Google Apps - GMail Increase your Email productivity | Laurence Svekis | Skillshare

Google Apps - GMail Increase your Email productivity

Laurence Svekis, Web technology Instructor

Google Apps - GMail Increase your Email productivity

Laurence Svekis, Web technology Instructor

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16 Lessons (1h 19m)
    • 1. 0 Gmail Productivity Introduction

    • 2. -1 Gmail Settings Cog

    • 3. -2 Send Email Undo

    • 4. -3 Undo send and Cancellation

    • 5. -4 Conversation View and Reply

    • 6. -5 Attach Large Files

    • 7. -6 Offline and Star options

    • 8. -7 Postpone email and Snooze

    • 9. -8 Gmail Labels

    • 10. -9 Message Filter

    • 11. -10 Canned responses

    • 12. -11 Email Search

    • 13. -12 Email Productivity TIPS

    • 14. -13 Stars and Grant Access

    • 15. -14 KeyBoard ShortCuts

    • 16. -15 Email Tips General

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About This Class


Save time be more productive with your emails!

Better use their gmail account and more effective and efficient use of Gmail

Bonus downloadable PDF guide for lesson related tips and resources

Save time and get organized !

What you can expect to learn :

  • Gmail Productivity Introduction

  • Adjust settings for optimal use of Gmail account

  • Send Email Undo settings and options

  • Undo send and Cancellation

  • Conversation View and Reply options for viewing of emails

  • Attach Large Files how to handle larger files and gDrive

  • Email Offline setup and options

  • Custom Star options for organizing of emails

  • Postpone email and Snooze send it later and view it later

  • Gmail Labels how to organized emails in groups

  • Message Filter to automate grouping of emails as they come in

  • Templates and Canned responses

  • Email Search find what you are looking for easy

  • Overall Email Productivity TIPS

  • Stars and Grant Access to others delegate email

  • Keyboard Shortcuts

You have nothing to lose save time explore the tips and way to become more productive with your email!

Meet Your Teacher

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Laurence Svekis

Web technology Instructor


Web Design and Web Development Course Author - Teaching over 700,000 students Globally both in person and online.   

I'm here to help you learn, achieve your dreams, come join me on this amazing adventure today
Google Developers Expert - GSuite

Providing Web development courses and digital marketing strategy courses since 2002.

Innovative technology expert with a wide range of real world experience. Providing Smart digital solutions online for both small and enterprise level businesses.

"I have a passion for anything digital technology related, enjoy programming and the challenge of developing successful digital experiences. As an experienced developer, I created my first computer applications in 1990,... See full profile

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1. 0 Gmail Productivity Introduction: Hi there. And welcome to the Gmail Productivity's Guide. I've put together this guide to help you become more productive with email. Use you to some of the amazing features that are available to you within your Google Gmail account. Some of the stuff that you might not be aware of that can really help you along. Save you some time with your Gmail. Hi. My name is Lawrence, and I'm gonna be your instructor for this course introducing you some of the tips that I use on a regular basis when it comes to Gmail. I've worked with Google and Google products for many, many years, and I'm here to help you learn and answer any questions you may have. And there's some really neat things that I'm gonna be showing you in the upcoming lessons. I've also included a handy guide to help you along the way. And this is the guy that year seeing right now. So this could be used as a lesson guide, some clothing, some links, resources and additional information for the lessons that you can download and work alongside the lessons to help you guide you through the process. And of course, you are gonna need a Gmail account, as this is based on Google's Gmail system. Eso We are looking at Gmail and you will need a Gmail account in order to fall along with the lessons and access the same functionality that we're going to be doing. So setting up a Gmail account, all the different options that you have for sending emails and also did you know you can cancel the email, undo it. There is a cancellation period so you can set that as a default. There's also conversation views, so this allows you to customize the way that the emails are viewed also, how you can handle large files, uploading it and working and sync with your Google drive. Working off line starring and using the stars to provide important emails and also better organization of the emails. And that, really, is the theme in the upcoming lessons. Is organizing become more effective with the emails and how you can use them and organize the content in the emails? So there's also snooze where you can snooze less important emails you can archive. You can delete them, applying labels, so organizing all of those thousands and thousands of emails that you might be getting and structuring them in a logical format filters, so they allow you to do some automatic filtering and organizing of the content. There's also the canned responses that our templates and you can create thes canned responses so that you have really quick ways to write emails and respond to some of the things that you might be doing on a regular basis. How you confined emails so additional search options for the emails that are contained. So once you get lots and lots of emails, searching through them becomes very tedious. So finding those emails that you might have looked at a year to ago, this is all possible with search so being more productive in general. So I've included some of the tips that I found have been very effective for me. How we can use stars. Also, if you have an assistant or somebody else able to help you with your email account taken, delegate the email account all the shortcuts. So if you're one of those shortcut enthusiasts, shortcuts that are available and overall, just general email tips So all of this is included, and I really do hope you enjoy the upcoming lessons. If you have any questions or comments, I'm always happy to help. I'm always there for you. Let's dive right in. Look out what cool things we can do with Gmail. 2. -1 Gmail Settings Cog: is going to be a quick introductory lesson to some of the cool things that you could do with Gmail and opening up in using the settings Cog, and this will provide you some options underneath the sayings cog. So you will need to, of course, have a Google account to in order to be able to access your Gmail account so you can go ahead and log into your Google count. If you don't have a Google account, you can always set one up. There's free. There's no charge for that. And once you've set up your Google account, then go ahead and log into it. And once you've set up your account, you can always go over to my account dot google dot com. Got your account storage? You get 15 gigabytes for free. You can always do privacy checkup, checking for security issues and also privacy and personalization. So this comes with every Google account, and there's some additional personalized information that you can set up here people and sharing and so on. So there's ton of stuff that you can do with just your Google account, but I know we're here to focus on Gmail, so Once you've logged in, go over to your Gmail account and that's available at mail dot google dot com The cog, which is where you can access all of your settings, and that's in that usually within the top right hand corner. So is this a cog wheel? So go click that, and that's going to open up a pop up menu where you can update your plate display density, configure the inbox settings, themes, get add ons, and you can also get additional help. And this is also a useful way to troubleshoot and find out more about what you can do with your Gmail account. So they have got a helpful search box that will help you answer any questions that you might be having going back into settings. I want to take a look at what we've got for email settings, so clicking the settings box is gonna open up all of the settings options that you have in there are quite a bit that you have to choose from, and most commonly used are things like the signature, which is down here at the middle of the general top panel under settings, and this is where you can configure your automatic default signature. So whenever you compose an email address, that signature is gonna appear at the bottom. And there's a handy Wiz e Week editor, so you can really customize that. You can add in different styling as well to the content. There's also desktop notification, and that's over here, where these air the notifications that you might be familiar with. And sometimes they're good sometimes there, but and they pop up. If you've got a new email that comes into your inbox, and once you do get a new email that arrives in your inbox, you're going to see a little pop up that shows up that you've got that new email. So even though you might not be on the email tab, it's gonna show up, and it's gonna pop up there is gonna let you know. You can also customize this, and when you click that that's gonna give you the allow or block to show the notifications . So go ahead and allow the notifications, and this will allow any new notifications to pop up select important email notifications and notify you of only important e mails by you of all emails and then you can turn that one off. If you don't want to get notified at all about any new emails that air coming in, there is more information available once again within the help area. So you can always click thes, learn more links, and they're gonna pop up the help interface that's gonna allow you to get more information on that particular topic that you're looking at. And then, lastly, we want to look at the vacation responder. So those of you that are taking vacations or for those that just want to hide it for a while, this is where you can set the vacation responder on her off. So this is handy where you can set this up and automatically send replies to incoming emails. And this can also let your colleague people that you're working alongside, know that you might not be responding in case they're wondering why you haven't gotten back to them. You set the vacation responder on and then configure when you want it to start, and then when you want the last day and usually that the have that when you come back from vacation, it's best to just turn this off. You can also set a last day in. This is optional, and this is when dedication notifications will stop and you can construct your email with this subject and message one of their option where you can send it only to people that air within your contact. The checking this one off will ensure that only people that are within your contact list are going to get this vacation alert. So not everyone and not every email that comes to is going to get this auto response. And there's also a default here. Automatic that it's only going to send this response at most once every four days. So you don't have to worry about it that if somebody sending you lots of emails that they're gonna get bombarded with these vacation responses, So that's an automatic that it's gonna only send it once every four days at most. You can find out more about it, of course, under the help section, or it's going to give you additional information as to what this particular option provides within your Gmail account. So I'm gonna shut vacation responder off, and we're gonna be ready to move on to the next part where we're gonna look at sending email so it's coming up next 3. -2 Send Email Undo: all right. This lesson is gonna be a relatively quick one, because this is about sending email, and most of us will know how to send an email. But there is something that you might not know that you have an opportunity to undo your email, and there's an option at the bottom of the email to do that. So let me show You have got an example of it here on the screen shot where the message sent . But then we also have This will pop up where it says undo where we can undo the message and then we can also view the message. That's the option that we have once we send the email, so it's hit the send button. We also have an option to still undo it, but check it out. So going into Gmail and hit composed the easiest way to compose an email just to click the composed option. You have several different ways to have the message so you can have it as this pop up. You can also minimise at any time, make it large again and do a full screen pop out of the message. So if you want to have it in a larger format. You can do that as well and bring it back down so all of the options are in the top right hand corner. You could also close and close the message as well. And if you don't have anything composed in there, that will just disappear. If you do have some content entered in there and you close it, it's going to go into the drafts. And then you can always go back into drafts and reopen it and continue where you left off. As long as you've got some content in there, then that means that you can actually recover any of the content that you've written. And there's also the option within the drafts. If it's something that you just want to get rid of, such as the one that I just made, you can always hit the discard draft. And there's also a shortcut in order to do that and that will delete it from the drafts so that will delete that email completely. So going into composed, let's create our email, sending out an email and I'm gonna send it to myself. Test on the subject so always to enter in subject. You do, of course, have options to copy people and BCC, so add multiple recipients and also copy them on the email. B. C. C stands for Blind Carbon Copy, which is similar to C. C, except the email address of the recipient specified. A field do not appear in the received message header. So the recipients in the to or CC fields will not know that copy has sent toe been sent to these email addresses, so this will just be hidden from the people receiving the emails. That's the big difference there. Once you've composed your email and you're ready to send it, you've got some options here for sending. You can schedule the send, so this is a really neat feature that if you want to compose an email and send it at another time, you can automatically select so they've got some suggested send times if you want to send something to more morning really early, and you can always pre compose the email and suggested times, there's also date pick in time so you can literally pick any time and date in order to schedule the scent. So that's another really cool option with the center that's available in that Chevron and the drop down where says more options, And if you don't want to have it as a scheduled, you can hit. Just send, and this is where you get that option to undo. So if you click, undo, that's gonna pop the email back. And it's not actually going to be a sent email. So if you miss hitting the undue, then it's obviously going to send it, so this is only available for a little bit. You can always go to view the message and viewing the message. It still sends it out, and it's gonna be just viewed within your sent box. So that's how you can undo the sending of an email. 4. -3 Undo send and Cancellation: Hey, earlier we showed you how you can undo on email that you're sending. And this is, ah, default that you can change an update, the cancellation period. And I'll show you how to do that as well as some other really cool features that are available within settings. And this is under the general tab, and you then you scroll to the undue send feature. And you can also update the update. The cancellation period. They're going under the settings Kharg in most of the things that you're probably gonna want to do are contained within the settings and then click settings in. This opens up the settings menu. And this is where you've got all of that wonderful. All of those wonderful options in here. So right near the top at undue sent. You've got an option to select your cancellation period. The default was five seconds. I'm gonna update that to 30 and then we'll try that one more time where we're gonna confirm the changes. So every time you try to click off of it, and there's also option to save the changes going back into settings, General. And if you make any of the changes you can save the state changes down here, or if you try to click off, it'll pop up that to save the changes, so it's try it and we'll update that cancellation period. So let's try to send another email, and we'll send it again to ourselves, and this will be test two and then once you couldn't created your email press send, and you should have now the option for undue, and that should sit there more than five seconds. It should actually sit there for 30 seconds at any time now, you can click the undue So if you felt it was too quick before the five seconds that you can update that and gives you a little more time to think about the message that you've sent before it gets, sent it and undo it and it'll pop back up that you have an option to update it and then send again, and it gives you another 30 seconds before that email is actually sent. It 5. -4 Conversation View and Reply: Hey, this lesson is gonna be about conversation so you can adjust the way that conversations are viewed. If you got an email with a lot of replies and sometimes a little bit easier to view the emails if they're within their separate rose as well as when you reply to emails, you can set up toe have nudges that nudge you to reply to emails that you might have forgotten to reply to. So as we're gonna be looking at in this lesson, how we can adjust some of the settings to be a little bit more effective, inefficient in viewing some of the conversations that we might be having, and this is also up to what your preferences are. Some of you might prefer to have this conversation view off, and some of you might prefer to have it on by default. The conversation view is on, so that means that all of the emails that are related are grouped together within one roll . Let's take a look at it within the Gmail account, and I've also sent myself a bunch of emails from another Gmail account. So I do have a conversation going with myself. So when I opened up the Gmail by default. I've got a conversation. So I've got one called course here, and I've got email that was sent to me. And then I did a reply to that, and we might have multiple threats here. So again, do another reply. And by default, this is how your emails were going to be shown. So once you do another reply to it, you're just gonna have the whole listing of all of the emails, and you can open them and you can view them. And depending on how long your threat is, sometimes this gets a little bit confusing, especially if the emails are longer. You have to scroll down, and it's indented so it is gets a little bit more harder to read, depending on the threats. And that's just my opinion of it. So we see that the way that's being handled here, that it's just dropped within that 11 of role of content. And whenever there's a new email, then it just gets highlighted. So let's check out what we can do with settings and how we can update this view. So cog wheel go to settings and under the general tab. If you scroll down a little bit, you've got what's called the conversation view and by default conversation view is on. So it's turned that off, and I share the difference that what it's gonna look like so go down to the bottom and will save the changes. And now you see the way that it's being handled. The way this conversation's being handled, instead of having it all in one spot, you have the responses on different lines, so you can still click them and you can see the content of the emails. But now you've got a broken down the conversations that we're having and it's broken down into the emails that you sent back to the user, and it is a little bit easier to read. So going back into here, this is just the regular review with the conversation view on, and this way it's just handled where it's all under that one roll. There is another option that we wanted to update in this lesson, and that's going to settings. And this is the nudge option. And what not just do is the send us a quick reminder that maybe there's an email that we haven't responded to, and it will nudge us to update us to reply to an email. And these will appear at the top of your inbox, letting you know that you should reply. And there's also suggest emails to follow up on. This is intelligent feature that can check through your emails, make some suggestions on ones that you might want to follow up on that might have been for gotten so it's a smarter way to work with your emails, and I cant demo it now because the nudges air going to show up after a certain time period , you can learn more about how the nudges air gonna work. You can also just turn the nudges off at any time. So if you do find that they are getting annoying that Google is making suggestions to reply to emails that maybe you don't want to reply Teoh and follow up on emails that maybe you don't want to follow up on that, you can always turn this off again within the general settings of the settings option, and I'm going to go back and turn the conversation view on as that is the default. Our account, the way that I'm looking at it is gonna be setting as the default view 6. -5 Attach Large Files: in this lesson, we're gonna be looking at some of the best practices for handling large files when you're sharing large files with others through your email. In. The best practice, of course, is to upload it to your G drive. And that way you can avoid some of the limits that you might encounter using just as an email attachment. So sharing it to your G drive. And then when you do send out the email, you've got a content uploaded to G Drive. And if they don't have permissions to it, Gmail is smart enough to pop up and ask you to allow access to that user for the file on your Google dry. And from there, the user will get the email that get a link to the file and be able to download it or view it depending on what permissions you've set. And this is all done through the email link, which is automatically and handled really nicely with Gmail. Let's go into the email or composed a brand new email, and I'll just call it a large file and just do Hello. So you do have limitations. When you attach files you can attach files that are sitting on your computer. And if you got a number of images so you can select all of the images. So depending on what you want to upload, you can select all of them and have them as attachments. You're going to see that they upload, so these images are relatively small. None of them are over a megabyte, so you can technically send them as an email, and I'm gonna go ahead and send it to the user, and then afterwards will take a look at how we can insert them with G Drive. And there's also inserting photos. There is an option at the bottom right hand corner. We can select in line or as an attachment for the images. So this is slightly different than what we just did where we attached the file's because inserting the photos, it's going to be more visible, so I'm gonna select the same files and insert them as photos and they get uploaded. And that way you can actually see the images in the email. So it's send that email off, and then on the other account that I have education to learning. We'll just wait for the email to come in file. Size limits are set by that men, so you might have different varying file size limits within your Gmail, depending on the organization. And that's why it's always better to upload it to your Google drive, where you're not gonna encounter those limits and share those larger files and also helps with users so that they don't have to download it directly within their email. They can access it within their drive. Maybe they're looking at it on a mobile device, so there's are large file. Let's take a look at that and see how that looks within the receiver email. So there's all the ones that we uploaded, so we see them as images. And the nice thing about Google is that if you're using a Gmail account, then you're receiving it. You can see the files as they were uploaded, so it does give you these will preview screen shots of what the files up like. So this is a nice addition, and this is really conceive you the hassle of uploading the images because sometimes if the images air really large, then they're not gonna look really great in the email so it's not always the best way to add images to the email when you have them that large. Now let's try this one more time, and this time I'm gonna attach ah, file from my Google drive and share it with my other account. So inserting files from my Google drive, you also have an option to upload the file. And if you upload this will upload it from your computer to your Google drive is a nice option that you can select and select the files from your computer in us like those same images. And then we can always add more files and click upload, and these will actually get uploaded to my Google drive. And this is just uploading to the default directory. So when I go into the Google drive, I'm going to see all of them are sitting there, and if I go into my drive, I can select various files, so that might already have their I don't really have anything that's large, but I do have spreadsheets, have got some docks that I might want to share. So selecting those, I'm gonna just select insert, and it's gonna add them into my email. And then, if I do want to add, I can go to the recent and you can also re share files that might have been shared with you . So if you want to insert those, you can share those as well and let's send it over to the other account. So because these are on your Google drive, you need to provide permissions to that user in order for them to be able to see it. So there's a number of different types of permissions that you have available, so we see the email address that somebody needs to access the files. And this is the email that I'm sending the content to. So it's smart enough to be able to detect that This is an email address that needs to be able to access the files, and then you can share it with, um, you can allow them to comment as well as edit. So at it's the most permissions that you can provide and comment and view. So view is just the least where people can interact with it, but they can see the content comment. They're allowed to make comments on the content, but they can't change it and edit allows them to change the content. So I keep it at view. You can also turn a sharing link on. So this is helpful if the user that you're sharing it to doesn't have ah Google account than they're not gonna be able to get access and not give able to share it to that was to that person. So this is where you can turn the sharing link on which will turn the link on in the files , allowing anybody with the Earl to be able to see the link of the content. And then you can always disable this, have a later point through your GI drive. So let's go ahead and send the content over. I'm gonna go into my Google drive, and this is the content that I just shared and sent the same thing that we had, where we can share the content. So we have the same options, would click anyone with Lincoln, view it, and this is what got set where we specified within the Google email that we're allowing anyone with link can see it so you can always update this and change that you have an option to set. Anyone with the link can add it comment. And that's usually not a good idea. If you've just got a Web link out there that anyone can access, and then at any point you can turn this off and you can specify specific people that would have access to it. So let's go ahead and we're gonna turn it off. I can't go into the other account and look at what we received where I can click it and I can see the content contained and same with the tester. Click it and see the content contained within the keep in mind that I am logged in. So when I am clicking these, they're logging in as the default account, which is the one that I have sent the files from. So we can also switch account. And if I switch my accounts because I've got the most open the same browser, the Google doc, I updated that permissions in the drive, so no longer able to access it and view it because I turned the sharing off for everyone that if you do send out the email and then you go into your drive and your disabled ability to share the file, then they're not gonna be able to access it, and they're going to get this message that says Tonight and the reason I'm able to access it because I'm still accessing it on the original account, and that's where you need to switch it and access it with the other account if you're using the same browser in order to be able to simulate getting and receiving that linked to the dock. 7. -6 Offline and Star options: did you know there's an option for off line with Gmail? I'm gonna be showing you that in this lesson and then also how we can flag important email , adding in a star and the best way to do that and how you can also see all of the start emails in the left side bar. When you click Start, let's go into the settings. Go going over to the settings clock in the top, right hand corner and clicking settings and then under settings were going to go to off line. And this is where art your option is so within the menu bar the tab that says Off line. And that's the panel that we're gonna enable. You're gonna be able to find a little bit more about what's possible here when you click the learn more, and there's a few tips that they list out here. A swell to bookmark the mail dot google dot com in chrome in order to access it off line. And also keep in mind that you can only use Gmail offline within the chrome browser and not in in incognito mode, so you have to be logged into the browser in order for this to work. So go over to the offline, enable offline, choose the settings, How many days of messages you want to sink and then click save. So go ahead, click that, And this is gonna tell you how much storage and how much is available for offline on your computer. And as we can see, it's gonna sink this amount of emails to the computer at any given time. So downloading of attachments and this will all allow you to work off line with your Gmail account. Even if you have no Internet access, you're gonna be able to search the emails going back to the amount of days that you sink it . And then there's also another option. After logging out of my Google account, you can keep offline data on your computer. Or you could remove the offline data from the computer where you are going off line. And this is a great option, especially if you're traveling, and you might not be sure about your Internet access so that this way you can always have access to the emails and those important emails that you want to access at any time on your computer. and I'm not going to set the online. So I'm gonna go ahead and cancel going back into the in box. You notice that on the left hand side of the email you have on option two star e mails and this is for e mails that you might consider important. And this will star all of the conversation going forward. And when you start an email, it's going to make it a lot easier for you to find. And you can always go under in box on the left hand side, in the menu, select starred, and you're going to see all the emails that you've start. So even if you move them, if you apply a label to them and you move them out of the in box, you're always gonna be able to access them under starred, move them around, and if they're no longer sitting within your inbox, so this could be sitting anywhere within your email labels. And when you go to a star, you're gonna always be able to access those important emails in one spot 8. -7 Postpone email and Snooze: Hey, this lesson is gonna be about email management. Now, we've all seen those people that have thousands of emails within their inbox. And this lesson will help you organize those emails a little bit better where we can postpone emails which would automatically move it out of the in box. And then we get a reminder later on that we've got this news email after a certain set of time so you can set this on the emails to reduce the amount of clutter in amount of emails that you have sitting with your within your inbox. So these air for the emails that come in and maybe in a later time you want to look at them . But they're not urgent. They're not really super important, so you can delay looking at them. And additionally, in this lesson, we are going to be looking at archived and archiving of e mails. This will also help reduce any additional clutter in the inbox and lost to clean that inbox up and have it more managed and provide better management of the content sitting in our inbox. So the deleted emails air moved to the trash and also they get deleted permanently after 30 days. So even if you mistakenly put an email in the trash, don't worry, it's not gone. You can always recover it from the trash. So first, let's look at our email inbox, and we've got a number of emails here, and we've got our options in orderto archive on the right hand side of the email. We can also delete it there, and we can also market as red or unready So often email is read, and we can also click it to be unready. Those options are also available in the top menu when you select the email so you can actually select multiple emails at one time, and from here you can mark them as red. You can also snooze multiple emails, so you have an option to do it individually. Where you can do it as a bulk of number of different emails that have come into your system is a number of ways to access that functionality. So I'm gonna select all of the emails, so selecting them all and I got to mark them all as unready, and you can toggle this back and forth until they're all matching so if you are accidentally selected, a few that might already be marked as red. You could toggle a few times and then you're gonna have them all the same as either red or unready. And this is another way to manage those emails, and usually it's not really the best way. But if you've looked at your emails and you wanna have emails that are unready that are a little bit bolder than that, ones that are red that you can manage that this way as well on the surface. So it's also select. Do select them. And I'm gonna select these two emails to snooze. And why select Snooze? I get an option for some default options for when I can snooze the email still, and then I could also pick a custom date and time. So how about we go to the following week and I'm gonna save it? You see, they disappear from the in box. So right now they're snoozed. And if you've accidentally snoozed some of the emails and you do want to get them back, there's always the snooze option on the left hand side. Seacon. Select that, and you can see the emails that are snoozed and when they're snooze till so they've got the date there, and these are going to reappear in my in box at the given time that I've specified. And then also, the interesting thing here is that you can re snooze thumb again to a later time. So if I accidentally snooze thumb to the same, I don't have to bring them back into the email. I can keep them within snoozed, and I can update when I'm ready to have them come back into the in box. There is also an option for the archive. There's delete, of course. So if I go and if I delete the email, it disappears from the in box I can go down to under mawr and where I've got all emails. So it's gonna be sitting within all emails. So even though you've deleted it, it's going to still be within the all emails. And then there's also the trash so you can look at whatever is contained within the trash, and this is where we can access that email once again, where I can click it and I can reinstate the email. So right now it is still sitting within the trash, and I can move it at this point so I can delete it forever. So if it's an email that I know I want gone, I've got an option to delete forever. Here at the top, I can reported a spam just as any other email, like a market as unready. I can actually snooze it, which would move it back into the snooze area, and then it would reappear in the in box I can move it to, and I've got a number of other options here so I can move it to. And if I want to move it back to the inbox, I can simply do it like that and going back into the in box. There's that email once again, and if I select the email and I want to archive it, so it's gonna be similar to what we saw with the delete where it's going to disappear from the in box. And in order to get that email back, I can go into the all female and then select and bring the email back in from the archived email back into my inbox. And as you can see, even the ones that we've moved and we've postponed. They're all sitting within the all emails. So if you ever lose an email and you want to just get it back, you can always go into the archive and find it sitting. And that's where it's. The big difference between archiving and deleting is that when you archive it, it's still gonna always sit in your all female, as opposed to when you delete it. That's going to be gone within the 30 day. So archiving is an excellent option. If you're not sure if you'll need an email later gone in the future. It's kind of like filing it away for the future on your able to reference it. And then, of course, you're able to search it and find it as well within the search email. And the other big difference is that if somebody replies to an email, so if that threat opens up again, the conversation's going to reappear in your inbox automatically, as opposed to when it's delete. Once it's removed from the trash folder or after or after the 30 days it's gonna be gone, and it's going to be no longer irretrievable 9. -8 Gmail Labels: Hey, another way that we can reduce clutter in our in boxes to move them and applying labels to the emails helps us manage the emails better. It's kind of like folders. When we label them, we move them out of the inbox and we store them and we file them away in specific spots up with specific names. So there's several default Labour's labels that are already within the account, and we've already looked at some of those, and you can add even more labels than you can use them to group the emails together and manage all of the emails in one spot. So kind of like a folder where all of the group e mails can sit together. And this is also important later on. When you create rules, you could have rules within your Gmail that some of the emails, depending on what the parameters and the filters are, they can automatically go into the labels. The first thing you need to do in order to start managing this is to update and create those new labels, and you can create as many labels as you want, and you can also manage the already created labels and the nice thing about it is well, is that they're not actually folders, so the emails can live in more than one spot at the same time. So you could apply multiple labels. And I'm sure you've already come across that where some emails belong in multiple categories and then also you ca nest labels within labels so kind of like a folder within a folder. You can also apply colors to the labels so that they can provide additional meaning, and it's easier to split them and organize the content that's contained within your Gmail. So also organizing those labels. So we go into the email. We see that if we go down to the bottom under more, there's an option to manage labels and create labels. I can also make the screen a little bit bigger as well. So you see, we can create brand new labels, and I can call this whatever. And there's also an option. When you do create the labels, they contest it under existing labels and a list out all of those existing labels, and then you can manage your labels. We select that it's going to show you all of your existing labels, and you can also hide and show existing labels. So to avoid too much clutter with labels, this is a nice option that you can manage your labels, and this is also under available under the settings tab labels and how you categorized your labels. You can have different categories, different labels. You can create new labels from here. A swell. You can remove labels. You can edit the labels. And also, if I remove the label, it's gonna remove from your messages and then deleted the messages will. No messages will be deleted, so that means that those messages will still exist. But the labels are gonna be gone. So that's why if you've got an email in multiple labels, then that way those emails will stay in whatever label he placed them. And they're not going to get just simply deleted when you removed the label. So it's not like again like a folder, and some people always confuse them for folders where this would technically, if you deleted the folder and it deleted the parent, all of the subsequent emails would also be deleted. There's also a number of categories here, and the categories can help organize some of the labels, so this can create additional spots to house more labels that are nested within the parent of the categories. So again, helping you organize better all the different labelling system off your emails. So let's go back in, and I can apply a couple labels to those. And when you select the emails, just as we saw before, this is where we have an option to move them so we could move them to spam. We could move them to trash those air the default labels that can be applied in Gmail. So when you create your account can have those, you can create the new labels. Here. You can manage your labels here as well, and then you can select the labels that you want apply it to, and once you select one label, it's already going apply it to that label so that if you go in here, you're gonna see that's already listed in here. And then, of course, you still have options to apply it Teoh and move it to different levels. So if I want it to move it to whatever and that's the new one that we just created, then they would all be sitting within their And this is where you can remove the label. Whatever. And then also, if you want, apply multiple labels. You just click the labels icon in the menu so you can remove the labels on the left hand side, and you can move it to another label. So this will just add it into another label. And if you want to move it to multiple labels and you've got another option here you go labels and you can check off to apply it to as many labels as you want. And now what's gonna happen? Is all of these emails air gonna sit in all of these labeled areas? And you also get this option here under the labels where when you see the email, you've got all of the different labels get listed under the email, so they see they're all listed there, and if you go into the manage the labels once again, you can see the different labels. And if I want to go down to the one that I just created, I could go into edit. I can move it around so I can nest it under I can move out where the parent label sits, and this isn't gonna affect into the emails, that air sitting in it so will not remove the emails. And it's not going affect any of the emails that are sitting within it. And if you want, change the color, you can also access the labels in the left hand side menu. And from there you've got the three little icons three little dots whenever you hover over the selected label and I'm gonna go back to the label whatever. And here we've got an option to add various colors. There's a lot of default colors. You can even customize colors. You can remove colors. It's a lot of cool things that you can do with these labels. I'm gonna just set it to be green. So whatever is now going to show up green, and now any of the emails that I have contained within their I'm going to see that they're gonna show up green. So even if I go into the CMS now, the whatever label is green in the little tags that I have for the email, and this is a nice way to liven up your emails and apply a little bit of color. You can, of course, edit the label from here. From the left hand side, you can hide and show what happens when you hide it. It's gonna hide it from the tags off the emails. It's not actually gonna hide the label in the menu. It just hides it from the tags in the email because, as we're still sitting within the CMS and then, uh, this is just again within the message list. So it's not affecting the label list. It's the message list. And then there's also an option for the label list so we can hide it within the label list . And that's gonna hide the whatever completely and when you want to go back to their there's a number of ways to do that. So going into the settings clogged and usually this is the easiest way to access the labels and going into labels and going down to whatever and going into the show, so that will show it once again in the left hand side menu. So once again, you're getting to be able to see whatever and how it's being listed there, and then you could, of course, update the color, and that's going to update the color for the email tags that are sitting for those e mails . And it's really all about organization. So anything you can do, applying the labels, applying colors, depending on what your personal preferences. This will help organize the content contained within the various labeled categories. 10. -9 Message Filter: welcome to the lesson on filters, and this is where we can do some automatic stuff, applying it to G males and also applying it to upcoming emails as well. So existing ones and ones that are coming in. And when you apply the filter, you've got a lot of options to what happens with the filter. And this is where you can also make use of those labels that we saw in the last lesson and update content contained within the label and sending those emails and applying labels to them directly. So you could even skip the inbox and just have them going to those labels. So go back into the Gmail, and this is where we can select the filters. There's a number of ways to set up the filter. You can do it within the drop down and selecting from to subject so you can specify particular parameters here and then once you create the filter, this is where you get more options. You can also select that messages themselves and apply a filter to the messages to simply select filter messages like this. So that's under the three dots there you provided off the menu and that allows you to apply a filter. So it's the same idea that we get from the drop down, but it's already pre populated. It picks up some of the information that might be consistent among the two emails. So basically, that allows you if you already select some emails that you want to filter. This will allow you to have some commonality already in this stuff pre populated. So I'm gonna leave it just at that. And I got a filter all the emails coming from education to learning and automatically have them go into particular folder. So let's create that filter, and within creating the filter, you can automatically skip the inbox, so that would be dot just directly archiving it. And as we saw with archive, it's not that the email gets deleted. It's gonna always be sitting in the all emails, but you're not gonna get bombarded with in your inbox. So just another way to manage the inbox and a lot of the stuff that we've been doing in the previous lessons, like adding a star to it. This could be all done automatically, so this is really a nice feature because this helps you to handle emails that you haven't received yet. So anything in the future you able to handle it this way as long. If you set the filters properly and don't worry, you can always adjust the filters. I'll show you that as well, so you can market its red, and this is applying the label. You can automatically ford it so you can add a four murder email address. If you don't want to receive emails from particular person, you could simply delete it. Uh, you could also make sure that it never gets sent to spam. So that's another one that if you're getting emails coming from an email address and you want to make sure 100% you get those that they're never going into the spam folder, cause that sometimes can be problematic because you can miss those emails so you can check it off here within the filters. There's also send template so we don't have any templates right now, but you could send it template. Also, mark it as important, never market as important. So those air a couple options that we explored earlier as well we can categorize it. So there's a number of different categories that these can be by default, applied to the emails. And then also the interesting one is we have down here at the bottom. The very last check marks is it also apply filter, too eight matching conversations. So it already knows that there's existing email so some of these might be archived. They might be sitting with other labels on them, so they're not necessarily sitting in the in box. But it's applying. It is giving us that option to find additional matching e mails and apply this filter to it . So let's go ahead, and we're gonna apply a label to it, and we're gonna keep it within the inbox as well, applying a label so I don't want to completely skipped the inbox. But I do want it to go in a particular label, and I want a market as red, even if it's a new email, as this is just some of the parameters and I want to set on this and then choosing the label, and here we can have a new labels, call Ed two and Creek, that label, and then when we create the filter, that's gonna automatically move them from the in box, and it's gonna move them into the ed two, or it's gonna ply the filter to those and move it in. So it didn't actually move the emails, that was it simply created them. And because part of the rule was that we're not taking them out of the inbox. So they stayed in the in box. Let me send in email to, and I just write Hello and we'll see what happens. So now, automatically. When it comes to the inbox, it's also it's gonna be marked as red, and it's going to go into the ed to with Ed to label. So let's do a quick refresher on that. And there's the email that came in so it's marked as red. So it's Ah, Dr Un Red and and I go to add to There's the email that we just sent ourselves. Now with the filters, you also have an option to update them and going into my settings and under filters and blocked addresses. This is where I can find that filter, so at any time I can edit it, I can delete it if it's not a filter that I want I can select all I can select none. I can export filters. Aiken delete filters and create new filters and import filters. So this is a nice feature. If you've already set up on another Gmail account filters that you want to use, you can always import them and export them and then import them into your other email accounts. There's also the blocking of email addresses. Right now I don't have any blocked email addresses, but this is all really easy to apply where I construct the email and I can go to block that account. And then now, if I block that account, what's gonna happen is it's gonna be automatically blocked. I can go into the settings and filters and blocked, and I see that now that account is gonna be blocked. Some messages from these an dresses will appear in spam, so this is automatically going to go into spam and actually don't want that so I can simply unblock, and that will remove it from the blocked list. So that was another option there. How to handle incoming emails and different options that you might have or might want to set with those emails and Also, the filters can get fairly complex, so you can always look for from to look for a specific subject has words doesn't have words , and you can have various formulas for these as well, in order to get the exact emails that you're looking for and also the ones with attachments and don't include chats. And so once a lot of options there, whatever you do, the filter. And this is also the same thing for the search. So if I wanted to find emails from education to learning and I can do a search and that's going to retreat back, all of the emails that I have that air matching that particular search parameter so searching and filtering is very closely related. 11. -10 Canned responses: ever find you're repeating yourself and you get that feeling of deja view that you've already done this. You've already responded to this email. Well, this is where canned responses can really help you out, because this gives you the ability to provide a canned response to an email message so that you can select from those canned responses and quickly, right up a quick response to emails. That might be something that you've already seen before. The canned responses air, now known as templates of their email templates. And they work the same way that same information to various emails. So you can create these templates to save you some time e mails that you're sending out you might be sending in initiating the sending or you might be responding to emails. And this is a quick way to get certain messages that you might be doing over and over and over again. Repetitive Lee and have those pop up in auto populate the content of the email. So check this out and going into the inbox in them from the settings Cog hit settings tab and then from settings go to advanced, and this is where you're going to find your options for your templates. You might also find the canned responses depending on if you're using Google for business. Sometimes the system administrators they might be a using a version that might have canned responses. So either the templates or the canned responses or what you're looking for, and this is where you need to enable it in order to be able to use the feature. And there's some other interesting options here that are by default there disabled, there's auto advance Such so is the next conversation. Instead of your inbox, after you delete, it automatically moves to the next one, so by default it's disabled. There's also custom keyboard shortcuts that are here. There's multiple inboxes, so you could have multiple emails. And with multiple inboxes coming in that preview pain all of these air disabled by default . There's a right side chat so you can move the chat box to the right side of the inbox. If you move that, it's going to move it to the right side by default. It's disabled. Unready message icon shows you how maney on read messages you have in your inbox and a quick glance. So let's look at what we have within the templates and if it's disabled, then select templates in enable and under the more options menu in the toolbar. This is where you can create automatic replies within the templates, and you can filter the used together. Let's go back to the in box, click, compose and under the right hand side, right there at the bottom. I'll make this email bit bigger, so we've got an option that says more options. And under the more options, we can select a template that we should create the email, and then this could be then saved as a template. So I'm gonna just have this is great, saving me time. So, of course, you'd want to have a little bit more depth in the email. So now I can save template, save draft as template and saving the new template. So give it a name. I'll call it save time. Now we can close it, so go back to compose under more options templates, and now you've got this save time template so you can automatically drop that in, and it will drop in the template in your email, so it's all ready to go, and also I kept the email signature. So you probably want to remove that because I've got that set to automatically added, and you can create as many templates as you want. And they're always available under the more options. And this is also how you can insert the template when you're writing the email, so you need to enable it within the advanced. And that's what's gonna show up there, then the canned responses. If you're still on the canned responses, they're gonna work the same way as the templates. So either one you use it can do the same thing where it's got these pre defined emails that you can easily access and add to your email. 12. -11 Email Search: Hey, welcome back. This going to be a quick lesson about finding emails as we've already looked at this when we were creating the filters. So we know there's a search box at the top of the screen, and that allows us to do a quick search for all of the emails that we have contained within our email. There's also a way to customize and find emails using various parameters, and I give you a quick glimpse at some of those that are available, which will help you search a little bit more effectively. You're going into the email and under the search parameters, so those are available at the support answers. So search operators you can use with your Gmail and this will help you fine tune. So for if you want to do from Amy or from or to David or C. C. David so those are all options within the parameters. So we're searching. We can do from a certain person. So if we want, we've got certain person from Lawrence and it provides us the email address so it automatically populated it there, as I have not as Lawrence. There's also words in the subject title that you can search by Zampa will subject dinner, and then there's also multiple terms. So if you want from A me or from David, you can add those in as the search terms. So if I add those in search from Amy or David, I can see that I'm gonna return back all of those emails so this can simplify the search. And I can do from a me or Lawrence and I've got a bunch from Lawrence, but none from Amy. There's also remove messages from your results so you want dinner but minus a movie. So it's another one that you can use. There's fine messages with words near each other, so use a number to see how many words apart the words can be so you can say holiday around 10 words apart. So anyone that says holiday and vacation. So even if the holiday somewhere, if it's more than 10 words away vacation, that's not going to return that in the results. So this is a really nice way to look for popular words that you might have scattered throughout your e mails, but you can really find tune. The combination of those words together in a particular email. So a lot of times when you have an email, you remember some certain bits of it, and this will help you find, too, in the search options. And I'm not gonna actually get any because I don't believe I've had any holiday vacation searches. So I just sent myself a test, one that has holiday. And then I got number of words in between and vacation. Let's see if it finds it so Holiday around 10. Vacation. Let's update this to 16 and holiday around 16 vacation, and we see that that turns up. So this is a great way to fine tune what you're searching for. Label of friends. If we have, ah friends label in there, you can also specify this, and you can also get this within the drop down. So a lot of the stuff we've got, the two subject has the words you can specify in particular fields as well as you can specify from the from and to. So sometimes it's user within the drop down when you've got specific house words and you only want look particular from to subject or even has an attachment. So there are often times really that I make. My search is, is that I look for particular things that I might remember eso messages that have Google Drive Docks spreadsheet presentation, and those can also be selected when we're looking at the top that has an attachment and has a particular type of attachment. You can also look for particular attachments with a particular name, so file name and then the file that's attached to it. Search for exact words or phrases, so we know that from search. A lot of people already know that that if you quote around and if you're particularly looking for a particular exact word or phrase, even within the Google search, this will help you out and as well within the email search, it works the same way. And a lot of this stuff, too. If you can do it within Google search, some of it will work within the Gmail search as well. You could also do multiple search terms together, so subject is dinner or movie. So with the round of brackets, so any where so anywhere within the Gmail, that's what it does by default anyway, it will search all of the emails if it's got a label, if important, and this is also another really useful one where you can specify the before times eso usually you do it within the date range, and then you could specify a calendar starting point, and then that would search for whatever number within the date range. So that's another great way to do that. And, of course, there's categories, if you categories those emails, the exact words you can use the plus for exact words. These will take a little bit of time to get used to, but it is worth checking out what the options are, as you can find to in your search and find those emails as you grow and have more and more emails added into your Google account and before we conclude. I also wanted to note that this is a great weight when you do the search and Europe return a bunch of emails and then you could apply labels to the man, categorize them and group them so great way, and are the great starting point to cleaning up your in box and your Gmail account. If you already have a lot of emails and they're kind of all over the place that you can start here with search and clean it up and re label everything nice and clean. 13. -12 Email Productivity TIPS: all right, who's ready to be more productive with your e mails? This lesson is gonna be a quick lesson about tips, and you're always welcome to provide additional tips if you have any that maybe that I haven't covered or that are unique and that you do want to mention to the other students of the course, you can provide that within the Q and A section we'd love to hear from you. And we always are looking for more suggestions and more tips. So one of the tips is to limit the email to specific times of day. Don't always be checking your email on Lee. Look at it. Pursue it times a day, and this will help you become more productive as you can allocate certain time and then the rest of the time, get it out of your head. Don't think about it and get back to it at a specific time. Also, Ford emails into one main email address So most of us have more than one email address, and this can get fairly confusing if you've got a number of emails that we have to check throughout the day. So the best thing is to have one central Maine account and for the other emails to that mean account. And then that gives you only one account that you have to go in and organize filter to wrote emails, and we saw how we can apply filters. And this allows us to better wrote the emails that are coming in. So maybe of importance, of significance and depending on who were listening to. If we're waiting for an email from our boss and this is the ultimate important, then we want to maybe apply a start to it to apply specific filters to it. To get notified and other less important emails, we can filter out and move, employing different labels, so labels also use those. Use the nested labels within the larger labels toe. Organize your messages, and you can do a quick search to collect all of the existing messages and then apply those labels to them, which is really helpful to organize your email inbox. And you're gonna always be thankful that you did that you spent that extra time organizing it because it's gonna make your life a lot easier Later on, use email aliases when you apply the filter so you can create endless variations of emails , and they're all gonna be directed to your inbox. So inserting a dot or plus in your email address, I'll show you how to do that. This is always gonna come back to your same original email and coming back into that email also used the tasks and add task. Select emails thumb taught menu bar with the three dots, and you can create various events around it. This is also very useful that you could create these tasks. If you have specific emails that you have to do something for, you can add those emails in as task easily. I'll show you how to do that as well and also unsubscribed to those newsletters, and we'll get those pasching used letters so you could always unsubscribe to those to reduce the number of newsletters that are coming in. And this is also reducing that unwanted a bunch of emails. And if it is something that you do want to periodically read that use your filters routed into a labeled folder and then access it at your leisure, also delete large attachments, and this will help you save space for your Gmail inbox, as sometimes those can eat up quite a bit of space within your email account. Our email address. I got to compose an email. So I do have my email address, which is this one here, and I'm going to do a variation of this and I'll show you that. What happens is if we do a dot or if we do, ah, plus it's gonna actually go to the same person. So if we do a plus two, it's going to go to that same email account, and this is because it's still get that quote there. So I got to get rid of that and get rid of it there. That was the bracket, so I'm actually sending it to G A. G. APS courses 0.1, and my email address is G APS courses at gmail dot com. Just to show you that they're going to still go to the same email and this is really useful for filtering and I'll show you how that works. So go to filtering and then go into the in box and wait for those to come in, and this is really useful. So we see we've got this email here that came in. So it came to both of the accounts. So it came into our email account and were able to pick it up within the email account. And by default, we still have that filter on. It s so this. We can also filter this by the email address. So if, for instance, we're going over and were signing up to a number of different places that are always requiring us for email address, we can say that the emails coming into the plus two I can get rid of that and will create a filter around it. So it's only gonna pick up. It's got two emails that have been sent to that email address two plus two. And I use this sometimes a swell in order to sign up for various accounts. So I'll put that my core email Lydersen do the plus one or plus two or plus three. And this will help me better manage the emails that air coming in. So it really gives you kind of like an unlimited amount of email addresses. I'm gonna put it as a new email on a plus two so these ones will automatically and it also skipped the inbox, so creating the filter And now I've got those emails that are going to come automatically. So if I do that again and if I compose an email to the plus to all of these emails, they're gonna come directly, they're going to skip the inbox and they're gonna come automatically into the plus two. So it's good, provides us some or stood quick refresh and we've got We see that now the emails air coming directly into that fold. So again really useful when you're signing up for accounts, there's also under the settings options so you can apply fording of e mails so you can add affording address. And this is gonna This is for if you've got multiple email addresses and you want them all to go to one spot so you can add that forwarding address and this would be fording to whatever you're mean, email account is again helping you reduce the clutter and keeping all getting everything in one spot and then also going back to the emails. We've got options here for the emails themselves so we can block. We can report spam report phishing, even translate the email, which is cool. If we want to create a task around it, we can select it. And then from the top menu bar, we can add this to tasks, so this will load our tasks. And it is. If you haven't started or set it up, you can add it in as a task. So see this email is a task. So maybe if this is something that I had to do, and this is an option that you get from the top bar with the three dots there that you can add it to tasks. So it'll add these emails as task, and this is going into the tasks add on that's going to show up now. In the right hand side, you can always edit the tasks. You can add sub tasks to the task, and then you can delete the task out of the task. So if the task is something that you've completed, you might want to delete it, or you might want to just edit it or if it's got sub tasks. This is a bunch of stuff that you have to do. It's really nice to have this option to drop it into the tasks, and this allows you once again to be more effective and efficient with what you're doing on what you're working on. So you can always have this task that opens up. It's available within the right hand venue. We can hide it completely or we can show it and going into keep and calendar. And we can also add content into the calendar easily as well. So going in and switching over to our calendar, we can see what we have available. We can add and schedule things, and this is nice to have a swell as alongside with the tasks and the keep, which allows us to organize ourselves better. And then there's also you can get additional add ons as well to provide even more productivity options. 14. -13 Stars and Grant Access: Hey, this. Listen, we're gonna be looking at stars, not movie stars, but colorful stars that allow us to place specific attention to messages earned senders so we can have different colors and rotate them and also get different colors that we want placing those on duris email messages all she had to do that. And if you're lucky enough to have an assistant that you might want to grant access or somebody else that you want to grant access to your email, that's also possible. So you can add a delegate and they need to have a Gmail account so you can select that person and have them read. Send delete messages for you, and you can set those various permissions. So there's an example here and how you can got access to your account to another account. So going under the Settings school, in settings and under the general top, there's stars so you can drag the stars between the lists. Stars will rotate in order, showing the glove clicked successively, you can have different presets where you've got one star four stars. We could just use all the stars, so currently I have everything in use. I can remove certain things from use. So if I don't want these showing up as options, I can remove those out or I can add them in. And I can set the presets to just do all that. We'll move all of them in Aiken do four. I can do one. So this is a matter of preference and how many options you want to have for the stars. They're going back into that, and I'm going to just save the changes. So now we can select the different star options, and as you click the stars, you're going to see that it's rotating. So what I'm doing here is I'm clicking, and this gives us again more options to organize so we don't have just the one star color. And then when you're going to start, you're going to see the variations of the stars, and you can click those here as well. So a particular email needs to be blue for whatever reason, whatever blue means or if you always want have a check box there. Maybe this a task that you've completed. You have that option, and these are still even though they're not stars, they're considered stars, and you can set that in the settings what stars air showing up and then with the different emails, the selected emails, you can apply variations to it. You can also remove the stars. A small sets an option to simply remove stars. Eso going into the in box, and once again, you can select those emails and you can add stars and remove stars. And then it's individually clicking the star, which will give you the different star color options. And then we're going back into stars. You're going to see that email there once again, so going back into settings, and this is how you can have different accounts and under accounts and import. So this is where all of your account information is so you can change your password recovery options, import male and contacts. So if you already have another email, and this is also where you send the mail, as so, if you're wondering where people are getting your name from than it's within the send email as as they're able to pick that up, you can add another email address that you can send email from, so this would give you a drop down option within your email account, which email you want to send it from. So there's check email accounts or other accounts so you can have various accounts. And then this is the part that we want to look at in this lesson where we grant account access. So there's various different types of account access. You can read up more from the learn more by default. Marquez Red Mark Conversation as red when opened by others. Show that address on Lee Address and the person who sent it so it can be sent by or it can always be sent by your account. And then down here, you see how much storage you have. And this is where when we mentioned in the last 11 of the tips is to remove large attachments so you don't want to run out of storage. You can root move large attachments so you do have a 15 gig storage, and those attachments are the ones that can really eat up a lot of space. So going into adding an account, and I'm gonna add my other Google account for this one, send email to grant access on the go over to that email and here I've got Lawrence has granted you access to read, delete Send email on their behalf and you can accept the request. You can reject it. So once you accept it, just confirm and then going back into here, I can see that I've granted X access. And this is the account that I've granted that access. If I ever want to remove the access, I can delete the access. Well, there's gonna be a notice up here at the top. So this is so that you're aware and constantly where for seven days that you've granted access to another email user toe access your account. So just this is something that you do have to have some caution with, because you don't want someone being able to access your account and send emails from it unless you've specifically given permission. And if you ever want to delete that, you can delete the person, and that will remove their access to your email account. 15. -14 KeyBoard ShortCuts: Hey, everybody loves shortcuts. This lesson. We're gonna cover some of the shortcuts that are available within your Gmail account and these air keyboard shortcuts. So some people really enjoy using shortcuts, and some don't use them. This is where you can set that option to allow keyboard shortcuts and provide that quick keyboard ability to navigate between and composed emails for mount emails, jumped emails and so one more information is available at the support Google Mail. Answer. They've got all of the different keyboard shortcuts, and there really are a lot of shortcuts to look at eso, depending on your system, I'm on a Mac, so it's providing me the Mac shortcuts. But there's also Windows shortcuts, of course on. And these are all the different shortcuts that will do all of these amazing things quickly . And as I said, some people like shortcuts. Some people don't if you want to enable the shortcuts go into your settings and under the general tab in the keyboard shortcuts, you can enable shortcuts or a neighbor or turn them off, eh? So if you find that you don't want to use the shortcuts than just turn them off because that will avoid you inadvertently doing something that you might not want to do in your Gmail when you cut it open, so just keep that in mind. But sometimes it's good. Sometimes it's bad. It is an option. So if you like shortcuts, this is the one for you. Turn it on. 16. -15 Email Tips General: Hey, this lesson. We are going to be looking at more email tips and just better ways of handling your email and making the people that you communicate with on email a little bit happier. So one of them, of course, is to respond in a timely manner. So usually with for e mails, you want to try to respond within 24 hours, and I know that adds additional pressure. But I always think about it that if somebody is trying to urgently get hold of you and, of course, depending on what you're using your email for if you've got a business or if you're using it for work that you do want tryto respond in a timely manner, that's really up to you to set what that parameter is. But I usually try to respond within 24 hours to any emails that are coming in. So I do check my email regularly, and if there's an email that I haven't responded to, then I tried my best to do that. There's also close your email tab when I only have it open during certain times of the day , and this allows you to work more effectively just in general. If you've got your email open all the time, you might find yourself constantly looking for the new email that just came in. And then that's gonna distract you from whatever task other tests you might have to work on . So that's just time management in general. Turn off email notifications s. It's another one that you might not want to get constantly bombarded with. Every notification of every email that comes in to some might be important. Some might not be important, and this is all depending on how you want to work and what emails that are coming into your inbox. But generally it's a good idea that to reduce the distractions in order to increase your productivity, minimize the inbox in emails, so is showing you a few different ways that you can do this through archiving, deleting, adding different labels and also filters will help you with this quite a bit, and then that creating the filters is a great way to skip the unwanted emails, the less important emails so that you can really focus on those really important emails that you do need to be aware of and respond to all the time. There's also a number of really good extensions, and one of them is boomerang Gmail. So this is on extension that allows you scheduled email to be sent later on. And we also saw that Gmail has already added this option. So number of different things that you can do in some of these extensions might be a little bit more helpful. Some might not, and Gmail is always updating their options for their emails. And as you can see, there's always constant changes. Even with the templates and the canned responses changing, there's various themes that you can set. So this is all depending on your personal preference. Some people like to set a customized theme, and what happens is it just applies that theme to the background. You can also use your own photos, and you can customize it. So a lot of really cool options for themes. There's chat, so having shot on having shot off, So this is just hangouts and allows you to communicate with the people that year talking to an email in real time with chat. You can also call the number really cool options There. There's the various add ons so you can get the add ons for more functionality. And that would boomerang was just one of them s. Oh, there's some productivity software. So, like a sauna trail. Oh, there zoom to do the meetings S. So this is a great option. Slack as well for additional communication. A lot of businesses are using slack, so you'll find most of what the more popular applications that are out there. Eso These could be really useful to increase the productivity. This is the number of really cool things here. Takes you a while toe. Look through them all, and some of them might be more useful than others again, depending on what your what your needs are. Here's one that's canned responses pro. So if you've got a lot of canned responses, that might be one toe look into the forwarding and the set up of the email. So there's the pop and there's I'm out access. So generally this is set by your system had been so that these air, when you're bringing it into an email client configuration instructions. So if you've got an email client that you're using, such as Thunderbird or Outlook or even on your iPhone. You want to get configuration instructions for the email for Gmail account. You can click those, and this will sell. You tell you how you can set up a swell as the different ports, so really easy to set up the emails. We've already looked at the different filters and blocking of the at addresses that counts . So all the different count options for the inbox. So there's the different categories for the inbox, and we briefly went over that If you want to have different types of inbox, there's different inbox types, and most of the time this isn't really necessary. But of course, sometimes it's good to have and available the labels, and then most of what you need to do is under the general tab. So this is where most of the functionality that we looked at to this default country codes and a lot of the stuff you probably won't need to use. But it's there if you do need it. And if you do need more information, there's available within the learn more. There's also the smart composed, so this is a relatively new feature, so you get these smart message queues like How are you? It works, Got it, And so you can really easily click thes, And this is also really helpful in providing quick responses. Thanks again for taking the course. If you have any questions or comments, I'd love to hear from you in the Q and A section as well. If you have any suggestions or helpful tips to be poor productive with email, please post them. Please share them. I'm going to be adding additional content as it becomes available to the course. Thanks again for taking it, and I really do appreciate your support.