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7 Practical Gmail Tips You Didn’t Know About

In this post, you’re going to discover 7 Gmail tips to help boost productivity, save you time and stay in control of your inbox.

These are the same email tips I use every day at my digital marketing agency and it personally cuts the time I spend processing emails by at least 20 hours every week.

I’ll also show you how you can completely integrate your customer sales cycle within Gmail.

Let’s get started.


1. Use Email Templates (Canned Responses).

I like to keep communication with our clients and various stakeholders consistent.

Using Gmail’s canned response feature, I’m able to quickly send out 100’s of emails using stock templates I’ve written.

This is one of the useful Gmail tips alone will save you a ton of time and ensures your emails have no spelling or grammar mistakes.

Here’s how you can set it up:

● Click the gear icon in the top right-hand corner of your Gmail
● Select settings
● Go to the advanced tab
● Enable canned responses
● Hit ‘save changes’ at the bottom of the window.

use-email-templates

● Draft an email you want to use as a template
● Click on the three dots in the bottom right-hand corner of the email
● Select “canned responses”
● Save as “New canned response…”

use-email-templates-gmail


2. Take back regrettable emails.

If you work with clients, then you know how frustrating it can get sometimes.

I know whenever I’m having a bad day, it’s easy to send a less than desirable email that I later regret.

Enter Gmail’s un-send feature that allows you to take back any less than desirable emails before it’s too late.

It’s easy to setup:

● In your Gmail account, click on the settings icon in the top right-hand corner.
● Select the Settings option from the pop-up menu.
● Scroll down until you see ‘Undo Send’ and adjust the cancellation period.

take-emails-back

You now have a grace period to take back any sent emails. Easy!


3. Declutter and prioritize your most important emails.

For years I put up with an inbox full of spams, unimportant messages mixed in with a few important ones.

Well, now I use Gmail’s labels and filters feature so I never have to get distracted by unnecessary emails again and can focus my attention on the important ones like new sales leads.

Here are the step by step instructions:

First, create a set of ‘category buckets’ for incoming mail to be assigned too.

I like to prioritize any new leads coming through my agencies website and to make sure nothing gets overlooked; I’ve created a bucket system so any emails coming through are automatically assigned to their respective bucket.

You could get creative here and further categorize leads depending on your services.

● Click on the gear icon in the top right-hand corner of your Gmail panel
● Select settings
● Select ‘Labels’
● Create appropriate labels you want incoming mail to fall into

declutter-prioritize-your-most-important-emails

● Access any new label via the far left-hand column in Gmail

Secondly, you will need to set-up appropriate filters so Gmail knows which buckets to assign incoming mail.

● Click on the gear icon in the top right-hand corner of your Gmail panel
● Select settings
● Select ‘Filters and Blocked Addresses’
● Create filters based on your needs

create-filters based-on-your-needs


4. Control and manage your entire sales cycle within Gmail.

This is an excellent Gmail tip for anybody who handles a lot of leads.

Using a free plug-in called Streak, I’m able to manage my agencies entire sales cycle all within Gmail.

When you’re moving prospects through your sales funnel, a lot of emails are being sent back and forth, everything from submitting proposals, negotiating payments and handling customer objections.

Having our CRM system baked into our email allows my team and I to stay organized and on top of every prospect without a communication breakdown that can quickly happen when you jump from software to software.

I love how seamless this solution is and with once quick glance I can see each prospect and at what stage they’re in my sales funnel from new lead, right through to closing the deal.

control-and-manage-entire-sales-cycle-within-Gmail

Streak also comes with a bunch of other powerful features, I won’t go into all of them but here is one I find myself using all the time:

Email Tracking: I don’t know how this works but it allows you to check if people have read your email.

I use this tracking feature during email outreach and marketing campaigns to test click-through-rates based on different subject headings.

email-tracking

And don’t worry, it’s easy to set-up and get started, all you need to do is install Streak on your Gmail account and they have simple instructions for you to follow.


5. Stop using multiple email accounts.

I’d hate to think how much time and confusion I’ve spent checking emails from all my various email accounts. Trying to remember the passwords alone is the stuff of nightmares!

Well not anymore.

Did you know you can push all of your emails through a single Gmail account?

I handle 100% of my emails using Gmail’s forward and respond feature. It lets me send emails from my official company email address, personal and work email all through a single Gmail account.

Trust me, it’s a huge time-saver!

stop-using-multiple-email-accounts

Here’s how to set it up:

1. If you have a domain specific email, e.g. @yourcompany.com then you’ll need to have access to your email security settings which can be easily found by:

● Logging into your web hosting account
● Accessing the Cpanel dashboard or similar
● Selecting the email accounts setting
● If you’re unsure, then give your hosting company a call and they’ll help you

2. Instead of me writing out the step-by-step instructions for this again, here are two great articles that guide you through the entire setup.

Importing Your Domain Email Account Into Your Gmail Account

How to Combine All Your Email Accounts Into One Gmail Account


6. Never Forget to Reply All Again

I couldn’t count the number of times I’ve accidentally cut somebody out of an email chain and sat there wondering why I didn’t hear back from them only to later realize it was my fault for not hitting that damn reply all button.

reply-all

Make sure you don’t make this mistake:

● Click on the gear icon in the upper right-hand corner
● Select Settings
● Go to the ‘General’ tab
● Scroll Down Until you find ‘Default reply behaviour’ and select ‘Reply all’

Done!


7. Use Gmail Tasks Tool manage important emails.

Gmail has an inbuilt task manager so you’ll never forget to follow up on important emails again.
Whenever I have an email I need to follow-up on Gmail makes it simple to keep on track and organized using the task manager.

Here’s how to use it:

● Click the checkbox next to an important email you need to follow up on
● Select the three-dot icon at the top right section of your inbox
● Select “Add to tasks”
● Optional: add due dates and additional comments
● Make sure you get them done!


Which of these Gmail tips will you try?

Are you going to set up email tracking, create canned responses, or begin running your entire sales funnel through Gmail?

Whatever advice you choose to implement, I’d love to hear your opinions and which Gmail tips you found more useful in the comments.

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