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10 tips for getting most out of Gmail at work

Here’re some tips on how to get the most out of using Gmail at work, and to get every business up to speed:

  1. Get a Gmail account at your own domain with Google Apps. So instead of using your @gmail.com email address, you can have email addresses @yourdomain.com.
  2. Add a custom signature at the bottom of your email messages. Go to Settings at top of your inbox and enter your signature text in the box at bottom.
  3. Manage multiple email accounts from a single interface. To do this, either forward your other email addresses to main Gmail account or route them there using Gmail’s Mail Fetcher, which downloads messages via POP from up to five other accounts. Set it up, from Account and Import tab under Settings.
  4. Set up custom “From” addresses for sending email from one of your other email addresses listed as sender. This too is under Settings on Account and Import tab.
  5. Embrace labels to organize your emails. Combined with filters, they can be a powerful tool to manage your mail. And don’t forget that you can drag messages into labels, just like you can with folders.
  6. Use chat and video chat to communicate with colleagues, or provide real-time customer support. Try using “Reply by chat” at bottom of each message if you want to reach sender quickly.
  7. Keep track of your to-do’s with Tasks – create multiple lists, add notes to each task, assign due dates, and get satisfaction of checking off completed items.
  8. Use offline Gmail anytime you’re not online. Turn on offline Gmail from Offline tab under Settings, and Gmail will download a local cache of your mail which synchronizes with Gmail’s servers while you’re connected.
  9. Create canned responses and quickly reply to common questions: turn on this feature in Gmail Labs, compose your response once, save it, then use it over and over again.
  10. Make sure you’e right Bob before hitting send. If you’ve ever accidentally sent a personal email to wrong co-worker, or emailed your internal meeting notes to an external contact, then you’ll want to turn on “Got the wrong Bob?” from Labs tab under Settings. Based on the groups of people you email most often, Gmail will try to flag when you’ve accidentally included the wrong person.


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