10 tips for efficient organization of your Gmail account

23/06/2021
Mail

It is important to order information in many everyday tasks. With this in mind, the Library provides resources to help you archive and retrieve emails in the UOC Gmail account you can access from the Virtual Campus:

  1. Keep your messages
    Archiving messages is a good way to lighten your inbox and keep those which you may need later on. When messages are archived, they disappear from the list of unread messages, but you can find them at any time with the Gmail search box.
  2. Use the advanced search options
    If you want to find a specific message, the advanced search options help you filter the results. Search by the sender or recipient of the message, keywords, size of the attachment or dates when you sent or received it.
  3. Create colour labels
    You can add labels to organize the messages by subject or origin:
    • Select a message and click on the label icon on the upper toolbar.
    • Click on Create new label and assign a title in the pop-up window.
    • – Once you see the label in the folder tree on the left, click on the three dots icon and select a colour to differentiate it from the rest.
  4. Filter incoming messages
    Use filters to automatically organize new messages in folders.
    • Open the advanced search window and set the filter you want to use to automate the classification of pop-up messages.
    • Once you have defined the criterion, click on Create filter.
    • Select the label created in the Apply the label option.

  5. Integrate other tools into the inbox
    You can include other Google apps without having to open more tabs. In the bottom right of the account, click on Show side panel and choose one of the add-ons. Google Tasks, for example, is a todo list, where you can add tasks and set deadlines to organize your day.

  6. Choose how you want to see the messages: according to priority; first, those not read; by category, etc.
    Click on the settings icon in your inbox and choose the option you prefer.

  7. Write a message and schedule it to be sent at another time
    When you write the message, instead of clicking on Send choose the option Schedule send.

  8. Create a message template to be able to send messages more quickly
    Once you have written the message, select the three dots icon and choose Request read receipt.

  9. Pide recibir una confirmación cuando el receptor abra el mensaje
    Selecciona el icono de los tres puntos y elige Solicitar confirmación de lectura.

  10. Increase data security by turning on confidential mode
    You can increase data security by turning on confidential mode. When you write the message, mark it as confidential. The recipient will be able to see it, but not copy, print or forward it… You can also indicate an expiry date, after which the message is deleted, and even set a password to read it, which is received by SMS only by the person you want to see the message.

Use these easy and very useful tips and recommendations to put your email account in order!

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