Gmail Tips and Tricks

Some days it can feel like all we do is manage e-mail.  Below are a few tips and tricks to make this part of our job a little easier:

1. Archive vs. Trash: 
• G-mail has the ability to archive messages.  When you are done reading a message you can select the "archive" button to archive the message.  This will remove it from your inbox, but it will not delete it.  In a sense it is putting it a filing cabinet where you can always pull it up later.  I use the archiving feature for any e-mail that I think I might need later.  You can easily find the message again by using the search bar at the top of your screen.  You can search by many features such as any word in the message, the sender, or the receiver.
• When you select the trash can you will delete your e-mail.  It will be saved in your trash for 30 days, and then it will be automatically deleted forever.  I use the trash for any message that I know I won't need again.  (ie- something that is due that day, or a reminder to complete a task that I have done.)
2. Organizing your Inbox:
• Typically, your unread messages are the ones you want to see the most.  You can reorganize your inbox with just a few simple clicks so that your unread messages appear at the top of your screen.  Click on the gear on the right side of your screen.  Select "Settings".  Select "Inbox".  Then choose "Unread items in the first section". 

          All of your read messages are still available, they are just underneath your new messages.   

   3.  Coding your messages:

• Many of us know that if you click on the star next to your message in the main screen you will "star" your important messages.  However, there are several options for codes that can appear in this same spot.  Select the gear.  Select "Settings".  In the general tab scroll down to "Stars".  Here you can select any of the "not in use" codes and drag them up to the "in use" section.  The codes will appear in the order that you place them in this section.  Below is a screenshot of my codes.  So, when I click on the star in my main Gmail page the ! appears first.  If I click the star again it will turn into the ?.  And, if I click it again, it will turn into the yellow star.  

I hope these tips and tricks help as you try to manage and organize the many messages we all receive each day.