hi everyone kevin here today i want to
show you my favorite top 15 tips and
tricks in gmail i'm sure they're going
to be some new tips today that you
haven't seen before if you want to jump
around this video feel free to use the
timestamps in the description otherwise
let's jump on the pc and let's check
them out tip number one you can undo
send a message in gmail here i have a
message that i want to send to one of my
employees at the kevin cookie company to
nestor wishing him a happy holiday now
i've reviewed the message a few times
i've looked for spelling and grammatical
errors everything looks good to me so
i'm going to click on the send button
now i don't know about you but it feels
like a universal rule of email is
anytime you send a message all of a
sudden all these spelling errors and
grammatical errors just pop up and it
always seems to happen right after you
send it luckily gmail allows you to undo
send well what does undo send mean if
you've sent to mail you've sent it right
well gmail when you click on send it
actually delays when it sends it so if
we go up to the settings gear in the top
right hand corner let's click into see
all settings within settings under the
general tab at the very top there's the
option to undo send by default it's set
to 5 seconds what this means is once you
send a message you have 5 seconds to
stop the message from going out and you
can go back and make changes you can set
it all the way up to 30 seconds giving
you a little bit of buffer before that
message goes out i'm going to set it to
30 seconds and then i'm going to save it
back within my inbox i'm now composing
my message to nestor here everything
looks good i can click on send and i
just realized actually i made a lot of
mistakes in that message here on the
prompt on the bottom i can undo send it
by undoing it that'll open up the
message again and i can now go through
and make any corrections and once i'm
confident it looks good i can then click
on send tip number two you can schedule
send messages in gmail so you can
compose your message and then you can
define when the email goes out here at
the kevin cookie company my employees
have been working so incredibly hard in
fact they've been working a lot harder
than i've been working so i need to give
the appearance that i'm also working
equally hard and there's no better way
to do that than to send an email in the
middle of the night i've composed my
message thanking them for all their hard
work down below in the left hand corner
you have your send button and right next
to that there is this down arrow with
additional send options when i click on
this i can now schedule send my message
when i click on schedule send this opens
up a prompt with a few of the more
popular options i could send it tomorrow
morning at 8 am this is also when people
most frequently check their email i
could also set it for the afternoon or
even the next day's morning however once
again i want to make it seem like i'm
working very hard so i'm going to pick a
date and time and here why don't we set
it for maybe the 15th and instead of 3
21 pm let me set it 4 am here i'm going
to click on schedule send and my message
is now scheduled to see all of my
scheduled messages over on the left hand
side there's a category 4 scheduled when
i click on this here i can see the
message that i have scheduled if i want
to go back and make any edits to this
beforehand i could cancel the send make
my changes and then i could schedule it
again
tip number three you can set up
templates to make responding to email
even easier here at the kevin cookie
company we get lots of customer feedback
here it looks like we got some negative
feedback on our cookies and i'm going to
have to respond to this person if i go
to the next message here's yet another
piece of feedback on our cookies now i
could type up a custom response but that
takes a lot of time instead i want to
use templates to use templates let's go
up to the settings gear in the top right
hand corner and click on that once this
opens up let's click on see all settings
within settings let's go all the way
over on the tabs to the one that says
advanced within advanced the second one
down is templates let's click on enable
and then click on save changes here's
the customer's message let me send some
feedback first i'll click on reply and
let me type in my response to this
customer
down in the bottom right hand corner i
see an ellipse with more options when i
click on this i now have an option
called templates within the templates
message i can save this message or this
draft as a template i'm going to click
on save as new template i can now type
in a name for this template i'm going to
call this customer feedback and then
click on save now that i've saved it i'm
going to respond to this customer by
clicking on send now let me go to the
next message where i had another
customer with feedback here again i'll
click on reply let's go down to the
ellipse and here i have my templates
here's my customer feedback template
when i click on this this simply inserts
the response for me
down below if i click back into
templates i could also go through and i
could delete templates and i could add
additional templates so this makes
responding to questions super easy tip
number four you can customize your email
address to make it easier for others to
remember and also to filter and track
your email messages here in the first
example you can insert a period into
your email address google ignores
periods in email addresses at gmail.com
so you can use them to your cart's
content so here i could insert
kev.strat.6 at gmail.com and i'll still
receive the email just fine why would
you ever want to insert a period well
maybe you have an email address with
firstnamelastname gmail.com you can
insert a period to help break it up and
make it easier for others to parse not
only does google ignore periods but it
also ignores the plus symbol and any
text that appears after it so here once
again with kevstrat6 gmail.com i can
insert the plus symbol and then type in
some text i've now inserted some text
and this email will also arrive at my
email address just as it normally would
so why would i ever want to insert this
well this helps me track back who i gave
the email address to so let's say maybe
you sign up with a retailer and then
they start spamming you or maybe they
provide your email address to someone
else you'll be able to track back who it
was you can also design filters based on
these email addresses i've now inserted
both email addresses in the to field
let's try sending the email just to
confirm that it still goes through i've
now sent the email and here in my inbox
i see the message when i look up above i
see the variant with the plus and also
with the periods so once again i could
filter messages on this and i could also
track back who sent me this email and if
someone sold my email address tip number
five you can turn on dark theme in gmail
to give your eyes a break especially
after a long day of sitting in front of
the computer to turn on dark theme it's
pretty simple go to the top right hand
corner and click on the settings gear
this opens up the quick settings menu
and right here you see an option called
themes you can select one of these
images or we could click on view all to
see all of the different options when i
click pick your theme i could choose a
photo and when i pick a photo i have a
few different options i could adjust the
text background so i can make it light
or dark i could vignette or i could also
blur the background if i go down here i
have a true dark theme option where it
simply applies a dark background and
then my text is light while this is a
lot easier on the eyes once i'm all done
i simply click on save and my new theme
is now in place tip number six i can add
a reading pane into gmail to make it
easier to get through all of my email
messages here today when i click on one
of my messages the message takes over
the full screen and i no longer see my
inbox i have to click on this back arrow
to return to my inbox instead in the top
right hand corner i can toggle on what's
called split pane mode when i click on
this this splits the pane and here now
if i click on one of the email messages
i can review the message over on the
side this makes it a little bit easier
to get through my messages also once
again in the top right hand corner i can
click on this drop down arrow and i can
adjust the location of the split i can
apply a vertical split or i could also
apply a horizontal split and here i see
my message underneath the inbox tip
number seven you can read your gmail
messages while you're offline let's say
you don't have any internet access you
can still access all of your email
messages how do we take advantage of
this well let's go to the top right hand
corner and let's click on the settings
gear once the quick settings menu opens
up let's click on see all settings
within c all settings let's go all the
way over to the right hand side of the
tabs and click on offline here's an
option that says enable offline mail
when we turn this on it'll tell us how
much storage space it'll take on our
computer and also how many emails you
want to store here i could store emails
from the last 30 days you could go all
the way up to the last 90 days you could
decide whether you want to include
attachments or not also if you log out
of gmail you have to decide whether you
want to keep the data on your computer
or whether you want to remove it once
you're all done configuring your
different settings you can save the
changes then if you're offline all you
have to do is open your browser and
navigate to the website mail.google.com
and your inbox will pop up just like it
normally does any email that you send
while you're offline will simply be in a
queue until you get back on the internet
tip number eight to really become a pro
at using gmail you should really take
advantage of keyboard shortcut keys now
you could simply fumble around with your
mouse and click on the different
elements on the screen but if you had
used keyboard shortcut keys you would
already be done the one keyboard
shortcut key that will unlock all the
rest is shift and question mark when you
press shift and question mark that'll
show you all of the different keyboard
shortcut keys at the top you see all the
ones that are enabled by default
down below you can see additional
shortcut keys that you can enable simply
click on enable and then you'll be able
to take advantage of these as well tip
number nine you can mute noisy
conversations in your inbox if you're no
longer interested in reading any
subsequent messages here for example it
looks like i got a response from one of
my customers when i reply to their
feedback here they sent a message i
responded with a very generous offer of
2 percent off on a future cookie and
here it looks like the person came back
and they're upset with that now i don't
want to deal with any more of the back
and forth of this i feel like i was
completely reasonable i can simply right
click on this message and within this
menu there's the option to mute the
message once i mute the message i'll no
longer see any subsequent replies let's
say that maybe i didn't want to mute
that and really the customer is the king
and i probably should respond so i was a
little quick on muting the conversation
i can go up to search on the top and i
could type in label colon mute when i
type that in it'll show me all of the
email messages that have the label mute
here now i can right click on the
message again and i could go to unmute
and now the conversation will be right
back in my inbox where i should probably
respond to this customer tip number 10
you can switch between multiple email
signatures what is an email signature
well a signature gets appended to the
bottom of any email that you send to
access your email signatures when you
have a new message open go to the bottom
and there's the option to insert a
signature let's click on that this opens
up a menu and currently i have it set to
no signature let's click on manage
signatures this brings me into settings
under the general tab down to the
signature section here i can now create
a new signature let's click on this i'm
going to call my main signature the
default and then click on create this
opens up a screen where i can now create
my email signature down below i could
decide whether i want to simply use it
for new emails or on replies and
forwards i want to simply use it on new
messages i have one signature in place i
can also add another signature let's
click on create new for this signature
i'm going to call it promotion once i'm
done i'll click on create here now i've
created a signature for one of the
promotions that we're running and i now
have both of my signatures all set back
in my inbox when i click on compose
you'll see a new message appear with my
new email signature down below i can
click on the signature icon and i can
switch between all of my different
signatures i could go with no signature
my default signature or the promotion
signature so here i could quickly toggle
between all of my different signatures
tip number 11 i can use stars and many
different types of stars to help
organize my email here in my inbox when
i click on a message i can start with a
gold star this will add the star label
and it'll show up within the star
category however i only have by default
one type of star we can add many more
types of stars to do that let's go up to
the settings gear in the top right hand
corner when we click on this let's click
on see all settings this drops us within
the general view of settings and about
halfway down we have a section for stars
right now i see that only one star is in
use and that's the gold star i can
customize this by dragging stars up or
dragging stars down i could also go with
different presets here i could go with 4
stars or i could even select all of the
stars for now i'll go with four stars
then let's scroll to the bottom and
click on save changes back within the
main view here now i could insert all
types of different stars on my email
messages here if i click on it again now
i have the blue star here i'll click on
it three times and i have the green
check mark and here i could click on it
even more and now i get this red
exclamation mark if i hover over it i'll
see what the name of this star is here
this is called the red bang if i click
on starred over on the left hand side
here i'll see all of my different
starred messages let's say though i only
want to see my red bang messages first
off i'll hold the mouse over so i know
the name of this star it's called red
bang if i want to filter down to just my
red bang messages i can go up on top and
within the search field i can type in
has colon and then red dash bang now i
could click on search and this will show
me only those messages with a red bang
tip number 12 let's say you're planning
on going on vacation you can set up a
vacation responder so whoever emails you
while you're out they'll get an auto
response and you can really use it for
any time you're going to be away from
email for some time to be able to use
this in the top right hand corner click
on the settings gear and then click on
see all settings within the general tab
at the very bottom of the screen we have
our vacation responder you can turn it
on and off i'll turn it on you can also
indicate the first day of your vacation
and then you can also set the last day
if you don't check this you can manually
turn it off once you return here you
could set a subject down below you can
type in your message and i'll type in a
quick message in here you could also
decide whether you only want to send it
to people in your contact list or not
once you're ready to go simply click on
save changes and whoever emails you will
now get an auto response at the very top
i can end the vacation responder and i
could go back and modify the settings
now i'm not really on vacation so
unfortunately i'll have to end now tip
number 13 you can reduce the amount of
space that your gmail account takes with
a free google account you get 15
gigabytes of space and that's shared
across gmail drive and also google
photos let's say that your gmail is
eating up a big chunk of that up in the
top search field click on that and then
click on this down arrow you can
identify all emails greater than a
certain size any email bigger than 10
megabytes is fairly large so let's type
in 10 and then click on search
this will give you a list of all of the
emails that are consuming a lot of space
if you no longer need the email you can
delete it and that'll start to free up
some space in your gmail one of the best
ways to proactively save space from your
email is rather than attaching files to
insert a link to drive now typically
let's say you want to send photos or
maybe a document you'd come down here
and you'd click on the attach icon the
downside with that though is it consumes
space in your sent email and then
whoever you send it to it consumes space
in their inbox instead you can insert a
file using drive why would you want to
do this well the file is stored in the
cloud so it won't contribute any space
to the email so you're saving space and
your recipient is also saving space as
an extra bonus let's say the recipient
wants to go in and maybe edit a document
when they make their edits they're
editing the version in the cloud and
they won't have to attach it and email
it back to you so once again you're
saving space yet again so use drive
links in the future and that'll help you
reduce the amount of space your email
consumes tip number 14 you can access
your gmail in outlook or any other email
client to enable this let's go up to the
settings gear in the top right hand
corner and then click on see all
settings within settings go over to the
tab that says forwarding and pop imap
when you click on this you can use
either pop or imap to access your emails
via your email client what's the
difference well with pop it's going to
download all of the messages to the
email client with imap on the other hand
you're going to edit messages that are
in the cloud so it's your choice which
one you want to use for now i'll enable
imap and then click on save changes
within microsoft outlook within the file
menu there's an option to add a new
account click on this and you could run
through the prompts and you'll then have
your gmail account in microsoft outlook
or whatever other email client you're
using tip number 15 and this is the very
last tip of the day by default when we
look at all of our messages in the
google inbox they're sorted in
chronological order but you don't have
to stick with this there are also many
other ways to prioritize your inbox now
in the past google had an inbox called
priority inbox unfortunately they cut
that but they brought those capabilities
to gmail once again let's go up to the
settings gear in the top right hand
corner and click on settings within
settings you can choose what type of
inbox you have the default one well this
is the standard where you simply see
messages in chronological order you can
adjust it so you see important messages
first and google could help you over
time identify what messages are
important you could also order it by
unread first starred first and then
there's also an option called priority
inbox so this is priority inbox now
joining together with gmail you can also
see multiple inboxes on one screen so
you can play around with these to see
what type of inbox type works the best
for you alright well those were my top
15 tips and tricks in gmail if you
learned some new ones please give this
video a thumbs up to see future videos
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below alright well that's all i had for
you today i hope you enjoyed and i hope
to see you next time bye
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