up delegates is useful if you are a busy professional and need an employee or team member to step in and check the latest responses when you simply don’t have enough time.

TRY IFTTT CONFIGURATIONS

IFTTT or “If This Then That” is a smart device platform that allows you to customize a variety of responses and scenes for your smart home. It also works with a lot of other things, including Gmail. Here are some examples of the IFTTT ideas already created by people and ready to be used. With the right recipe, you can save files directly to Drive, automatically sync Evernote and Todoist, trigger notifications, and carry out a bunch of other useful actions. Find the options that are best for your life, and you can transform your Gmail experience into something twice as useful.

Which email service do you prefer? Any cool hacks you’d like to share? Let us know in the comments below!

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