16 Gmail Tips And Tricks You Should Know

By Amit Chowdhry ● August 21, 2020
  • These are 16 Gmail tips and tricks you should know about.

With over 1.8 billion users, Gmail is considered to be the leading email platform. And Gmail has a number of features to increase productivity.

Some of these features may not be as obvious so we have put together this list of Gmail tips and tricks you should know about (Note: some of these tips and tricks might require you to customize the settings in the desktop version of Gmail).

1.) Add Labels

Labels make it easier to organize all of your incoming emails. They work just like folders and you can color-code the labels as well. Many people use labels to organize their priority, long-term to-do, and administrative lists. I highly recommend tapping into the labels feature if you are interested in organizing your emails into different “folders.”

You can tap into the labels feature by clicking on the left-hand menu of Gmail > scroll down to More > Create new label. Then you can customize the label settings by clicking on the three-dot menu by hovering your mouse over the label in the navigation tree.

2.) Automatically Organize Emails With Filters

There are ways to create filters based on subjects, senders, size, etc. You can set this up by clicking on Settings (gear icon) > See All Settings > Filters and Blocked Addresses. Then decide whether you want it to skip the inbox, apply certain labels, never send to spam, forward to another email address, etc.

3.) Change Inbox Density

You can make changes to the inbox density in order to see more emails per page or the default view allows you to quickly click on links to attachments. This can be adjusted by tapping on Settings > Density under the Quick Settings.

4.) Change The Inbox Theme

You can change the background color or image of your inbox if you are getting bored of the same old wallpaper. You can do this by going to Settings > Themes.

5.) Confidential Mode

The confidential mode feature prevents other users from saving, copying, forwarding, and downloading emails. And you can also schedule a date where the email self-destructs. This feature can come in handy for extremely confidential emails. You can set this up by tapping on the icon with a clock in front of a lock at the bottom-right while composing an email.

6.) Easily Switch Between Multiple Gmail Accounts

If you have multiple Gmail accounts, then you can easily switch between them. Simply click on the icon of your profile picture on the top right. From there, you can add other accounts and manage accounts on the device.

7.) Keyboard Shortcuts

Gmail supports a number of keyboard shortcuts to help you fly through your emails. First you will have to make sure that this feature is enabled under Settings > Advanced > Keyboard Shortcuts.

These are the keyboard shortcuts:

Compose & Chat

Previous message in an open conversation p

Next message in an open conversation  n

Focus main window Shift + Esc

Focus latest chat or compose Esc

Advance to the next chat or compose Ctrl + .

Advance to previous chat or compose – Ctrl + ,

Send  ⌘/Ctrl + Enter

Add cc recipients ⌘/Ctrl + Shift + c

Add bcc recipients ⌘/Ctrl + Shift + b

Access custom from ⌘/Ctrl + Shift + f

Insert a link ⌘/Ctrl + k

Go to next misspelled word (Mac only) ⌘ + ;

Open spelling suggestions ⌘/Ctrl + m

Formatting

Previous font ⌘/Ctrl + Shift + 5

Next font ⌘/Ctrl + Shift + 6

Decrease text size ⌘/Ctrl + Shift + –

Increase text size ⌘/Ctrl + Shift and +

Bold ⌘/Ctrl + b

Italics ⌘/Ctrl + i

Underline ⌘/Ctrl + u

Numbered list ⌘/Ctrl + Shift + 7

Bulleted list ⌘/Ctrl + Shift + 8

Quote ⌘/Ctrl + Shift + 9

Indent less ⌘/Ctrl + [

Indent more ⌘/Ctrl + ]

Align left ⌘/Ctrl + Shift + l

Align center ⌘/Ctrl + Shift + e

Align right ⌘/Ctrl + Shift + r

Remove formatting ⌘/Ctrl + \

Actions

Move focus to toolbar ,

Select conversation x

Toggle star/rotate among superstars s

Archive e

Mute conversation m

Report as spam  !

Delete #

Reply r

Reply in a new window Shift + r

Reply all a

Reply all in a new window Shift + a

Forward f

Forward in a new window Shift + f

Update conversation Shift + n

Archive conversation and go previous/next ] or [

Undo last action z

Mark as read Shift + i

Mark as unread Shift + u

Mark unread from the selected message _

Mark as important + or =

Mark as not important

Snooze (Note: This shortcut isn’t available in classic Gmail) b

Expand entire conversation ;

Collapse entire conversation :

Add conversation to Tasks Shift + t

Hangouts

Show menu h + m

Show archived hangouts h + a

Show Hangout requests h + i

Focus on the conversation list h + c

Open phone h + p

Jumping

Go to Inbox g + i

Go to Starred conversations g + s

Go to Snoozed conversations g + b

Go to Sent messages g + t

Go to Drafts g + d

Go to All mail g + a

Switch between the Calendar/Keep/Tasks sidebar and your inbox ⌘/Ctrl + Alt + , and ⌘/Ctrl + Alt + .

Go to Tasks g + k

Go to label g + l

Threadlist selection

Select all conversations * + a

Deselect all conversations * + n

Select read conversations * + r

Select unread conversations * + u

Select starred conversations * + s

Select unstarred conversations * + t

Navigation

Go to next page g + n

Go to previous page g + p

Back to threadlist u

Newer conversation k

Older conversation j

Open conversation o or Enter

Go to next Inbox section `

Go to previous Inbox section ~

Application

Compose c

Compose in a new tab d

Search mail /

Search chat contacts g

Open “more actions” menu .

Open “move to” menu v

Open “label as” menu l

Open keyboard shortcut help ?

8.) Multiple Signatures

You can create multiple signatures in case you are constantly switching between personal and professional emails. This can be done by tapping on the Signature icon at the bottom-right of the compose tab.

9.) Reading Pane

Gmail has a reading pane so you can read your emails in a split-screen mode. The reading pane feature allows you to show your emails on the right of your inbox or below the inbox. You can see this feature by going to Settings (gear-shape icon) > Reading Pane.

10.) Scheduling Emails

If there are emails that you want to schedule ahead of time, then you can do so by tapping on the arrow next to the Send button. While in reply-mode, tap on the grey Send button instead of the blue Send & Archive button.

11.) Snooze Emails

You can postpone emails and temporarily remove it from your inbox until you want to see it again. And the email will show up at the top of your inbox again when you want it to tomorrow, next week, or later in the evening. You can find snoozed items under “Snoozed” in the menu. This feature is available by opening an email in Gmail and tapping on “Snooze” on the right (clock icon) and then clicking on the time

Additional tips: You can also snooze multiple emails by selecting the messages and then tapping on the snooze icon at the tip along with searching for snoozed emails by going to Menu > Snoozed or searching in:snoozed.

12.) Search Filters

You can filter emails using the search box of Gmail by clicking on the down arrow next to search. From there you can specify who you want to see emails from and the words it has or does not have. You can also search by subject, size (greater or less than certain sizes, date within (certain ttimeframe), the folder it is within, and whether an email has an attachment or not.

13.) Send Or Request Money

Google Pay Send works is built into Gmail. You can send or request money through Gmail by tapping on the dollar sign icon at the bottom of a message. To use this feature, you and the recipient will need to have a Google Pay Send account with the banking account details added.

14.) Setting Up Templates

If you find yourself writing the same style of emails repeatedly, then you can create templates (previously known as Canned Responses). Templates can be created and inserted through the “More options” menu from the compose toolbar. And you can also create automatic replies using templates and filters together. This feature is found under Settings > Advanced > Templates > Enable.

15.) Smart Compose

There is a Smart Compose feature that utilizes artificial intelligence to predict what you are going to write next. And the more you use it, the better it gets. You can find this feature under Settings > General Settings > Smart Compose.

16.) Undo Send

One of the features you should enable is Undo Send. Undo Send allows you to unsend an email shortly after you sent it. This is helpful if you made a grammar error or forgot to attach a file. You can enable this feature at Settings > General > Undo Send.