10 Gmail Settings and Tricks that will Make Easy to use Gmail - TechLifeTree

Posted on 8:09 am, 17 January 2020

Gmail provides the free Email service developed by Google. Gmail has over 1.5 Billion active users across the world. Over 75% of Gmail users are using Gmail application in their mobile phones. Gmail Android App is the first app that crosses the 1 billion downloads on the Google Play Store. Gmail to too huge.
Gmail is the largest free Email Service provider used by people. According to the analytics, over 188 million emails are sent in just one minute.
In this blog, I will tell you about some Gmail settings and tricks that makes easy and professionally to use the Gmail.
Given below are the topics that were discussed in this blog. You can go directly on a topic by clicking on the heading in under given Instant Read box.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

1. Signature

Signature is one of the most useful Gmail settings. You can set your Signature at the bottom of your Email. Like the corporate Emails that have the company name, website or contact information like Email and phone number at bottom of every email, you can set these in your email.
You can type this information or signature in your email but the problem is that you need to type signature under every email.
Now if you send a lot of emails every day, it will take lots of time to type signature. Here Gmail gives you a feature that called Signature.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

You can set the signature in your Gmail account and that Signature automatically attached with every email that you send.
So, how you can do that, just follow the given steps:
1. Click on the Gear icon on right-top side of your window screen and then click on the settings.
2. In General settings scroll down and you can see the Signature option.
3. Enable the signature option and in the box type your signature like Name, Email, Website, Phone number or Address.
4. Also, there are various options. You can backlink the text, style the text or also set the image.
5. After type, the signature, scroll down to the bottom and click on Save Changes.
Now when you Compose the New Email you can see that your Signature are in your compose window.

In Mobile

You can enable the signature in your mobile also.
1. Open the menu for the top-left corner of your Gmail app.
2. Click on settings.
3. Now here choose your account in which you want to set the Signature and do not click on the General settings.
4. Now in your account settings scroll down and you can see the Mobile Signature option.
5. Click on it and set your Signature and then click on ok.
Now your Signature is set on your account.

2. Preview Pane

If you receive lots of emails every day and you spend too much time and effort to read the emails then this setting of Gmail helps you a lot.
An ordinary way we just click on the email and it opens in a window, we read the email and then go back. This task takes a little bit of time but off= course, time is time no matter if it is a little bit or more.
Now here is a Preview Pane setting. That allows you to view your email side by side with the email list. You never need to open the email in your all window and then go back. Your email is open on the same window in right side box and your emails list appear in the left side of your window.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

Follow the steps to enable Preview Pane from settings:
1. Click on the Gear icon on right-top side of your window screen and then click on the settings.
2. Now click on the Advanced settings.
3. The first option of Preview Pane. You enable this option.
4. Scroll down and Save Changes.
5. Go in your Inbox.
6. In Inbox there is an option on the right-top side of your window screen second left the option to the Gear Icon of Toggle split pane mode.
7. By click on the arrow, the dropdown window will appear and then select the Vertical split option.
Now you can see the email list the email that you want to read side by side.

In Mobile

Your mobile app does not have a Preview Pane setting. this feature only on Gmail website on desktop.

3. Schedule Email

Schedule Email is the best trick in Gmail. Suppose you want to wish your friend on his birthday at exactly 12'o clock. How you can do that, you may not sleep till 12'o clock. But I think it is not a good idea.
Here Gmail Schedule Email feature help you a lot.
1. Click on Compose email.
2. Type your email.
3. Instead of pressing the Send button, you click on the down arrow on the Send button.
4. And then Click on Schedule Send. 5. Now here are some predefined times by Gmail like Tomorrow morning or afternoon according to your Standard Time.
You can select one of them.
6. Either you click on Select date and time and choose date and time.
7. Then click on Schedule Send.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

Now, your email is Scheduled. No matter you are Logged In in your Gmail account, the email will be sent automatically by Gmail.
Here is another benefit of Schedule the Email.
You may want to modify or add some messages in your email or you may forget to add something in your email. Then
1. First, you move your cursor to the left side of the window screen and here you see Scheduled Email option.
2. Click on it, and you see all your Scheduled Emails.
3. Check the email that you want to edit and then click on Cancel Send.
4. Now your Email go into Drafts.
5. On the left side of your window screen, click on Draft option.
6. In Draft, you can click on the Email that you Cancel Send.
5. Now your email appears in the email compose window will appear and you can able to edit it.
6. And now you can Reschedule your email.
Before the email send on the time that you choose, you can able to edit your email and add some more into it.
It is a very useful feature. You can wish Happy New Year to your friends at exact 12'o clock.

In Mobile

You can also Schedule your email in your Mobile.
1. In your Gmail app after composing the email click on three dots on the top-right corner of your screen
2. And then click on the Schedule send.
3. Select predefined time of pick your date and time.
4. And click on Schedule Send.

4. Undo Email

Sometimes it happens that you maybe send an email to the wrong person. A person that sends lots of emails every day maybe send an email to another person. Maybe you apply for a new job and you send the job letter to your existing boss. It's funny or you maybe forget to write something in your email or attach the file.
After you send the email the window little window appears on the left-bottom side of your desktop that of Undo email that has the option of Undo. But this window only appears for 5 seconds. If you do not click on Undo in 5 seconds then this window not appear again and you not able to undo your email.
The solution to this you can increase this window will appear time from Gmail settings. So, you have enough time to click on the Undo button.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

To increase the window appear time follow the steps:
1. Click on the Gear icon on right-top side of your window screen and then click on the settings.
2. In General settings, you can see the option Undo Send: Send cancellation period option.
3. You can change the time by the dropdown box and select from 5 seconds to 30 seconds.
4. And then scroll down to the bottom and click on save changes.
Now your Undo email window appears for 30 seconds or time that you have select.
Notice that, If you by mistake close this Undo button window then this window does not appear again and you not able to Undo your email. So, take care of it.

In Mobile

In Gmail app on your mobile has by default Undo option appear for 5 seconds. But in your mobile Gmail app, you can not increase the time of Undo email option.
But there is another option in your mobile.
1. Open the menu from the top-left corner of your Gmail app.
2. Click on settings.
3. Click on the General settings.
4. Check the box Confirm before sending.
Now whenever you send an email the confirmation box appears to Send the message and you have option ok or cancel.

5. Labels

This feature of Gmail helps you to organize your emails. If you receive emails from many categories like emails related to your business, friends, clients or emails from your team then it is difficult to organize the emails. The inbox looks messy.
To avoid this you can use the labels. Labels help you to organize your emails in different categories. Believe me, it's very useful. If emails are organized then it is easy to read, like if you want to read the emails that only related to your business then Labels make it easy. Using Labels you make categories of your emails.
You can set the label for each email and when you click on that Label then all the emails with that label are only shown/

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

So, by following these steps you can create your Labels:
1. Click on the Gear icon on right-top side of your window screen and then click on the settings.
2. Click on the Labels from menu.
3. Here you can see the default Gmail Labels like Starred, Snoozed, Bin or Scheduled, etc.
4. Now, scroll down and at the bottom-left side of your window and click on the option Create a new label.
5. The new label window appears, in the first field enter the name of the label and for now, ignore the second field and click on Create button.
6. Now you can see your label at bottom of default labels.
7. Go back to the inbox and right-click on emails that you want to apply the label.
8. Then click on the label as and now check the label.
9. Here you can also see the Create New, you can create a new label from here also.
But with this method, you need to apply the label on every email by yourself and when you receive the new email you need to apply the label on that email also. Here Filter is the solution to this.
By creating the Filter, when you receive the new email then it automatically labeled. To do that follow these steps:
1. In advanced search write subject, email or words that the email includes or words that the email does not include or attachment, etc(Explain above in Filters settings).
2. Click on Create filter button.
3. Now a new window will appear in which you check the Apply the label option and on the right side of this option Choose the label that you want to apply.
4. You can create the new label from here also.
5. And if you want to apply this filter to existing emails then check the Also apply a filter to matching messages option also.
6. Then click on the Create filter.
Now your emails that related to the business and the emails that you receive in future that related to your business are automatically labeled.
For accessing the emails that you label as business or any other label, move your cursor to the left-middle side of your window screens.. Here you can see your all the label that you created.

In Mobile

In your mobile there is no option to create the label but you can able to apply the existing label to the emails.
1. Hold the email that you want to apply the label.
2. Click on the three dots on the top-right side of your mobile screen. 3. Then click on the change label.
4. Now check the label that you want to apply and then click on OK.
Now label applies to your email.
If you want to create the label on mobile then you use the Chrome browser. Open the Chrome browser and in menu check the Desktop site option. It allows you to use your Chrome browser like desktop and then open the Gmail website and create a label like Desktop.

6. Last Account Activity

It is a security-related feature in your Gmail account. Sometimes we give our Gmail account access to others like friends or family. But it happens that we forget to logout from your account in your brother or friends mobile and your account are still logged in.
And also it happens that you logged into your account on another computer or mobile, maybe you log in your account into your college or university computer and forget to log out. Maybe someone else uses your account in that computer, maybe he can change your account password or send wrong emails from your Gmail account
So, it is very dangerous for your account security. Here Gmail gives you a feature that you see that when last time your account was activated. You can also see that On which browser, in which country and how much time ago your account was activated. It also shows you the IP address of that device in which your account was logged in.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

Here you can also an option that you can sign out from all the devices that use your account.
In you inbox scroll down to the bottom, right-bottom side you can see the Last account activity, this shows you how much time ago your account was activated.
At the bottom of this you can see the option Details, just click on it and the new browser window will appear in which you can see the Access Type means in which browser and device your account was active, by clicking on show details you can see more details about the browser. In the middle, there is the location and IP address section, this tells you the country in which your account was logged in. And the right side has Date and Time that how much time ago and on which date or time your account was active.
In this window on the top, you can see the Sign out of all other Gmail web sessions button. If you want to Sign out from all the devices or where are your account logged in then click on this button and you're account Sign out from all the devices and browsers.
And that's it Thanks for reading this blog.

7. Out of Office Auto-Reply for Vacation Responder

If you are planning a vacation then this Gmail setting is very useful for you. In the vacations, I think no one likes to reply to the email every day. Sometimes it is very irritating that you enjoying your holidays on vacation and you need an answer to your emails. Sometimes where are you going on the vacations there is no internet access. So, it is very difficult to reply the emails.
Here Gmail has a setting Out of Office or Vacation Responder is very useful for you. Before going to the vacation you enable this option and write down the message that you want to reply.
After enabling this option when you receive the several emails from the same email address, the automated reply send to them that you write in the message within for days.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

Given below the steps to enable the Out of Office AutoReply or Vacation Responder:
1. Click on the Gear icon on right-top side of your window screen and then click on the settings.
2. In General settings scroll down and you can see the Out of Office AutoReply option.
3. Turn it ON.
4. Select the First and Last day of your vacation, enter the subject and write down the message. You can add a link, photo, or also a list in your message.
5. There is another option also. If you want to Auto Reply or response only to your friends or contacts then check the option Only send a response to people in my Contacts.
Now your vacation responder is ready to reply your inbox Emails.

In Mobile

You can enable the vacation responder in your Mobile also.
1. Open the menu for the top-left corner of your Gmail app.
2. Click on settings.
3. Now here choose your account in which you want to set the Vacation Responder and do not click on the General settings.
4. Now in your account settings scroll down and you can see the option Vacation responder.
5. Click on it and set your vacation date, subject and message.
6. If you want response only to your contacts then check the option Send only to my Contacts.
7. And click on Done. Now your Vacation Responder is set on your Gmail account.

8. Filter Emails

I think it is a very useful trick in your Gmail account that is called Advanced search or filter Email. This feature is useful in many ways, maybe you want to search for particular Email that you receive a year ago.
If you do not remember too much about that Email that you want to find then Advanced Search is very useful for you. In Advanced search, you have various options to search as you can search by email address, but if you do not remember the email address then you have other options as search by subject, the words that the email contains or the words that the email not contain. You can search by email size, estimated date and also mention that the email includes an attachment or not.
This feature is useful in another way also, you can create Filter of your search and perform various operations on this Filter.
For example, if you receive too many unimportant Emails like me, In my case I receive too many emails from youtube. When a new video comes in my subscribe list youtube sends me notification and email also. My inbox is full of with youtube emails.
So, using the filter you can perform various tasks on emails like Bin or delete the emails, starred the emails, mark as spam the email, mark as read or unread the email and an option that spam and bin both the email.
I first talk about the advanced search. Follow the steps for advanced search:
1. In your Gmail account inbox, click on the arrow buttons on the right side of search box.
2. A dropdown window will appear, in this window, you see various fields of subject, includes the words, size, date, and attachment, etc. 3. Fill these fields, it is not necessary to fill all the fields. Suppose you remember the address or the specific word that the email have then you write that word in Includes the words field and in search option, choose all emails so, Gmail find the emails that contain those words from all your emails.
4. And then click on search.
Now, all the emails that contain those words are shown to you. In my case, I search for Emails that contain the word subscribe because these emails come for various websites that ask me for subscribing their services, so I searched for it.
There are select all emails checkbox on the top-left side of your window screen, I select all the emails and delete it.
So, that is how you can do the advanced search.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

Now here are another way to doing this that you create the filter and filter do this action on upcoming and existing emails by itself.
Here are the steps to create the Filter:
1. In your Gmail account inbox, click on the arrow buttons on the right side of search box.
2. A dropdown window will appear, in this window, you see various fields of subject, includes the words, size, date, and attachment, etc like you enter while advanced search. 3. Now, instead of clicking on the Search button, click on the Create filter bottom left side of the search button.
4. The new box appears in which you mark the fields like Star it, Apply the label or Delete it. So, when an email arrives that matches with this search you can perform these operations on it.
And if you want to perform these same operations on the emails that you already have then mark the checkbox Also apply the filter to matching messages.
5. And click on create filter.
Now when you receive the emails that contain the words like subscribe the words that you write in your filter or subject are automatically deleted and the Emails you already have that contain this search are also deleted or mark as a label, star it, etc that you choose
But in future, if you want to edit or delete this filter than how you can do that, just follow the following steps to that:
1. Click on the Gear icon on right-top side of your window screen and then click on the settings.
2. Now click on the Filters and blocked addresses.
3. Here you can see all your Filters and there are two options with each Filter, edit or delete.
4. You can edit your Filter and save, or delete it and at the bottom you see the option Create a new filter. Yes you can Create the filter from here also.

In Mobile

Your mobile app does not have the option of Advanced search or Filters. You do this on your desktop only.
But if you want do Advanced search or create a Filter in your mobile then you take the help of Chrome browser.
Open the Chrome browser and in menu check the Desktop site option. It allows you to use your Chrome browser like desktop and then open the Gmail website and do an Advanced search and create Filters like Desktop.

9. Confidential Mode

In some cases you may send some critical information by Gmail. Now, using the Confidential Mode you make your email more secure or private.
Confidential email is much secure than the ordinary email. Confidential email is self-destructive. it means you can set the particular time for email and after that time your email is destroyed from the receiver Gmail account. I think it is really good.
In Confidential email, the files you attached are not downloadable that mean receiver see that file only in their account and they cant able to download it and misuse it.
Email may be some pdf file that the receiver can download and then take prints of it. Therefore it is good feature.
The receiver also not able to forward the Confidential Email to others.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

To Enable the Confidential Mode, follow these steps :
1. After Compose the email, click on the lock icon in the bottom of your compose window.
2. Then the Confidential mode window appears on the screen, in this window set the email expiry time. Usually, the expiry time is from 1 day to 5 years.
3. Now, if you want to protect your email by passcode the select the SMS passcode option. The receiver gets the passcode by text message on their phone number or if they do not use the Gmail then they receive the passcode by another Email.
4. Then click on the Save button. Now, your Email is Confidential.

In Mobile

If you are using Mobile to send the Email, then follow these steps.
1. After composing the Email, click on three dots on top right corner of your screen
2. Now, click on Confidential Mode.
3. Set Expiry time and Require passcode.
4. And then save it.
Now your Email is secure and protected.

10. Mail Forwarding

It is another very useful setting of Gmail. Suppose you have only a Gmail account that you used for family, friends or business purposes. Now sometimes you are going on vacations but there are very important emails that related to your business. In the vacations, if you spend more time reading the emails then how you enjoy the vacations or maybe where are you going there is too bad or no internet connection. Then this Gmail setting is quite helpful for you.
There is one solution for that you give your account to another guy maybe your assistant that read your emails in your absence. But I think is not a good way to do that.
So, here this feature helps you. Using this Mail Forwarding feature you can forward your incoming emails to another account, maybe that account of that person or your assistant that manage your business in your absence.
By following steps you can enable the Email Forwarding Feature:
1. Click on the Gear icon on right-top side of your window screen and then click on the settings.
2. Now click on the Forwarding and POP/IMAP in bar.
3. Here you can see the first option of Forwarding. Click on the Add a forwarding address.
4. Now the pop-up window appears, in this window enter email address in which you want to forward the emails and click on Next.
5. Now new browser window will open that ask you to proceed to the process. Click on the Proceed button.
6. Now a confirmation code has been sent to the Gmail account in which you want to forward the emails. Now the pop-up window will appear in which click ok.
7. Now ask your assistant that tell you the confirmation code that they receive on their Gmail account and enter the confirmation code in the verify field in your Gmail account
If they do not receive the confirmation code then there is an option of Re-send, by clicking on that they Gmail again send the confirmation email to their Gmail account
If you by mistake entered the wrong email address then you have also an option on Remove Address that cancels the Mail Forwarding process. To do that just click on Remove Address bottom and then click on ok. 8. Now you see the two options, first of Disable forwarding and second of forwarding a copy of incoming mail to. Click on the second option in the dropdown menu on your screen in which you choose the Gmail id in which you want to forward the emails or second dropdown box in which you choose that you keep a copy of email that you forward, mark as read the copy of email, archive the email copy or delete the email copy it means when you receive the email first it forward to your assistant email address then Gmail delete the email from your account that you forward.
9. Now if you successfully receive the confirmation code then enter that and click on verify.
10. You can also add multiple Gmail accounts in which you want to forward the emails. Just click on the Add a forward address that appears on your screen and again do the same process.
11. Now Scroll down to the bottom and click on the Save changes.
Now your Mail forwarding feature is enabled.

10 Gmail Settings and Tricks that will Make Easy to use Gmail  - TechLifeTree

But wait for a second, now your all incoming emails are forwarding to your assistant email address. But if you receive the email from your friend that email also forward to your assistant email address.
Now you have another option that allows you to forward particular category of emails like business only.
1. To do that just click on the creating a filter in the same window and advanced search window will appear.
2. Create a filter with information like which subject they have or which words they include etc. and then click on the Create filter button on the left side of a search button.
3. Now the new window will appear in which you check the Forward it to option and from arrow button on the right side of this option choose the account in which you want to forward the emails.
4. Now click on the Create filter.
Now your that Emails is forwarded that related to your business only or that contain those words or subject etc that you enter while creating the filter.
Now the same thing you can do with creating the filter from inbox advanced search option. For doing that just read the Filter Emails section in this page and do the same procedure written above.
If you want to disable the Mail forwarding then:
1. open the Forwarding and POP/IMAP settings with the same procedure given above.
2. Now you can see the first option of Disable forwarding, click on it.
3. Then click on Save Changes.
And now your Email Forwarding feature is disabled. If you want to disable the Email forwarding feature by Filter then you need to delete that Filter.
To do that first:
1. First, open the settings by following the above steps then go in the Filter and blocked addresses settings.
2. Now here you can see the Filter that you create in the last that has an option on the right side of this filter of delete.
3. Click on this button.
4. Now the Confirm filter deletion window will appear in which you click on the OK button and now your email forwarding filter is deleted.
When you come from vacations you disable the email forwarding and delete the Filter either Emails are continuously forwarding to your assistant account.

In Mobile

Your mobile app does not have the Email Forward Settings and the option of Advanced search or Filters. You do this on your desktop only.
But if you want to create a Filter in your mobile then you take the help of Chrome browser.
Open the Chrome browser and in menu check the Desktop site option. It allows you to use your Chrome browser like desktop and then open the Gmail website and create Filters like Desktop and enable Email Forwarding.

Conclusion

These Gmail settings and tricks help you in many ways. You can effectively use Gmail and some tips to help you to save your valuable time. By following these Gmail settings and tricks, you can send the email like professional.
You can read the emails faster, manage your emails, secure your Gmail account and many other this that written above in the blog.
For me, these tips are helping me a lot. Now I spend less time reading the emails and send the emails very professionally etc.
What you think about these tips?
Comment down below. I am waiting for your response.

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