Even though our technological environment seems to be upgrading every day, there still remains one integral piece of software that has stayed indispensable, especially for small businesses; email. Gmail, with its user-friendly interface and powerful features, is a popular choice for many. However, since modern technology is always improving on itself, there have been numerous added features to the platform that users have no idea about.
- Un-Send It
Have you ever sent an email and immediately regretted it, or noticed you sent it to the wrong address? Most people have, but there is a sneaky undo feature that can un-send your mistaken email. Right after you send, you’ll see a little box pop up in the lower left-hand corner of Gmail that says, “Message sent.” Next to it, you’ll see two options: Undo or View message. Click Undo to make sure your recipient doesn’t see the email.
- Enable and Disable Tabs
Gmail has three tabs — Primary, Social, and Promotions — and organizes your emails for you automatically. But did you know you can customize these tabs? If you want to do so, select the Gear icon in the upper-right corner, and in the menu that pops up, go to the section labeled Inbox type. Then select Customize.
This allows you to add new tabs, such as Friends or Business, and remove any tabs that you don’t like or want. It’s a handy bit of automatic organization for when you’re feeling overwhelmed.
Ever want to respond to an email, but don’t have time? Gmail has a convenient option for you to snooze an email, so it will re-remind you after a selected time. It’s great for users who have a flooded inbox and don’t want important emails to get lost in the clutter. On the far right of the email, there is a clock icon for snoozing. Just select the emails you need to be reminded of and pick a time for the reminder. Later on, you can find snoozed emails by going to Menu > Snoozed.
- Google Workspace Integration
Formerly known as G Suite, Google Workspace offers a suite of productivity tools seamlessly integrated with Gmail. Small businesses can leverage tools like Google Drive, Google Calendar, and Google Meet to enhance collaboration and communication within the organization.
- Schedule Emails
Similarly to the snooze feature, you are also able to schedule emails to be sent at a future date. To the right of the send button, there is a downwards facing arrow that when clicked, displays an option for scheduling emails. From there, you can decide when you want it to go. It will sit in your Scheduled folder until the time comes. You can cancel it and reschedule it as much as you want.
If your email is used to maximize efficiency and needs to be quick and robust, there is an option to compact your inbox display to remove unnecessary space. When you select the Gear icon in the upper-right corner of Gmail, you’ll see a resulting drop-down menu with the options Default, Comfortable, and Compact. Switching to Compact eradicates a good deal of space, allowing you to see as much information as possible in a single glance.
- Google Docs
Part of the Google Workspace mentioned in #4, Google Docs is an amazing tool for collaboration, and goes hand in hand with Gmail to make that possible. If you select the option to share when working on a Google Doc, you can add as many team member Gmails to share with, allowing multiple people to edit documents in real-time, fostering a more streamlined workflow.
Note: This feature only works with Gmail users, not other emails
- Spam Filtration
A relatively new feature to Gmail is the “External” popup for potentially harmful emails that you could receive. This is being done to identify emails that are sent to or are from people who are not part of your organization. These alerts not only help Gmail users avoid unintentional replies, but also remind them to treat external messages and related data with caution.
To protect sensitive data, send a confidential message. This means people can’t forward, copy, print or download your message or attachments. You can also set email message expiration dates or require a verification code before someone opens a message. To turn it on, log into/create an administrator account.
From the Admin console Home page, head to Apps. Click Google Workspace > Gmail > User settings > Confidential mode. Then, check the box next to Enable confidential mode. Save your changes and you’re good to go.
- Offline Mode
Most users probably are aware of this, as it has been one of Google’s selling points for a few years now, but you can actually access your emails offline in Gmail. You can send and view emails without an internet connection, which can prove to be crucial in times of need. Just head to Gmail offline settings with the gear icon and check the box next to Enable offline mail.
By implementing these Gmail tips and enlisting the support of managed service providers like Carmichael, small businesses can optimize their email communication, streamline workflows, and enhance overall productivity. The combination of advanced features and professional management ensures that email becomes a powerful asset rather than a source of stress for small business owners and their employees.