Time passes, new communication systems are born and die, but the main one for more than a decade has always been the same, E-mails. Today, however, even the services for receiving emails differ between modern and innovative ones, with options for organizing mail in various ways and old-fashioned ones, identical to those of ten years ago, without any improvement.
READ ALSO: The best free e-mail sites where you can create an Email address
Google Mail, called Gmail, is, of course, the most powerful and full of options e-mail service via the web, therefore, for those who have difficulty managing incoming mail, in this article we will see some important tricks that you need to know to simplify management. of new emails received .
It is a question of setting up an automated system to tidy up the mail because, you know, if you leave this task to the user's hand, despite every effort, you will inevitably end up losing the war with disorder.
To automate the Gmail inbox so that you don't have to worry about losing important emails and messages, you can follow these 6 tips, using the internal functions of the google mail site.
This is a compendium of the complete guide to Gmail .
1) Use filters and labels to automatically manage the reception of incoming messages .
I had already talked about this in the past in a general guide article to create Email filters on Yahoo Mail, Hotmail and other mail services including Gmail.
Knowing how to create filters in Gmail is essential to create new ones every time you receive a new message in your inbox which is not automatically cataloged.
So if you have all the received messages listed in chronological order, but without any differentiation, it's time to create filters and labels to sort the mail in various folders according to the sender, subject or other criteria.
Being labels, messages are not actually moved from the general list of inbox but simply filtered and distinguished in the group, making them easier to find and search.
Labels are listed on the left side of the page in the Gmail menu.
When you receive a new email message in your inbox that does not have a label, open it or select it and then press the label button, the one next to the " Other " button to create a new one.
Ideally, a label should be applied to each recurring message .
For example, a label is applied to Facebook notifications, another label is applied to Navigaweb newsletter emails, another to work messages and so on.
Once you have created the new label for a message, to make sure that all the next incoming ones similar to the one are automatically labeled in the same way, open the email, press the " Other " button and, in the drop-down list, click on " Filter messages of this type ".
In this way, a rule is created automatically and quickly whereby, to all messages from the same Email address or the label created is associated.
The filter can be modified by choosing a different criterion such as, for example, if it contains a specific word in the subject or if it does not contain it or if the message has an attachment or not.
Then click on " Create filter with this search " and choose the final action which can be, in fact, to apply to those messages an already existing or new chosen label.
In the Filter, you can also choose multiple simultaneous actions from those available; for example, reply by default, ignore the message, mark it as already read or as important.
For example, purely informative emails that do not need to be opened and read, can be ignored and archived, while those of automatic newsletters can be marked as already read and labeled only to find them when needed.
Creating a default reply for all messages received in Gmail of a certain type can be the best move to lighten the workload when it gets monotonous or to let the sender know that the message has been received and will be replied to soon.
After creating the filter, it is important to remember to put the cross on the Apply filter option also to the corresponding messages to make sure that the rule is retroactive and also applies to messages already received in the past.
UPDATE: Email on Gmail is now organized into special tabs and categories
2) Sending or receiving attachments on Gmail with Skydrive, Dropbox, Box and Google Drive is a great way to prevent attachments from taking up too much space in Gmail.
In addition, without installing plugins, as seen in the news of December, with Gmail you can send attached files up to 10 GB.
3) Convert emails to calendar activities
One of the most interesting things about Gmail is its integration with Google Tasts and Google Calendar.
If you open an email, by clicking on the More menu at the top, you can choose to create an activity linked to the selected message .
Unfortunately you cannot automate the creation of scheduled activities based on emails but you can always create a filter and give the label "possible activities" to new incoming messages.
READ ALSO: Guide to Google Tasks to create lists of activities, events and online appointments
4) Distinguish incoming messages based on the receiving email address .
It is important to note that the filter in Gmail can also be used by distinguishing incoming messages based on the email address to which the email was sent.
This type of filter is useful, for example, if you are using Gmail as a site where you can also receive messages from other mailboxes.
Even better, you can use this filter option with Gmail aliases .
For a Gmail address there are infinite aliases .
For example, if the email address was , the aliases are
For example, it can be indicated as Facebook address or it can be given as work address .
In other articles, other tricks to keep your inbox clean and organized :
- Unsubscribe from automatic newsletters and emails
- Automatic filters for social updates, alerts and newsletters
- Advanced mail search guide in Gmail
