How to best manage your Gmail

Sometime ago, I was asked to write a Twitter thread on Gmail. Not anything fancy, but mostly things I'd do, best practices, things to focus on, etc. that even the newest and the most basic users of Gmail can follow to adopt. 

That tweet was appreciated by many and I was asked to create a blog out of it, with some added details. So here we go...

• First, choose an inbox layout that helps maximize your purpose for using Gmail. Your inbox should be a dashboard. Experiment with various Firsts, Priority Inbox, even Multiple Inboxes to see what suits your workflow the best. For details, you can read up: https://support.google.com/mail/answer/18522. The layout you select in the Gmail standard web UI will also reflect in the Gmail mobile app.

• The default Gmail compose window is placed at the bottom right. Expanded, it is placed at the center of the screen. Use Ctrl/Cmd+click or Shift+click to open the Gmail compose window in another tab or window. 

• One of the easiest ways to keep the Gmail inbox tidy is to archive responded emails using the "Send and Archive" button. The message/conversation will come back to your inbox when someone replies to it. You can enable this feature in the General Tab under Gmail settings. 

• Review your Spam every few days to check for false positives. You can resolve messages from trusted people going to Spam by adding them to Google contacts, clicking on the "Not spam" button, or creating a filter and selecting the "Never send to Spam" option.

• Consider using the Gmail Confidential Mode for sending or sharing private/privileged/sensitive info. You can set an SMS passcode to access the message besides setting an expiration date for messages. You can also revoke access at any time. For additional details, please refer to: https://blogs-on-gmail.blogspot.com/2018/06/experiencing-new-gmail-sending-email.html.

• Whenever convenient, attach files from Google Drive. It allows you to retain more control. If needed, you can change the permission on that file to prevent others from accessing it. Please read https://support.google.com/drive/answer/2494893?hl=en&co=GENIE.Platform%3DDesktop on how to make a shared document more secure before sending.

• If you use Gmail on a desktop, use Keyboard shortcuts. It is a productivity option that can end up saving you valuable minutes/day, adding up to hours/week. Details here: https://support.google.com/mail/answer/6594?hl=en&co=GENIE.Platform%3DDesktop.

• You can also access the Gmail standard web UI from your mobile browser to access functions presently not available on the Gmail iOS/Android app. Details here: https://blogs-on-gmail.blogspot.com/2019/08/gmailsvfrommobile.html.

• ALWAYS ensure backup. Either forward your emails to another email, have the emails fetched from the other account, or download the emails to a POP3 email client.

• Periodically back up your Google Contacts by exporting them into a VCF/CSV file and keeping it separate and secure from the account/device.

• Gmail spam filters can be triggered for texts, images, and URL references not just within the body of the email, but also within the signature. So, ensure your content isn't considered as such.

• Gmail uses multiple data points to identify incoming messages. Based on their assessment, Gmail may decide to include extra info next to the sender’s name in the message, collect the message under Spam or deny delivery of the message altogether.

• If you have doubts about an unflagged email in your inbox, refer to  https://support.google.com/mail/answer/180707?co=GENIE.Platform%3DDesktop&oco=0 to check for its authenticity and thereafter report it as spam or phishing. Also, take note of these common scams https://support.google.com/faqs/answer/2952493?hl=en.

• There are 3 ways to manage unsolicited emails. Block sender or report as spam/phishing https://support.google.com/mail/answer/8151?hl=en&co=GENIE.Platform%3DDesktop&oco=0 & create/use a filter to send it to Trash https://support.google.com/mail/answer/6579?hl=en. Blocks & filters are effective immediately. Reporting helps the team to best tweak the algorithm.

• Smart responses can be a way to quickly respond to emails, especially from mobile apps. Details: https://support.google.com/mail/answer/6585?hl=en&co=GENIE.Platform%3DDesktop. Smart Compose can help respond to emails with greater speed and accuracy.  Details: https://support.google.com/mail/answer/9116836?hl=en&co=GENIE.Platform%3DDesktop&oco=0.

• Enable Gmail's "Undo send" option. It gives you up to 30 seconds in case you have a sender's remorse about the email. Details: https://support.google.com/mail/answer/2819488?hl=en&co=GENIE.Platform%3DDesktop.

• Use Gmail aliases to easily identify how someone got your email address and to better filter incoming emails. You can use both the Gmail & Googlemail variants, dotted & dot-less versions of your username, and the + symbol in the username+alias@gmail format. As examples, if you have registered for abc@gmail.com, you can also use the following aliases (among others) to receive and send emails:

• abc@googlemail.com
• a.b.c@gmail.com
• a.b.c@googlemail.com
• abc+newsletters@gmail.com

• Use input tools in Gmail if you communicate in multiple languages using the Gmail web UI. Details: https://google.com/inputtools/services/products/gmail.html.

• Use Gmail's mail delegation process to securely allow someone access to your Gmail without sharing the password. Details: https://support.google.com/mail/answer/138350?hl=en. Note: It is a desktop UI-only feature.

• For quick actions on emails, enable Hover actions for the Gmail web UI and swipe actions for the Gmail mobile apps. 

Swipe actions in the Gmail Android app

Swipe actions in the Gmail iOS app

• Delete Gmail drafts instead of discarding them. Gmail drafts can be both discarded and deleted. Deleted drafts can be located under the Gmail Trash and recovered anytime within the next 30 days. Discarded drafts are instantly purged without any provision of subsequent recovery.

Discarding a Gmail draft

Deleting a Gmail draft

Finding a deleted Gmail draft under Trash in Gmail

Having spent almost a decade in the Gmail Help Communities answering questions, what I have mentioned above are in my opinion, the best practices related to setting up and using Gmail. Although this varies based on the individual and the intended use for that Gmail account, the above should still apply itself in most cases. 

As always, if you have additional queries or seek further clarification on the things discussed above, please leave a comment and I shall answer them. In case you have an issue related to Gmail, you can post them in the official Gmail Help Community by clicking on this link: https://support.google.com/mail/thread/new?hl=en.