Are you a fan of Gmail? Then use these most useful Gmail Tricks and Tips to enhance your Email activities.
Google-owned Gmail is a free, secure, and easy-to-use webmail. It allows you to read and respond to messages online and offline. Don’t need to delete old messages to save space even if it has 15 GB of free storage.it categorically divides the social and promotional messages and blocks the spam messages before receive into your email.
Still, many people might not be known the hidden advantages of Gmail and its best features. Present here I open the best unknown features of Gmail and its main advantages.
More than 500+ billion people installed Gmail into their different types of devices as well as recently Google Meet integrated into Gmail to conduct video conferences.
Hence it is very flexible for work from home people to join or start video meetings with organization people or private ones, so you don’t need to find an alternative option.
Let us now going into the deep check of Gmail Advantages.
The Best Advanced Features of Gmail
1.Find when a recipient reads your email
The first tip is how to know if someone read your sent mail? For example, Jhon is an IT project manager who has been sent an important email to his subordinate employees but he has no confirmation from recipients whether employees read the emails or not.
Because of this confusion, Gmail has a feature to set up read receipt when you send an email to acquire the status of Gmail.
If you’re sending someone an important email, find out when they opened it by setting up a receipt they read.
The read request is sent to each recipient in the To and Cc fields, but not to the recipients of the Bcc field, mailing list, or an alias.
Steps to send a read receipt with an email
Go to Gmail, write your message.
At the bottom of the Gmail Compose window, click more:>and then Request read receipt.
Click on the Send button. You’ll receive a notification email when your message is opened/read.
2.Filter Your Gmail Message with Label and sort options
Daily, you can receive incoming unlimited messages from different resources. But that messages, you don’t want open now, according to priority. So label and sort messages with the Gmail filter option to manage the emails easily.
Automatically apply labels to classify incoming messages, such as customer feedback or project-related messages.
Do you get messages you don’t need now, like forum posts or newsletters? Allow Gmail to automatically archive them so you can keep a mailbox clean and read them later.
Label and sort receiving messages automatically
At the top search box, click the down arrow.
Enter your search criteria.
At the bottom of the search window, click on Create filter.
Check the Send template box and choose a template.
Click Create filter.
3.Create filter for Calendar responses from Gmail
Are you receiving further 100+ written calendar responses? many disadvantages came from individuals and companies. Then filter the calendar reply in Gmail automatically.
If you receive Google Calendar replies you don’t want in your inbox? Allow Gmail to filter them automatically to keep a mailbox clean.
Set a filter for calendar replies
Open Gmail and on the right side of the search box, click the down arrow.
In the Two fields, enter your email address.
After you have contained the words, enter the invitation. ics or invitations.
Check the attachment box.
Click Create filter.
Apply the label box and select the label to automatically sort the incoming event response messages.
Check the Skip Inbox box (archive it) to move reply messages from the inbox. Don’t worry, you can see them later if necessary.
Click Create filter.
4.Automate Replies to common messages
Are you a blogger or tutor? receiving the same messages repeatedly about the same question, then write and save the reply message once with the automated reply option and send it automatically.
You can use Gmail to automatically reply to messages that meet your criteria with the saved reply.
Automate answers to customer questions about opening hours, locations, and other general information.
If you receive a technical support email, Gmail will automatically forward it to the correct person and send a confirmation message to the customer.
Tired of typing the same answer every time someone sends you a simple question?
Write your answer once and save it with predefined answers. Then, set up a filter with information that contains keywords or content.
Set up Automate email replies
In the search box at the top, click the Down arrow symbol.
Enter your required search criteria.
At the bottom of the search window, click Create filter.
Choose the Send template box and select a template.
Click on Create filter.
5.Send an Emails in different languages
Don’t you know the English language? or the recipient couldn’t understand a foreign language other than his native language. Then Gmail offers you Google input Tools to send an email in different languages.
Use Google’s Input Tools to type different languages so you can communicate with international teams or customers.
Steps to Enable Google input language tools
In Gmail, click Settings.
On the General tab, scroll down to the Language section.
Click Show all language options and check the Enable input tools box.
In the Input Tools window, double-click the All-Input Tools field to select the desired input tool.
The tool automatically switches to the Selected input tools field.
Then, Click OK.
At the bottom, click Save Changes.
6.Make Gmail your default email program
You can make your Gmail your default email program when you click on email links in the Chrome browser
When you click on email links on web pages, you can automatically open them in Gmail instead of on the desktop client.
Set up Gmail as your default email program. By clicking on Pre-compiled email links: the Gmail compose window opens in a new tab with the Email address field.
Note: this works out on Chrome Browser only.
Guide to make Gmail as the default email program.
Open the Chrome browser, click More, then Settings.
At the bottom of the page, click on Advanced.
In the Privacy and Security section, click the right arrow next to Site settings.
At the bottom, click the right arrow next to the handlers.
Enable Allow sites to ask to become default protocols handlers (recommended).
Open Gmail in your Chrome browser.
In the browser’s address bar, click Service Manager.
Click Allow and then click Finish.
7.Sign in to multiple Gmail accounts at once
Are you using the old process to sign in and sign out from Gmail? Now it is not requiring, you can sign in to multiple Gmail accounts simultaneously.
Tired of going out to switch accounts? Add all your accounts to your computer or mobile device and quickly switch between them.
Adding Multiple Gmail Accounts
In Gmail, in the top corner, click on your profile photo, then click Add account.
Log in to your other account.
In the upper right corner, click on your name and choose a different profile to switch accounts.
To add account in Mobile
Open a Google app like Gmail.
From the Menu and tap the login. In some applications, you must first click Settings.
Click Manage account.
Select the accounts to add. If the account is not listed, select Add account or add another account and follow the login steps.
Switch between accounts by pressing the menu and the account you signed up for the account you want to switch to.
Adding Gmail to web Browser
In the Chrome browser, in the upper right corner next to the address bar, click on your profile picture.
Click Manage people.
Click Add person.
Enter a name, select an image and click Add.
Sign with the Google Account you are adding.
All settings and bookmarks are automatically synchronized.
To switch between accounts, click on your profile picture and select a different profile.
8.Send an Email from multiple addresses
Use multiple Gmail address accounts to send an email to different customers. Unique address emails allow customers to understand easily what was the message?
Do you have many email accounts? Set up Gmail so that you can send messages from any account without having to switch between accounts.
The people you send email to see the selected address listed as the sender.
For example, if you reply to customer emails with an alias addressed to the customer (for example TVsales@srinivas.com) instead of the usual work address (for example shopkeeper@srinivas.com).
Reply to work emails with your work address, but not from your personal inbox.
Manage multiple accounts in one mailbox
Note: You must already have the address you are trying to send.
After setting up your email addresses and aliases in Gmail, do one of these:
If you are composing a new message, click on the link and select the address.
If you reply to the message, click the field in which the recipients are listed, then click.
In the drop-down menu next to your address, select the address you want to use to send your email.
9.More advanced Gmail Features to include add-ons and scripts
Gmail to which you can include add-ons and Google apps scripts to extend the functionalities of Google Docs, sheets, slides, and forms in Gmail.
Google Apps Script is a rapid application development platform that can quickly and easily create business applications that integrate with? G Suite.
Mail writes advanced JavaScript code and has access to integrated libraries for your favorite G Suite applications, such as Gmail, Calendar, Drive, and more.
There is nothing to do you they give the code editor directly in your browser and your scripts are run on Google’s servers.
The application script is versatile. Among other things, you can:
Add menus, dialog boxes, and custom sidebars to Google Docs, Sheets and Forms.
Write custom functions and macros for Google Sheets.
Install the add-on
Open a document, spreadsheet, presentation, or form in documents, sheets, slides or forms.
If you are using documents, sheets, or slides at the top, click Add-ons and then get Add-ons.
If you are using forms, in the upper right corner, click More and then click Add.
(Optional) To view a brief description of the add-on, report it. To view the full description, click Add-on.
Click the add-on you want to install, then click Free.
If necessary, review the login message and click Allow.
Create a Google App script
Open a document, spreadsheet, presentation, or form in documents, sheets, slides, or forms.
If you are using documents, sheets, or slides at the top, click Tools and Script Editor.
If you are using forms, in the upper right corner, click More and then click Script Editor.
Create your script.
10.Send professional-looking newsletters
Have you been running a small business company? Do you want to send professional-looking letters to your customers to impress them? Here Gmail helps you to create various types of newsletters for free.
Send professional-looking newsletters, such as announcements of upcoming events or project milestones.
Create a newsletter with Docs and Gmail
If you haven’t already done so, create a group to send your newsletter. Select the group type of the email list. For details, see Introduction to groups.
In Google Docs, click Template gallery.
Click on the newsletter template you want to use.
Make any changes to the template and add the newsletter text.
Tip: You can target your newsletter individually to each recipient so they can see their name as their beloved Cassie.
In Google Docs, click Add-ons, then get Add-ons, and then search for Mail Merge.
Click Edit, then select All.
Click Edit and then Copy.
In Gmail, compose a new message and paste it into the copied newsletter.
For recipients, enter your group’s email address.
When you are ready, send your email.
Create a newsletter using third party apps
In the Chrome browser, go to the Chrome Web Store.
In the search bar at the top, enter the newsletter.
Click on the app or extension to read more information about the service. Some are free, others are free.
When you find the app or extension you want to use, next to it, click Add to Chrome.
Open the app or extension and follow the instructions to create your newsletter.
11.Protect Email messages in confidential mode
If important Messages should be pass between and receiver and you, Gmail provides you confidential mode to send emails. Using it, protect your high confirmation subject from unauthorized access.
Set an expiration date for messages, revoke access to messages and attachments at any time, and disable access to recipients’ forwarding, copy, print, and downloading material.
Note: Confidential mode helps prevent recipients from accidentally sharing your email. However, recipients could not be prevented from taking photos of screenshots of messages or attachments.
Recipients who have malicious programs on their computer can still copy or download messages or attachments.
Use stealth mode to send messages and attachments.
Open Gmail and click on Compose Plus icon.
At the bottom of the window, click Turn on secret mode.
Note: If you have already activated Reserve Mode for the email you are editing, open the email and click Edit.
Under Set Expiration, click the down arrow below and select Date.
Under Passcode Request, select an option:
No SMS passcode: If the recipient uses Gmail, they can open the message directly. Recipients who do not use Gmail receive the passcode via email.
SMS access code: Enter the recipient’s phone number. The passcode is sent by text message.
Click Save.
If you choose an SMS passcode, enter the recipient’s phone number.
Click Submit.
To open Confidential Email
If you use Gmail:
Go to Gmail and open the message.
If you don’t need an SMS passcode, you’ll see the email when you open it. If you are using another email client, open the email, click on View Email, and sign in with your Google Account to view the message.
When you need an SMS passcode:
Click Send Passcode.
Check the passcode on your phone.
Enter the passcode and click Submit.
If you are using another email provider:
Open the email and click View Email.
On the new page that opens, click Send passcode. You will be asked to confirm your identity by entering a passcode sent to you by text message or email.
Check your passcode on your phone or email.
Enter the passcode and click Submit.
12.Gmail option to send a PDF from Acrobat
The best-hidden feature of Gmail is to view or comment on a link to a PDF document. A shared document opens in any browser on any device. The document is stored securely in the Adobe Document Cloud.
Recipients receive an email with a link and can click on the link to view and comment on the document in the browser; No access is required.
Share the PDF
Open PDF in Acrobat DC or Acrobat Reader DC. Sharing tools are displayed in the upper right corner of the toolbar.
Sharing tools for PDF files
You can share a PDF file using one of the following methods:
Share an anonymous or public link to the file.
Share the document as an email attachment.
Send personalized invitations to view or comment.
Recipient experience
Recipients receive an email stating that the file is shared with them. An email has an open button and a link to the sharing document.
Clicking on the link or button will open the document in the browser. Recipients can also download the document if needed.
See the example screenshot below showing the email notification received from the recipient.
Conclusion
We have above discussed the best hidden advantageous tips of Gmail and how to implement those in your Gmail. Further explained in the detailed steps to create each experiment to use in your traditional Gmail as more advanced techniques.
Ping below if you know other advantages of Gmail other than the above tips otherwise share this article to help others.
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