How To Become a Gmail Ninja

Become a Gmail Ninja

Learn tips and tricks to save time, increase your productivity, and manage your email efficiently. Start with the tips that are right for you, based on how much email you get each day.

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White belt: I get a few messages a day

1. Use stars to indicate a note is special.
   
   
   
   
   
   Use stars to easily mark certain messages as important or indicate that you need to reply to them later. Try Superstars in Gmail Labs for more star options.
   
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2. Reply by chat.
   
   
   
   
   
   Before you respond to an email, check the footer of the message to see if the other person is online. If they're available, you can save time by clicking "Reply by chat" and get them in real-time rather than over email.
   
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3. Organize your email with labels.
   
   
   
   
   
   Labels do the work of folders, plus you can add more than one to a single message. Give important emails brightly colored labels, and you'll be able to scan your inbox and quickly find the good stuff.
   
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4. Clean up your inbox using "Move to" -- it works just like folders.
   
   
   
   
   
   You can use the "Move to" button at the top of your inbox to easily move a message out of your inbox and add a label at the same time -- just as if you were moving it to a folder. If you have lots of labels, you can pick the one you want by typing the first couple characters and let auto-complete find the right one.
   
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5. Search your mail instead of sorting.
   
   
   
   
   
   Instead of sorting by date or sender, you can enter keywords in the Gmail search box to find the exact message you're looking for. It works just like Google search: if you're looking for a message that contains the word "shopping," simply type shopping in the search box and press Search Mail.
   
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6. Archive messages to tidy up your inbox without deleting anything.
   
   
   
   
   
   Gmail gives you tons of free storage space so you can save everything you want. While messages in your trash get deleted after 30 days, archived messages are kept forever. Archiving messages moves them out of your inbox and into "All Mail" for safekeeping, so you can search for them later. It's like moving old email to a giant storage room that you never have to organize.
   
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Gmail: Tips