You can organize your Gmail account by using labels to filter your e-mails, storing important attachments on cloud-based services and preparing canned responses for certain messages, writes Dave Johnson.
As a business owner, you can maximize the value of Gmail by utilizing the signature function, filtering the messages in your inbox and bookmarking important e-mails, writes Kit MacLean. She explains 50 functions that can help you get organized and save time.
It's easy to get overwhelmed by the daily deluge of e-mails you receive, so it's a good idea to set aside a few half-hour segments to clear out your inbox, Dave Johnson writes. "During these windows of time, focus on email and email alone -- don't multitask," he writes. "You'll clean out your inbox faster and end up with more time for other tasks throughout the day." Create canned responses to deal with common types of messages, and try to deal with each e-mail only once, Johnson recommends.
If you want people to actually read and answer your e-mails, get to the point immediately and proofread them before hitting the "send" button, writes Dave Johnson. "[Y]ou'd be surprised how often what makes sense in your head is borderline gibberish when it lands on the screen," he writes. Also, choose subject lines that accurately reflect the content of your messages, he advises.
Google Takeout allows users to easily download the files they've stored on Google's cloud-based applications, including Docs, writes Dave Johnson. After selecting which data you want, the tool compresses the information and makes it available for download.
E-mails will keep pouring into your inbox even when you aren't in the office, so plan ahead before going on vacation, Dave Johnson writes. Set up an automatic-response message to explain how long you will be out of the office and how often you will check your e-mail during that time, he writes. And if it's not absolutely essential that you check your messages, try giving your inbox a break during your vacation, he writes.