In-Flight News
The Gmail Edition, Feb 2016
The Big Migration
In this edition:
Tips for taking control of your email. Gmail has powerful features to help you sort, redirect, and tame your incoming messages.
WARNING: These are cool tips but proceed carefully. After making a change, see how you like it over a day or so - that way if you don't like it you'll remember how to change it back!
Read on, and if you have a tip to share, please email me. I'll put it in the next edition.
Before you begin...
A Plug for Synergyse
Synergyse tracks your learning. See what you've completed on Synergyse HERE. You need to be logged into your account.
Viewing Options
Preview Pane
Settings > Labs > Preview Pane > Enable > Save
Next:
Choose "horizontal" view
Tabs (aka "Categories")
From the Gear > Configure Inbox > Select tabs you want
Definitely choose "Primary" which will be your main inbox
Calendar Gadget
Choose Settings > Labs > Google Calendar Gadget > Enable > Save
Labels (known as "folders" in Zimbra)
Dragging to a Label
You can also drag emails up to the tabs (if you use those) - and google will remember and re-direct based on your habits.
Filters
Choose Settings > Filters > Create new Filter > Choose the criteria (for example, everything from rsalmon goes to the label "HR")
Color-Code Labels
Hover over any Label > Choose the arrow > Choose Label Color
You can even do custom colors!
Everything about labels HERE.
Fast Fixes
Undo Send
Choose Settings > General > Undo Send > 30 seconds
Never Forget an Attachment
Archive vs. Trash
You can retrieve archived emails in case you end up needing them, but trash eventually gets tossed.
Productivity Tools
Keyboard Shortcuts
Use your keyboard instead of your trackpad to navigate your inbox. Once you start using shortcuts, you'll be amazed at easily you can move around.
See all enabled shortcuts HERE.
For example...
Send a message:
- PC - Ctrl + Enter
- Mac - Command + Enter
Choose "next" or "previous" by hitting "n" or "p"
More shortcuts to turn on in Settings HERE.
Email --> Task
Choose "Mail" in the top left corner, then "tasks."
You can also assign an email to a task:
Choose an email that needs an action done > Choose "More" > Add to tasks. At that point, you can even add the email task to your calendar (!)
Stars
Starred emails are automatically labeled as "Starred" so you can quickly see them.
You can also search for stars by color (has:purple-star)
More about stars HERE.
Add-ons & Extensions
Boomerang
Schedule emails to send another time, see when someone opens your note, and get a sense of when it's a good time to send emails.
Thanks Michelle, for this tip.
Gmail Meter
Use this tool before setting up filers and labels to get a sense of what your email categories should be.
Gmail Meter - not an extension, just a one-time report.
Thanks, Kelly, for this tip.
Write emails Offline
This is a handy feature for working on airplanes and other places where you anticipate no wifi.
Choose Settings > Enable offline
Note: This feature needs to be turned on by our tech office. Coming soon!
Cool to Know
Dots in your address
Sign up for such accounts with dots in your username. For ex: s.duch.arm@amersol.edu.pe Set filters based on that address so those kinds of things end up somewhere other than your inbox.
(This is also a sneaky way to find out which companies are selling your address. If you get lots of spammy stuff addressed to one of your "dotted" emails, you'll know that company farmed you out.)
+newsletter in your address
Gmail will send those to Forums (if you use tabs) or you can create labels for newsletters and have them re-directed there.
Searching
Here are some handy commands:
To:
From:
has:attachment
label:
subject:
OR (in all caps) as in cakin OR gmaclure
See all commands HERE
I know some people who operate with no folders/labels. (gasp!)
They simply search for what they need. It's possible!
One Final Word...
Mind Shift: Never delete another email
Your In-Flight Team
Sean Sweeney: Director of Instructional Technology
Kelly Paredes: Instructional Coach & Design Teacher
Sarah Ducharme: Research Skills & Technology Coach
Email: sducharm@amersol.edu.pe
Website: http://blog.amersol.edu.pe/techintegration/
Location: Camacho, Lima, Peru
Twitter: @sducharme