Top 45 Gmail Tips and Tricks – Make the Most of Your Mail

Gmail by Google is one of the most popular email messaging services, and since its inception in 2004, it has gained over 1.5 billion users worldwide. With more and more communication going digital, many people opt for Gmail as it’s quick, free, and easy to use.

But are all those users getting the most out of their Gmail accounts? We would argue not. There is so much untapped potential in this email server.

Most working people spend a large chunk of their work time managing emails. Whether you’re filtering through your messages, writing an email, or organizing your emails into folders, you could streamline these processes and spend this time doing other essential tasks.

We have compiled a few Gmail tips and tricks which can help your email life much easier. We have everything from Gmail organization tips to sorting out account settings. Read on to find out how you can maximize the benefits of your Gmail account.

This Article Covers:

45 Best Gmail Tips and Tricks 2022 Has to Offer

Take a scan through our 45 useful tips. You’ll be sure to find at least one that will improve your email life dramatically.

1. Using Multiple Accounts

Suppose you have multiple Google accounts for various purposes. In that case, Gmail has a feature that allows you to add multiple Gmail accounts and switch them with ease without having to do the arduous process of signing in every time.

 Using Multiple Accounts

Sign in with your main account first and then click on your avatar, and you should see an option called Add another account. Simply use this to add your accounts, and you can select your accounts freely by clicking your avatar in the top right corner again.

2. Recalling a Message Using Undo

Sometimes, you may instantly regret sending a message. Maybe you want to reword the message, or perhaps you sent it to the wrong person. Or even worse — you may have attached something sensitive that you didn’t mean to! Regardless of the reason, Gmail provides its users with the option to recall a message with just one click of a button. Out of all the Gmail hacks, tips, and tricks, this is absolutely one of our favorites.

Gmail gives its users a short period to recall a sent email. To use this feature, you must activate it first. You can easily do this by going to the settings and enabling the Undo Send option. You can also set the cancellation period there using the drop-down setting.

Recalling a Message Using Undo

After enabling this, every time you send a message, an Undo button will appear for a set amount of time that allows you to undo your message.

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3. Need to Say the Same Thing Multiple Times? Use Canned Responses and Templates

Sometimes you need to say the same thing over and over and over again and it gets tedious and exhausting. You don’t need any special software to use canned responses — the feature is built right into Gmail. Canned responses allow you to pre-write and format emails so you can just quick-send them when you need to. You create your canned responses by using Gmail’s template feature.

You can enable this feature by going to the Account Settings and the Advanced tab. You will find the option to enable Templates here.

Email Templates

After enabling this option,

  • Write a message like you usually would
  • Click on More Options, and click on the Templates option.
  • Click on Save draft as a template to save the written message as a template. You can also delete your templates here.
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Once you’ve got your templates all set up, you can now use them whenever you compose or reply to an email by clicking on the three-dots menu, going to templates, and selecting whichever one you need! Handy, huh?

4. Smart Compose

Gmail’s Smart Compose feature recommends different words and phrases to its users to help them complete their sentences efficiently. This simply predicts what the user might want to say next and shows the suggestion as light grey text in front of the keyboard cursor on the screen. The user simply has to press the Tab key to accept the suggestion.

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You can activate this feature by going to the Settings and the Smart Compose option in the General tab. You just have to click the button to turn the Writing Suggestions on. If you want to personalize the suggestions, you can also turn on Smart Compose Personalization.

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5. Scheduled Emails

Not everyone has enough time to reply to emails 24 hours a day. The email scheduling feature in Gmail helps fix this inconvenience as it allows the user to compose their emails in advance.

You can do this by simply writing your message, and before sending it, just click on the little arrow next to the Send button.

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This shows a menu that will allow you to pick a time and date on which you want your message to be sent.

schedule send menu

This feature is also available on the mobile apps of Gmail and is very useful for users who have to communicate with people in different time zones.

6. Navigate Your Inbox Like a Pro with Shortcuts

Gmail gives its users several keyboard shortcuts to make their emailing life much easier to manage. One of the best Gmail tricks we could possibly show you is how to use keyboard shortcuts to speed up your email management.

To enable keyboard shortcuts:

  • Head to the Settings and scroll to the Keyboard shortcuts in the General settings
  • Click to turn the Keyboard shortcuts on
  • To see the Gmail shortcuts, just press the “Shift” and the “?” keys together, and you should see a whole list of shortcuts.
gmail keyboard shortcuts

Here are some of our favorite shortcuts:

  • Ctrl (or Command) + Enter – Send your email
  • Ctrl (or Command) + K – Add a link to your email’s message body
  • G + I – Go to your inbox
  • G + K – Go to your tasks
  • C – Compose an email
  • D – Compose an email in a new browser tab
  • ? – Start typing in your search bar

If you’d like to know more about what shortcuts are available, you can check out Google’s support page about them.

7. Send Email From a Different Email Address

Gmail has a neat feature that allows its users to send emails from different emails through the same inbox. This is different from the multiple Gmail accounts because it allows you to use any email ID, not just the Google one.

To set it up:

  • Go to the Settings and the heading Accounts and Import. There you will find an option called Send mail as
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  • Click on Add another email address, and you should be able to add your email account
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  • Click on Next Step and Send verification, and you should be able to change your “From” address in the Compose window.

8. Labels & Filters

Gmail allows its users to organize their inbox by tagging emails using labels. This can help them manage and categorize their emails. You can also apply multiple tags to an email, and you will find that email under both labels.

You can create a label in the left sidebar by scrolling down and clicking on Create new label. This will allow you to set a name for your label. You can also create sub-labels or nest existing labels under another label in your inbox.

Create new label

You can do this on the Gmail app for smartphones as well.

9. Snooze Notifications

Sometimes, you don’t want to reply back to a message, or maybe you’re busy and don’t want to be disturbed by constant email notifications. Gmail has a snooze feature just for that. This will hide the incoming messages and display them at a time of your choosing.

To snooze messages:

  • Hover over an email, and you should see a clock symbol on the right side
  • Click it, and you can choose a time and date at which you would like the email to appear in your inbox again.
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  • Till then, the snoozed emails will be stored in the Snoozed folder, which you should be able to see in the left sidebar.

10. Mute Emails

Sometimes you may get an annoying email or two, and you may not want to get their notifications every time. You can quickly mute these threads. To do this, simply click on the three dots and then click the Mute button. You can unmute the thread by doing the same process and clicking the Unmute button.

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11. Archive Emails

Sometimes you really want to get rid of clutter in your inbox but you need to keep an email because it has important information. In this case, you can archive an email to remove it from your inbox and store them separately. To do this, select it, and you will see the archive icon on the right side beside the delete option. You can find the archived emails in the All mail tab on the left sidebar.

archives emails

12. Create Calendar Events

You can create events on Google Calendar straight from your Gmail inbox. This is a beneficial feature to create reminders for important events, and if you have Google Calendar on your smartphone, you will be notified of them later.

To do this:

  • Open the email message and click the three dots below the search bar
  • Click the Create event dialog box. This will then take you to a Google Calendar tab or window
  • Add the specific details of the reminder
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13. Best Gmail Tips and Tricks for Searching Your Inbox

Scrolling through thousands of emails can be challenging. Even with proper labels, sometimes you just want to find a specific email quickly. Here are some Gmail search tips to help you find whatever you need in your inbox.

  • When in your inbox, you can click on the search bar to bring up a few quick parameters you can set. Click on the buttons underneath the search field to only bring up emails that match the parameters.
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  • If those parameters aren’t enough to help you find the emails you seek, you can use the search options built into Gmail. Simply click on the search options icon on the right side of your search bar.
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  • Once you click on the icon, it will bring up the search options where you can configure your advanced search. You can search for emails received from certain people, sent to specific recipients, that have a specific subject, that contain specific words, and so on.
  • Configure all the search parameters you need, then type your keyword in the search bar and click search.

You can also use search operators in the Gmail search bar to see your emails quickly. Search operators tell the search engine to include or exclude specific emails that meet the operator’s parameters. Mastering Gmail’s robust features can mean you never lose an email ever again!

Here are a few search operators that can make your email searches much easier:

  • “older_than:xd” (replace x with the number of days) –  this allows you to view emails older than a specific number of days. For example, use “older_than:10d” to view emails that are older than 10 days. 0It’s helpful to filter out old emails.
  • +” (write a keyword after the plus sign) –  allows you to search for an exact word in your emails. For example, writing “+work” will show results for every email with the word “work” in your inbox.
  • Size:xm” (replace x with the size) –  this allows you to find emails in your inbox of a specific size. For example, if you write “size:10m” in the search bar, every Gmail message over 10MB will appear in the results.
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  • “In:all” – this tells Gmail to search everywhere for your keywords, including your inbox, archived emails, all your folders, and even your trash. For example, if you type “in:all RSVP” and click search or press enter, Gmail will show you all your emails located everywhere with the word RSVP in them. You can use any word or phrase you need, just remember to put a space after “in:all” before your keyword/phrase.
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  • You can also replace “all” with whatever location you’d like Gmail to search. For example if you want to search just your inbox, type “in:inbox” and if you want to search your sent emails, type “in:sent” and so on.
  • “Filename:jpg” – You can use this search operator to find all emails with files of a specific type. It doesn’t have to be just JPG files either, you can use pretty much any file extension you can think of. Want to find an email with a PDF attachment? Type “filename:pdf”. Want to find all your emails with a PDF attachment containing your bank statements? Take it one step further and type “filename:pdf statement” and Gmail will return all the emails in your account that has the word statement somewhere in the email and a PDF attachment. Use this operator to search for just about any file type you need, as long as you know the file extension.
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  • Alternatively, if you want to find files that have a specific word in the filename, you can type “filename:statement.pdf” and Gmail will return all emails that have a PDF attachment with the word statement in the file name.
  • “Is:important” – the is: operator allows you to find emails that is something. It could be important, unread, read, and so on. You can even use two is: operators together to search for emails that fit both parameters. For example, if you urgently need to find important and unread emails in your massive inbox.
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14. Block Spammers

Unfortunately, most of us have our inboxes filled with spam and unwanted emails. While you can just ignore the spam, usually, it builds up fairly quickly and uses up a lot of your Gmail storage space. Even though Gmail deletes unread spam after 30 days, it would still be helpful if you didn’t receive spam in the first place.

Fortunately, Gmail allows you to block spammers so you won’t receive new emails from them.

To do this:

  • Go to the email by the person you want to block and click on the three dots on the right side
  • You will see an option called Block (name). Clicking this will block the person and restrict further messages from them too
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15. Use Gmail Offline

Gmail has a nifty feature that allows you to read your email offline and even reply to them without an internet connection. You need to have the Google Chrome browser on your computer to use this function.

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You can enable this easily by going to Settings and the Offline tab. There, click on the Enable offline mail. You can also set how many days of emails you want to be synced and choose various security options.

16. Confidential Emails

Sometimes, your emails may contain sensitive information you don’t want to get into the wrong hands. This is where Gmail’s confidential mode comes in. It allows you to prevent your recipients from forwarding, copying, printing, or even downloading your email.

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To send a confidential email, compose an email like you usually would. At the bottom of the screen, you should see a lock icon to set an expiration date for the email. This means both the email and any attachments in that email will be deleted at the time of expiration.

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You then grant access to the email through a code sent to your recipient through an email or a text message on their phone.

17. Sending Money

Gmail allows seamless transfer of funds through email, but it requires both users to be a user of Google Pay. This is perfect for users who use Google Pay already and transfer money frequently to people they communicate with through email.

Simply compose your email like you usually would, and then click on the $ button to use this feature. This will show a menu that allows you to request or send money. You can just type in the amount and an optional note if you’re sending money. Then just click on Attach Money to send the money through the email.

18. App Access and Auto Sign In

Google has a variety of services that it offers to its users. These interconnected services allow its users to seamlessly transfer data between the services that Google provides. Many different applications and services have also started integrating Gmail accounts into their infrastructures. You may have noticed “sign-in with Google” popping up a lot in your favorite third-party apps.

This provides users with the benefit of making sign-in processes easier but at the cost of their personal information.

You can revoke permission to your data by going to your Google account, scrolling over to the Third-party apps with account access section, and clicking on Manage third-party accounts you’ve linked to Google. Now you will be presented with all the third-party services you have connected to your Google account. You can simply disconnect the ones you don’t want here.

third-party apps with account access

19. Unsubscribe Junk Mail

search bar unsubscribe

If you use your email to sign up for several websites, your inbox is more prone to be filled with junk than having relevant messages. Scrolling your whole email list, finding every single email, and unsubscribing can become tedious really quickly.

Instead, you can just search for “unsubscribe” in the search bar, which will cause every email containing the word unsubscribe to appear. Legally, junk mail senders must have an unsubscribe clause at the bottom of their emails. Now, you can simply open and unsubscribe from all the services you don’t want junk mail from.

20. Unsubscribe From Everything

Sometimes you simply have far too many services you want to unsubscribe from that it would be far too tedious to do it all individually. In this case, you may want to just unsubscribe from everything you don’t want all at once. Unfortunately, no matter how much you search for tips for using Gmail you probably won’t find a built-in solution for this problem. The answer? A third-party service made specifically for this purpose.

Here are a couple you can look at:

  • Clean.Email has a feature that allows you to unsubscribe from unwanted mailing lists and emails. You can also unsubscribe and block senders to make sure you never get anything from that sender again. If you just want a short reprieve from certain subscriptions, Clean.Email allows you to pause subscriptions and more. Unfortunately, Clean.Email is a paid service that starts at $9.99 for one account for one month. If you’d like to subscribe for a year, you save a considerable amount of money as you only need to pay $29.99. Note that if you just want to use the mass unsubscribe feature, a one-month subscription is more than enough!
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  • Unroll.me is a similar service but for mobile. It is an app available on iOS and Android that you can check out to unsubscribe you from all the stuff you don’t need in your inbox.
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21. Organizing Tasks

Gmail offers its users a built-in task organizer. When dealing with dozens of emails per day, it can become hard to remember all your important tasks. In this case, having a to-do list helps a lot. This is one of the best Gmail productivity tips you can use every single day.

Using Gmail’s built-in list maker lets you keep your emails and your tasks in sync.

You can access your tasks by clicking on the Tasks icon on the right side of your Gmail toolbox. The icon is a checkmark in a blue circle.

add a task

22. Attaching Attachments

Gmail intelligently pops up a reminder if you forget to attach your attachments with a message if it includes phrases similar to “I have attached,” and you hit send. This may or may not be a feature you’re already familiar with. If you haven’t come across it yet, it’s still nice to know it’s there — just in case.

Gmail forgot to attach file

You can simply drag and drop your files onto your composed message to add your attachments. Images can be embedded into the message or can be attached separately. There is a limit of 25MB per email. If you have a larger file, it is sent through Google Drive, and a link is sent to the recipient.

You can also send files usually blocked by Gmail through Drive, such as .exe files.

23. Adding a Delegate

You can add another person as a delegate to your account and allow them to share control of your account on Gmail. You can do this to share your Gmail account with a company admin or maybe your family member.

You can set it up by:

  • Going to Settings >Accounts and Import
  • Click on Grant access to your account
  • Click on Add another account
add a delegate to gmail

The person who you’re adding as a delegate must have a Gmail or a Google account for you to add them as a delegate. If you see a name there that you didn’t add as a delegate, remove them immediately and change your password.

24. Delete Big Messages

If you’re someone who receives a lot of attachments with their emails, you will find out that your storage space runs out fairly quickly. You don’t always have to pay more to get the extra storage if you don’t need to. Out of all the Gmail tips here, this might be the best one you’ll learn.

We discussed search operators previously. You can help one of these to assist you in finding messages with a larger size and delete them if not needed, or you can just back it up on your hard drive.

Saving them to Google Drive isn’t viable as that’s the space shared with Gmail.

Use the “size:xm” and replace the “x” with your preferred file size. Anything over 10MB can fill up your storage reasonably quickly.

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From there, you can check their boxes and bulk delete the larger emails.

25. Keep All Related Emails Together in One Thread

If you find your inbox overflowing with emails that you wish you could have just combine, good news: there’s a way to do it! If conversation view isn’t already enabled on your Gmail account, you can enable it to make sure that all responses to an email goes in the same place as a “thread.”

Enabling conversation view is extremely simple. You can do this by clicking the gear icon to open up quick settings. Then scroll down till you can see Conversation View. Click on the button to turn it on — and that’s it!

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26. Create an Alias (One of the Best General Email Tips)

This is one of the handiest privacy features built into Gmail, and easily one of the best Gmail tips and tricks you’ll ever learn. It allows you to easily create a new email address by just creating an alias. This way, having different aliases means you can have a different name for each service. For example, you can have one alias for your subscriptions and another for your family emails.

This can easily be done by adding a plus sign and a word after your username to your email address. It should look something like this: “email+alias@gmail.com”

gmail alias

We think that out of all the Gmail email address tricks, this one is one to remember — especially since it is also a sneaky way to see if a company gives out your email address to other companies. When you receive an unknown message, just check what email it was sent to, and you can narrow down which company may be selling your data.

27. Set a Theme and Customize Your Gmail

If you ever get sick of your email inbox looking so plain, there’s always the option of using a theme! Themes come built into Gmail’s website so you don’t have to install anything extra. There is a small library of preset themes you can select from, including photo-based themes or themes made out of solid colors.

To select your theme, follow the instructions below:

  • Navigate to your settings page by quicking on the settings cog wheel on the top right corner of your Gmail screen. From the quick settings drop-down menu, select See all settings.
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  • The next page will include your settings for everything related to your Gmail account, but you don’t need to worry about all of that. Locate Themes — it’s a tab on the menu. If your monitor resolution isn’t 1920×1080, you may have the “Themes” link text wrapped onto the second row.
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  • Click on Themes, then click on Set theme to bring up the pop-up window with all your possible themes.
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  • In the pop-up window, you can select any theme you prefer. There are a few available in solid colors and some that are high-definition photos. You can also upload your own photo to use as your theme, if you would prefer that. Note that you can also set the theme back to the Gmail default in the same window.
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  • You can customize your theme with the three customization options on the bottom bar (next to cancel/save). Let’s talk about that real quick:
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  • The text background setting allows you to choose the color of the text backgrounds in your main inbox. There are only two options: light or dark — but often that’s more than enough to get a theme you like.
  • The vignette adds a dark shading to the outer corners of your background, which is a pretty nice effect if you want to fade some of the background image out so it is not too distracting. You can adjust the slider to get the level you want.
  • The blur does what it says on the tin — blurs your background image as much as you’d like via the slider.
  • Once you’ve set everything up how you like it (previews will happen in real time, except for the text background), you can click Save and your new Gmail theme is good to go!

28. No Grammarly? No Problem! Use Gmail’s Built-in Spell Check

Grammarly has become more and more popular these days for how helpful it is with checking your spelling and grammar. Even the free version is pretty handy, especially since you can add Grammarly’s extension to your browser of choice (it’s available on Chrome, Safari, and Firefox). There’s even a desktop app. The pro version adds even more features!

If you have no interest in using Grammarly, that doesn’t necessarily mean there’s no way for you to check your spelling without using an external tool. Gmail has its own built-in spell check. Using this feature is simple, just click on the three-dots menu in any compose/reply window and click on Check spelling.

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29. Choose Your Inbox Tabs

If you created your Gmail account after 2013, you probably have tabbed inboxes. Tabbed inboxes split your unread emails into categories to help you organize everything and keep your main inbox clutter-free. Accounts created with tabbed inboxes enabled automatically come with three tabs as a default: Primary, Promotions, and Social.

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However, if you want to make some changes, all you have to do is head into your settings. Click the settings cog wheel, go to See all settings, click on Inbox, then on Categories, and change your tabs to whichever you would prefer.

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When you finish, click on Save changes and you’re good to go!

30. Track Important Emails with Color-Coded Stars

By now, you probably already know that you can “star” an email to remind yourself that it’s important. But did you know that there are many different stars and icons you can use to help you keep track of your important emails?

Gmail has presets that allow you to use just one star (the yellow one enabled by default), four stars, and all stars. Currently, there are five different star colors and six symbols you can use.

Change your star settings by going to the cog wheel > see all settings > general and then scroll down all the way to the stars, as seen below:

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You can play around with the presets or add and remove as many stars and symbols as you’d like. Put together a combination you like best, then click Save Changes when you’re all set.

To use your newly-set stars, go to your inbox and just click on the star. One click will set it to the first color/symbol you have configured. Click several times in succession to cycle through the different stars and symbols you’ve set to find the one you need.

Colored stars

31. Send and Archive

If you want to reply to an email and then archive it right after because you’re done with the thread or the conversation, you can enable send and archive. Enable this by going to the cog wheel > see all settings > general then scroll down to send and archive.

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Select “show” and save your changes. The next time you are replying to an email, you’ll see the handy send and archive button!

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32. Google Hangouts + Google Meet

This tip is convenient for someone who needs to communicate face-to-face with their email recipients. This saves you from the hassle of loading up and logging into a different video calling app. Instead, you can just make video calls from Gmail using Google Chat.

To do this, first, you need to grant access to your camera and microphone. Head over to Google Chat. There, click on a video call, and you will get a notification on top of the window that asks you to give access to your microphone and camera. Simply click on allow, and you should be able to make calls from Google Chat.

You need to enable Google Chat from settings first:

  • Navigate to Settings > Chat and Meet
  • Turn on Google Chat
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If you use Google Meet for work or keeping up with your friends and family, you can also enable Google Meet from this settings page. Enabling Google Meet will have it show up on the side of your Gmail screen.

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33. Right-Click for the Handy Context Menu

If you’d like access to some quick actions, you can right-click on any email in your inbox to bring up the context menu.

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This context menu will allow you to perform practically all the actions available on your inbox’s tool bar. It’s an excellent way to get stuff done without having to move your mouse up and down your screen all the time!

34. Send Money Through Gmail Using Google Pay

Did you know that you can send money via Gmail? It’s a convenient way to pay someone for whatever reason, but there’s a caveat — you and your recipient have to be already be using Google Pay. If this condition is met, sending money through email is extremely simple — just compose an email and click the dollar sign icon ($) to start attaching money. You can also request money this way. If you would like to include a note, you also can!

35. Make Your Signature Fancy

If you’ve found yourself getting tired of typing your signature into every email, you can use Gmail’s signature feature. This feature automatically appends your preset signature to every email you write so you don’t ever have to bother with formalities and typing up your contact information again.

You can create a simple text-only signature with your sign-off and your name, followed by any contact details or links you may want to include. But you can also add images if you need, such as your logo, headshot, and so on.

To start using signatures:

  • Click the settings cog, then go to See all settings. In the General tab, scroll down to Signature. Tap on Create new to make your signature.
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  • Type a name for your signature — make sure it’s something that will easily tell you what’s in the signature just in case you start using multiple signatures later on. Click on Create.
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  • In the following screen, you can start configuring your signature. You can also start formatting it exactly how you’d like.
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Once you’ve put your signature together, don’t forget to Save changes!

36. Use Multiple Email Signatures

If you want to have multiple email signatures, you can! You can set one up for work and one for your personal use, and so on. The process is almost entirely the same as the one used to create your signature above. However, once you’re on the screen below, you can click on Create new to add another signature. You can then set that signature up how you’d like, configure the settings, and then Save changes!

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37. See Your Unread Emails First

If you’ve found yourself losing track of your unread emails to the point that you’ve completely missed urgent ones and gotten in trouble for it, you might like this tip! Did you know that you can set your inbox up a certain way, including showing the unread messages first in a separate section? Setting your inbox up with unread first will look like the screenshot below. Clicking on the expand arrow will show you all of your unread images, and then everything else (all read).

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Using this feature is simple:

  • Click on the cog wheel to bring up the Quick settings.
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  • Scroll down to Inbox Type and select the one you’d prefer. You can set your inbox to show unread emails first so you never miss an unread message ever again. No need to click save, this quick panel auto-saves for you.

You can also set your inbox to show important emails first and starred emails first. It’s also possible for you to use a priority inbox or even multiple inboxes. Experiment to find the setup you prefer the most!

If you like your inbox set up the way it is but you still want to be able to see all your unread emails when you need to, you can also type “unread” into the search bar. Searching “unread” will return all the unread emails in your account!

38. Use the Reading Pane

The reading pane is a convenient feature that allows you to read and reply to emails all from one screen — no more having to click into an email to read it (and having to click back into the inbox afterward!) The only issue we have with the reading pane is it does take up considerable space on your Gmail screen.

Setting up the reading panel is extremely easy. Just go to the Quick settings panel and scroll down to reading pane. You can select no split (no reading pane), reading pane to the right of the inbox, or reading pane below the inbox.

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Once your reading pane is set up, you can also adjust how big it is by clicking and dragging the dividing line between your inbox and the pane.

39. Select All Emails

If you’d like to delete all emails of a certain keyword, there’s an easy way to do it. Say you want to delete (or archive) all emails you’ve received containing the word “Paypal.” Type “Paypal” into the search bar and wait for the results. Once you see the results, click on the checkbox to Select All (seen below).

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Once you’ve selected everything, a new bar will come up, like below:

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You can then click on Select all conversations that match this search and it will select everything available in your Gmail account.

If you’d like to deselect, you can do so by clicking Clear selection.

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40. Track Payments, Flights, Subscriptions, and More

Sometimes it can be hard to keep track of things you’ve purchased, reservations you’ve made, tickets you’ve bought, and so on. This feature isn’t exclusively for Gmail as it ties into your Google account more, but it’s still handy to make sure you don’t forget anything important!

Click on your profile picture (the circle on the top right corner of the page) and then go to Manage your Google Account. Click on Payments and Subscriptions and it will show you your subscriptions, purchases, reservations, and more!

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You can also search your Gmail account for “category:purchases” to show receipts and purchases you’ve made in the past (although this may miss some emails sometimes).

Quick Mobile Gmail Tips

Many of the tips included in this article work not just for the desktop version of Gmail but also the mobile version. However, there are also more Gmail tricks and secrets that can help you navigate your app better. The tricks below work well for using the Gmail app on your mobile device, although we’ll let you know if something works exclusively on Android or iOS.

41. Switch Your Accounts on Mobile

Just like you can use multiple accounts on the desktop version of Gmail, you can also do the same thing on the mobile app. The ability to swap between accounts at will makes it possible to keep all of your personal and work accounts all in one place without having to log out and back in every time.

Switching your accounts is really simple. The technique below works on both Android and iOS:

  • In your Gmail app, tap on your profile picture or avatar within the top search bar.
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  • Tapping it will bring up the window below. From there, you can tap to switch between accounts. You can also add new accounts or manage the ones you have.
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If you have an iOS device, there’s an even cooler way to do it. Note that the method below only works for iOS!

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You can view the original tweet and the video at this link.

42. Change How Your Inbox Looks [Conversation List Density]

Sometimes you just like having your inbox a certain way. Whether you want it to show previews of messages and let you know what attachments are included or if you just want to fit as many emails into one screen as possible, there’s a way to get it done. You’ll want to choose your conversation list density on your Gmail app to get your inbox looking how you want it to. Here’s how:

  • Open your Gmail app. From the left side of your screen, swipe to the right to bring up the left menu as you’ll see in the screenshot below. Go to Settings > General settings > Conversation list density.
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  • Choose the conversation density you prefer. You have three options, as seen below.
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As a quick guide, Default shows the sender’s profile photo or avatar, the sender, the email subject, a preview of the email body, and any attachments. Comfortable shows the sender’s profile photo or avatar, the sender, the email subject, and a preview of the email body. Compact shows only a check box (to allow you to select multiple emails), the sender, and the email’s subject.

43. Make Use of Confidential Mode

Great news — confidential mode isn’t confined to the desktop version of Gmail! If you’d like to send a confidential message that expires and self-destructs after a certain amount of time, you can use this mode. You can also use it to put a passcode on an email!

To use confidential mode on Gmail’s mobile app, follow the steps below:

  • Open Gmail on your mobile device. Select an email to reply to or tap on compose an email. On the resulting screen, tap on the three-dots menu on the upper right.
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  • In the following menu, tap on Confidential Mode.
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  • In the following screen, you can configure your confidential email how you’d like. You can set an email to expire in one day, one week, one month, three months, or five years (what a jump!). You can also choose to require a passcode.
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  • Once you’ve selected your preferred settings, simply tap on Save and you can begin composing your email. When you finish, tap send, and the email will follow the confidential mode settings you just chose (as long as you tapped on save!).

44. Customize Your Inbox Swipe Actions [Android Only]

Did you know that on Android, you can swipe left or right in your inbox to complete an action? By default, the swipe actions are usually set to archive and delete, but there are actually six actions in total. These swipe actions allow you to get through your emails and clear your inbox quickly when you’re on the go. Here’s how!

  • Open your Gmail app. Swipe inwards from the left-hand side of your screen to bring up the left menu. Tap on Settings > General settings > Swipe actions.
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  • On the next screen, you’ll see what your default settings are. You can see an example in the screenshot below:
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  • If you’d like to change your swipe actions, tap on CHANGE. It will bring up the menu below. Choose the best action for your needs.
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It may take a while for you to get completely used to your new swipe actions, but once you’ve got it all figured out you should have no issues whatsoever getting through your emails fast. This tip is a great way to speed up your email routines!

45. Mass-Select Emails

Sometimes you just need to mass archive or mass delete emails in your inbox. In the desktop version of Gmail, this is really easy to do — just click on the checkbox next to an email. On mobile, it’s a similar process. You can tap on a sender’s profile photo to select that email (you can tap on as many as you need).

Here’s a quick tip: You can also tap and hold on any email to select it (and select as many as you want this way).

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Note that if you are using the compact conversation density, you can simply tap on the checkboxes next to emails to select them.

Selecting multiple emails will bring up a top context menu that will allow you to archive, delete, or mark emails as read (or unread). Tapping on the three dots menu on the top-right corner will allow you to move emails to a different folder, snooze emails, change email labels, add stars, mark emails important or unimportant, mute emails, or report as spam.

Which Was Your Favorite of the Gmail Tips?

Now that you have had a look at all the Gmail tips and tricks to level up your email, let us know in the comment section which you think will be the most useful for you. We hope that this list of Gmail best practices in 2022 can help you massively improve your email management process and experience!

We have plenty of other productivity hacks for you to explore too.

Check out some of our other work efficiency articles:

Jake Wright
Jake Wright
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Jake is a spreadsheet expert and content writer from New Zealand. He has a double Bachelor's Degree in Teaching and has been working in the education industry for over 11 years. His experience makes him adept at breaking down complex topics so that everyone is able to understand.

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