Gmail Tips to Organize and Streamline Your Workflow

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Cool tools from Gmail.

Gmail was launched a little more than 10 years ago and as of today boasts in the vicinity of 1 billion users (probably more than 1 billion as you read this). Are you one of them?

If you are, then I think you’ll be interested in this collection of tips – some of which may be familiar. I find it helpful to revisit even the familiar tips from time to time. Something that I’d skipped over three months ago may have new-found utility at second glance.

So, without further ado, let’s dive in!

Gmail Tips to Help You Get Organized

Multiple Inboxes:  To access this feature you first enable it in Labs and then click the tab for multiple inboxes to set them up. You can use any of Gmail’s supported search expressions to create these inboxes. Some ideas might include:

  • is:starred
  • is:unread
  • has:attachment

This is a handy feature that offers the ability to “slice and dice” your inbox based on the unique ways that you like to store and search for information.

Infinite E-mail Addresses: This is a feature that allows you to further filter your e-mails, while also protecting your privacy. It’s a simple hack that’s been around for a long time, and may be worth a second look for you.

Here’s how it works: You can reformat your Gmail address by inserting a plus sign followed by a word of your choosing.  This allows you to filter your in-coming mail using specific addresses as organizers. So, for example, you could sign up for newsletters using one address ( The you could sign up for forums using another ( Your incoming e-mails can then be sorted accordingly.

You can also use this feature to get even more specific for particular items you want to label and sort. Whatever follows the “+” character will be used as the filter. You just need to remember to use that address for the items you want to flag.

Two More Useful Gmail Tools

Undo Send: How many times have you sent an e-mail, only to notice a typo as soon as it disappears from your screen? So, Undo Send is a handy tool that, once enabled, allows you to retract a sent e-mail. This feature becomes available for the timeframe that you set (5, 10, 20 or 30 seconds) and allows you to take back an e-mail, make needed corrections, and re-send it.

Mute: If you’re like me, you receive lots of e-mails that seem to constantly clamor for your attention. The sound can be deafening! And the good news is that Gmail has a mute button! You’ll find it when you click on a message. It’s under “More” at the top of your screen. Using the Mute feature means that these messages will no longer appear in your In-box. You’ll still be able to find them, depending on how you set up your filters – and you can always un-mute threads, as well. This is a button that can cut down considerably on in-box clutter.

What Gmail features do you use? Share your go-to tools here – we’d love to know about them!

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