Google Mail has features that greatly ease processing of email. Here are a my favorite features that are often overlooked or ignored.
The default Google Mail layout makes inefficient use of screen space. I prefer "Compact" view. When viewing the Inbox, choose the Gear in the upper right corner, and choose "Compact."
Select the following settings. Read on to the next section if you want to hear why.
Keyboard shortcuts are active when viewing an email or when an email's checkbox is selected. Here are my favorites:
- c: compose a new message
- r: reply
- a: reply all
- e: archive
- f: forward
- l: label
There are many more, but these are the ones I use.
Conversation view groups all messages in a thread together. Almost everyone hates conversation view at first, but it is a key component of the workflow I describe below. Give it a try;I predict that within two weeks you will love it.
Labels in Google Mail behave a lot like folders, but they are not folders. Key differences.
- Multiple labels can be applied to the same message.
- Even though a message may have multiple labels (which means appearing to be in multiple "folders" in the old way of thinking), there is only one copy of the message.
Take advantage of labels to file items in all ways that help you organize and retrieve them. Unlike a folder structure, you do not have to choose a single label for a message. Note: if you use conversation view, labels apply to all messages in the conversation.
Please realize that Conversation View, Keyboard Shortcuts, and Labels are an ecosystem that functions in concert to streamline the way you process mail.
When a message arrives that is not part of an existing thread, my workflow is simple.
When a new message arrives that is a continuation of an existing thread, the entire conversation reappears in the inbox. However, when you open the conversation, all the previously read messages are collapsed and only the unread messages are expanded. That makes it easy to see what is new. At this point you can reply or reply all ("r" or "a"), forward ("f"), or just archive ("e").
Your new message is automatically labeled along with the rest of the thread.
Instead I use the label as a search term. Example: "label:Senate"
Suggestion: Define two special purpose labels: "aaActionRequired" and "aaWaitingForResponse." Along with your usual labels based on topic, use these special labels as holding/reminder areas for messages that need follow up. Why the strange names? That puts them at the top of the folder/label list.
Once you have dealt with the matter, you can remove the above label.