Make Gmail Your Productivity Center – Part 4

This is the final part of my multi-part post detailing various features you can use to improve your productivity by using Gmail. If you haven’t read the previous parts, you may want to start at the beginning.

So in the previous parts of this series, I’ve talked about using filters and labels to organize mail, using canned responses to automate repetitive emails, using GMail as a central hub for all of your various email accounts, a little bit about keyboard shortcuts and I told you to enable a whole lot of options in the Labs section which will enhance the Gmail experience.

Since I left you with a lot of functionality but not a whole lot about how to use that functionality, that’s what I’m going to cover next. Let me preface this with something, though. I’m one of those guys who likes to use the keyboard as much as possible. I’m pretty handy with the mouse but if I’m doing to use a system a lot over a long period of time I like to learn how to use it efficiently with the keyboard. One reason I do this is because it makes me feel cool, like I’m sort of awesome hacker or something. You may not have that fantasy, but I do. Anyway, the other reason is that I find it really helps minimize neck and back pain due to reaching and moving too much with the mouse. That being said, maybe you don’t want to use the keyboard. I personally find it faster, but if that’s not a priority for you or you find you manage ok with the mouse, all of your tools are there at your disposal. I don’t really need to tell you how to use them. If you want to know more about the keyboard thing, though, this section is for you.

Gmail was designed with the keyboard user in mind, and you can do almost everything that way. There are a lot of shortcuts available and you’ll have a special tab which lists them if you enabled the custom keyboard shortcuts in Labs. if you didn’t, you can still find them here. So yeah, you can just look there or I’ve stuck them down below in a more ordered format.

Help:
? to bring up shortcut help window, which provides a command list. This is the most important thing you can learn.

Search:
/ to move focus to the search box

Email:
c to compose a new email
o to open a conversation
u to go back to thread list
k for newer conversation
j for older conversation
x to select a conversation
s to star a conversation
m to ignore a conversation
! to report as spam
# to send to trash
p for previous message
n for next message
r for reply
a for reply to all
f to forward
g + i to go to the inbox
g + s to go to starred conversations
g + t to go to sent messages
g + d to go to drafts
g + a to go to all mail
g + c to go to contacts
* + a to select all conversations
* + n to deselect all conversations
* + r to select read conversations
* + u to select unread conversations
* + s to select starred conversations
* + t to select unstarred conversations
Shift + n to update conversation
z to undo last action
. to open more actions menu
Shift + i to mark as read
Shift + u to mark as unread
e to archive
v to open move to menu

Labels:
g + l to bring up label navigation window
l to open labels as menu
y to remove a label
] to remove label and go to previous conversation
[ to remove label and go to next conversation

Tasks:
Shift + t while viewing an email/conversation to add the conversation as a task
g + k to bring up the Tasks window

Google Docs:
g + w to create a blank Google document – I can’t seem to find a way to open a document from the contents of an email without clicking the button on the right

So yeah, there you are. Those are your keyboard shortcuts. What I did to learn this stuff is just made frequent use of the help overlay bye typing ‘?’ and forced myself to do everything with the keyboard until I had it down. Yes, it takes up some time. All of this stuff does, but once you’ve got it all set up in the way you want it, your system is running smoothly and your skills are sharp, it will really enable you to get a lot more done in much less time. Remember to make frequent use of labels, because these really help you find things. I like to keep my inbox as empty as possible by archiving the vast majority of my mail but applying stars and labels in order to find things when I need them again. It really does work better than having to wade through a massive inbox. It’s a great feeling to be able to open up a clean and ordered workspace rather than one that’s cluttered and disorganized and doesn’t really work for your needs.

This is the last post in this series, so please let me know if you’ve found it helpful. This probably isn’t my last time writing about Gmail, as I use it do often. I’m also planning some posts around Google Docs, some of Google’s other tools, and various browsers and extensions which help me get things done quickly. Stick around mindreap if you’d like to see what’s coming. Why not just subscribe now?

Make Gmail Your Productivity Center – Part 2

This is Part 2 of a multi-part post detailing various features you can use to improve your productivity by using Gmail. If you haven’t read Part 1, you may want to start at the beginning.

In Part 1, we talked about filters and labels and how we can use them or organize incoming mail, as well as some additional functionality we can use by enabling the canned response feature in the labs section. In this part, we’re going to go over some more of the standard features Gmail has to offer as well as some more features available in labs.

First of all, head to your settings and take a look at the Accounts tab. One thing I’ve done with the settings in this tab is used one central email accounts as a sort of operator for all of my various accounts. For example, I have several domain names and various email addresses with each of those domains, but I don’t really want to check those accounts manually. For some of them, I’d like to be able to respond from them or at least keep my affiliation with that domain. For others, I’d like to get people to stop sending email to me there and direct them elsewhere. This is fairly easy to do with Gmail.

For each account I own, I have gone into my domain web host settings and forwarded my email address to my central Gmail account. Then I can easily go in and add this account in the Accounts tab in my settings and wait for the confirmation email, click on the appropriate link, etc. By default, I have set my settings to reply as the account to which an email was sent. This sometimes works seamlessly but on some mail clients the recipient will see the message as having been sent “on behalf of” whatever@domain.com rather than just whatever@domain.com itself. This doesn’t really bother me, so I don’t sweat it. If you don’t like this, you may want to look at other options. Anyway, on some of my accounts, I don’t really want people sending mail there anymore. In these cases, I have set my reply address as something else, which is also a part of the settings. It is all relatively easy to set up but if you need more info, I’d be glad to create an in-depth guide on this.

You can also use the Accounts tab to download mail from other address by using POP3, but this isn’t something I do at the moment. Something I do use, though, is keyboard shortcuts. If you’re going to use Gmail as your primary email interface, I’d highly suggest using these. They’re pretty easy to get running – just enable the options in your settings under the General tab. From there, you can use the default hotkeys or you can use customized ones if you enable the Custom Keyboard Shortcuts option under the Labs tab. I recommend this, if just to get the extra Keyboard Shortcut tab under Settings which allows you to easily view and change your shortcuts within the settings menu.

There is one more issue I’d like to touch on quickly today, and that is the issue of previews inside of an email. There are 4 options in Labs which allow YouTube, Picasa, Flickr and Yelp previews in your emails. I don’t have a lot to say about this other than why open something if you can already see it? I’d rather not have to click on a link to see what may be on the page, especially when email is involved. These options just make things a little bit more convenient and make getting through emails a little quicker and more pleasant.

Go on to Part 3 or subscribe now.