HomeGENERAL21 Gmail Tips & Tricks To Enhance Professional Communication

21 Gmail Tips & Tricks To Enhance Professional Communication

The Gmail website recently completed 15 years of existence. Along the way, it has seen many enhancements and improvements which make it one of the best email websites. As Gmail is also used excessively for formal and professional communications, we thought of bringing to you 21 such Gmail tips and tricks which will help you level up your game! Read on to find them out.

Gmail tips and features to try:

1. Schedule a mail

It is very easy to schedule a mail to be sent at a particular time on Gmail. For this, on your mail, click on the arrow next to the Send button. This opens a window which suggests certain times which are perfect for mail sending, and you can choose from among them. Or, you can click on Pick A Time and select a specific date and time. Then click on Schedule Send and your mail will be automatically sent on the scheduled time.

Gmail Tips

2. Confidential mode

Confidential mode allows you to send such an email which the person will not be able to forward, download or print. You can also set an expiration date for your email post which it will automatically cease to exist. For the email’s expiration date you can choose from a set of options given. You can also Set An SMS Passcode, wherein the person will need a password to open and view your mail. The email receiver also gets an alert for the email’s expiration date.

Gmail Tips

3. Snooze

Just like you snooze your alarm when it rings, you can also snooze your email notifications on Gmail. For this handy Gmail tips, you need to right-click on an unread mail in your inbox. From the list, click on Snooze and pick a specific time and date. Gmail will give you a notification to read the mail at the given date and time.

Gmail Tips

4. Undo email sending

The amazing Gmail tips allow you to undo your recently sent mail. This undo featuring is automatically set at 5 seconds. After sending out a mail, a small alert appears on the bottom left of the screen, which says Undo. If you click on this, then your mail is unsent. But if you click on the cross of this alert or on View Message option, then you cannot undo your sent mail. Additionally, you can extend this time duration for undoing a sent mail for up to 30 seconds. To do this, click on the Settings option and for Undo Send choose the time from the options available.

Gmail Tips

5. Email signature

For a professional look, every email should end with regard followed by your name, designation, company name and company social media handles. This is known as the Email Signature. But repeating this for every mail sent can be a tiresome task. Thus, you can set your Email Signature, by clicking on Settings. From the list, go to Signature and type and format the signature you want your mails to have. This signature will appear automatically for every mail you write.

Gmail Tips

6. Vacation responder

If you are out of the office for a few days then you can set an automatic response which will go out to any email you receive. This email will state that you are currently unable to check your mail and can be contacted via another mode if urgent. This is known as a vacation response. To set this, go to Settings and scroll to the bottom for Vacation Responder option. Select the responder to be On, the beginning and end dates of your leave, the mail subject and mail body. This will send out an automatic reply to every mail you receive during this period.

Gmail Tips

7. Labels

The Gmail tips allow you to segregate your mails into various Labels or folders. Hence, you can identify each mail into separate Labels which makes it easier to find everything under one roof. For this feature, go to Settings and click on Labels tab. This will show the Labels already in place such as Inbox, Drafts, Sent, etc. You can choose whether to Show or Hide each of these predefined labels. At the bottom of this page, you will see the option to Create A New Label. Click on this option, type the label name you want and select Create. To have your incoming emails automatically go to select Labels, right-click on such a mail and go to Label As. Then select the checkboxes for all the Labels you want and click on Apply.

Gmail Tips

These Labels will appear on the left column of your Gmail window. Furthermore, you can colour code them by clicking on the three dots against any label and choosing a colour from the given options.

Gmail Tips

8. CC and BCC options

CC stands for Carbon Copy while BCC stands for Blind Carbon Copy. If you need to send the same mail to more than one primary person, then you can put those people under the CC category. Additionally, if you need to send the same mail to other people but you don’t want the primary or CC-ed people to know about them, then you put them under BCC category. You can find CC and BCC given on the same row as To in an email. Just click on either CC or BCC to open that row and put in the mail ids you want to send to.

Gmail Tips

9. Text formatting

The aim of writing any email should be to make it stand out. So just like MS Word, Gmail tips allow you to format the mail body. You can change the font style and size, the alignment, add bullets, change font colour or make the font bold and italic, among other options. To do this, click on the capital A next to Send option. This will reveal a full row of available formatting options. You can select the specific text from your mail and format them as desired.

Gmail Tips
gmail tips

10. Smart links

For adding clickable links to your mail, you can just copy paste the URL on your mail body. But this does not look very professional. So to improve upon this, the Gmail tips help you create a backlink by selecting the word or words you want to link. Then click on the icon which says Insert Link. This opens a window to type in the linked URL. Click on OK to complete this step. This hyperlinks the specific text to open to a new page.

Gmail Tips

11. Canned response

If you have to send out a specific mail to people regularly then you can make a set Template. For this, first go to Settings. Next, go to Advanced tab and for Canned Responses (Template) click on Enable.

Gmail Tips

Now when you are writing a mail, click on the bottom three dots to unveil a list. Choose Canned Responses, then Save Draft As Template then Save As New Template. Enter the template name and click Save. To use these templates, open a new mail. Then, click on the three dots again and choose the template from Canned Responses.

Gmail Tips

12. Grammarly

You can install the Grammarly extension on your web browser. This will reveal all errors in your English spellings, grammar and punctuations as well as their corrections. this helps rectify all your mistakes and makes you seem more professional.

13. Mail merge

The Gmail tips for mail merge allows you to send out the same mail to multiple people but specified for each individual, as well as send out a mail to all the emails you have on an excel sheet. Yet Another Mail Merge is such an extension, which you can add to your web browser to use this feature.

14. Mail forwarding

It is very easy to use Gmail tips to have your mails forwarded from your Gmail id to another email id. To enable this, go to Settings from the top-right icon. Under the tab Forwarding and POP/IMAP, click on Add A Forwarding Address. Type your new email id here and click on Next. A small window will open where you have to click on Proceed. This prompts with the message that a confirmation code has been sent to the forwarding mail. Type that confirmation code here and click on Verify to complete this process.

gmail tips

15. Filter E-mail

The Filter Gmail tips help in searching for a particular mail which you are looking for. For this feature click on the Search drop-down icon. This will reveal a page with certain parameters. You can input these details such as the From and To dates to specify the time period. Additionally, you can input the subject of the mail, the words which it most probably does and does not contain, the approximate size in MBs and if it has an attachment or not. Next, you can click on Create Filter to create a permanent filter to keep searching within these parameters. Or else, you can click on Search for a one-time search.

gmail tips

16. Preview pane

Go to Settings, Advanced and then Preview Pane. Click on Enable as this is by default always disabled. You can select the Preview Pane option to view all your mails in a separate window when you click on a mail. This saves you the extra step of going back and clicking on the next mail too. You can select from either horizontal or vertical preview pane options for viewing as well.

gmail tips

17. Priority inbox

The Priority Inbox Gmail tips help in setting a pattern to see your most important emails at the top. For this, go to Settings, then Inbox and under Inbox Type select Priority Inbox. Under Inbox Sections, you can select up to four separate inboxes you wish to create and which emails go into it as well as the maximum limit for each inbox. You also get the option to Hide Section When Empty, which essentially removes that section from your inbox once it is completely read.

gmail tips

18. Spam/block/archive

To Block any email id, click on the mail to open it first. Then click on the three dots on the top-right to open a drop-down list. Next, click on Block to not receive any further emails from this id. Similarly, you can click on Report Spam below the Block option, to forward all the mails from this id to your Spam section, without blocking it permanently.

gmail tips

To Archive your email, click on the mail icon with the down arrow, on the selected email. Archiving an email means storing it for future use but not being important currently.

gmail tips

19. Offline Gmail

The Offline Gmail tips helps in downloading the last 90 days worth of emails for use without any internet connection. To enable this feature, go to Settings, then Offline tab and click on the checkbox for Enable Offline Mail. Next you can choose the duration from 7, 30 or 90 days for email downloading along with the attachments. If you select the Keep Offline Data option, then all your emails will stay even if you log out of Gmail from that computer. Alternatively, if you select the option to Remove Offline Data From My Computer then all the downloaded data will delete once you log out of Gmail on that computer. Then click on Save Changes and Got It for the pop-up window. This feature is only possible on the device where you enable it.

gmail tips

20. Gmail app integration

It is possible to integrate your Google Calendar, Keep and Tasks with your Gmail. The syncing of calendar helps in sending out reminders to everyone for an upcoming meeting via Gmail. For this, click on the Calendar icon on the right corner of your Gmail homepage. This will open a monthly calendar for you. Select the time and date of the meeting and fill out Title, timings, descriptions and participants for the meeting. This Gmail tips will send out a mail for the meeting reminder to all the participants.

gmail tips

Similarly, there is another feature known as Google Keep. With this feature, you can create a task list and share it with other participants. To enable this feature, click on the 9 dots next to your profile picture and select Keep from there. Create your note as a paragraph or a checkbox list. To share this list with other participants, add their email id to the Collaborators and click on Save. This enables them to edit the Note shared with them.

gmail tips

To access the Tasks feature, click on the third icon below calendar and keep on your Gmail homepage. This will further open a small pane where you can input tasks for yourself along with deadlines and repeat options.

gmail tips

21. Gmail + Social

If you wish to categorize your emails before you even receive them, you can add a suffix to the email id you create on certain sites. This can be done by adding a suffix of “+ social” to your email id. The social part can be changed to anything else as well. So if your actual email id is example@gmail.com, then you have to type it out as example+social@gmail.com.

How this helps is that you can filter out all the emails which come to this + id and have them deleted or any other action before even viewing it. So you click on the Search menu bar and fill out the To email id and click on Create Filter. Next, you can choose the action to be carried out to those incoming emails. Select your option from the image given below and click on Create Filter.

gmail tips

View a detailed tutorial on all Gmail tips in the two videos below.

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Heena Siddique
Heena Siddique
Bibliophile. Turophile. Foodie. Tea enthusiast. Shopaholic. Sitcom addict. Movie buff.

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