Our Work Smart blog series continues with Gmail. The aim with this series is to help companies to work smarter by getting the most out of the cloud computing power that’s already available to them.
G Suite apps (also known as Google Apps) receive frequent updates and have additional features added continuously – and because G Suite is cloud-based, you’ll always be using the most up to date version of the app. It can, therefore, become easy to miss some of these features or possible use-cases, so we’ve detailed a few ways Gmail can streamline some of your work days…
Filter VIP emails
When working with an important new client, executives can create a custom filter within Gmail named “VIP” and then add the clients’ email address. The executive can then create a priority inbox which will automatically move emails from this client, and any others that fit the bill, to the top of the pile. This means that upon a quick scan of new emails (from mobile or desktop), they will instantly spot the most important messages first and make sure they are taken care of in a timely manner.
- Get instant access to and ensure the most important messages aren’t missed.
- Quickly respond to important clients and increase the chances of closing sales.
- Importance markers also intelligently mark up the email that really matters to you.
Don’t keep writing the same email…
Employees can draft up ‘Canned Responses’ for the typical emails they receive, such as purchase orders and delivery information. They can set up filters in Gmail that automatically label incoming messages, then assign these responses to the appropriate filter so that they send out automatically and cut back on admin time. These labels will also filter the emails into specific folders so that employees can revisit and tackle all of the similar tasks at the same time, rather than spending time sifting through bottomless inboxes which can be a huge time drainer.
- By applying canned responses to filters, employees avoid the tedious tasks of organising and replying to common emails.
- Employees can spend less time on repetitive tasks, allowing them to work more efficiently and streamline the workday.
Oh, I forgot to say!
If you ever accidentally send an email before it’s finished or maybe send one in the heat of the moment, only to realise that it probably wasn’t the best idea… Then you’re in luck! Gmail has an “unsend” feature built in which allows you to cancel your recently sent emails so that you can add that forgotten attachment or remove the accidental (and somewhat embarrassing) x at the end of your message. Just open your settings and tick the Enable Undo Send option, you can then choose between a range of 5 and 30 seconds as your undo period. Any later than that, and the email is well and truly in the recipient’s inbox.
- Avoid looking unprofessional by sending emails without attachments or missing details.
Find what you’re looking for, fast
Gmail has a pretty clearly positioned search bar at the top of the page, which helps you find any email threads or contacts etc. related to your search term. But you may not have noticed that if you click on the little arrow on the right-hand side of the bar, it’ll open a dropdown menu that lets you search even deeper for more accurate results. You can search in any folder by entering details into the To, From and Subject lines, as well as filter emails that do or do not include specific words or attachments of particular file sizes.
- Spend less time sifting through folders and inboxes looking for important information.
Get the message, no matter the language
Managers receive communications from companies all over the world, in a range of different languages. By using Gmail, they can automatically translate these emails into their own language.
- Cost savings can be made by reducing external translation services.
- Communications can be improved between by responding faster by eliminating the wait for translations.
Gmail has so many great Extensions, Add-ons, Third-Party apps – and soon AMP integrations that it’s sometimes possible to forget how the core features can help smooth out certain use-cases and processes. Hopefully we’ve given you a few ideas that will help you today!
If you’re interested in learning more about how to get the most out of Gmail or you’d just like to find out a bit more about G Suite and what it could offer, please don’t hesitate to get in touch via firstname.lastname@example.org. We would be delighted to have a chat about how we could help.