{"id":2735,"date":"2016-06-20T09:18:38","date_gmt":"2016-06-20T09:18:38","guid":{"rendered":"https:\/\/www.saleshandy.com\/blog\/?p=2735"},"modified":"2023-05-28T12:43:44","modified_gmt":"2023-05-28T12:43:44","slug":"gmail-shortcuts","status":"publish","type":"post","link":"https:\/\/www.saleshandy.com\/blog\/gmail-shortcuts\/","title":{"rendered":"11 Gmail Shortcuts To Save Time And Increase Productivity"},"content":{"rendered":"<div id=\"toc_container\" class=\"toc_wrap_right toc_transparent no_bullets\"><p class=\"toc_title\">Contents<\/p><ul class=\"toc_list\"><li><a href=\"#1-Keyboard-shortcuts\"><strong class=\"1-Keyboard-shortcuts\"><span class=\"toc_number toc_depth_1\">1<\/span> 1. Keyboard shortcuts<\/strong><\/a><\/li><li><a href=\"#2-Search-operation-shortcuts-for-easy-and-faster-searching\"><strong class=\"2-Search-operation-shortcuts-for-easy-and-faster-searching\"><span class=\"toc_number toc_depth_1\">2<\/span> 2. Search operation shortcuts for easy and faster searching<\/strong><\/a><\/li><li><a href=\"#3-Adding-signatures\"><strong class=\"3-Adding-signatures\"><span class=\"toc_number toc_depth_1\">3<\/span> 3. Adding signatures<\/strong><\/a><\/li><li><a href=\"#4-Right-click-menu-box\"><strong class=\"4-Right-click-menu-box\"><span class=\"toc_number toc_depth_1\">4<\/span> 4. Right-click menu box<\/strong><\/a><\/li><li><a href=\"#5-Canned-responses-option\"><strong class=\"5-Canned-responses-option\"><span class=\"toc_number toc_depth_1\">5<\/span> 5. Canned responses option<\/strong><\/a><\/li><li><a href=\"#6-Preview-Pane-option\"><strong class=\"6-Preview-Pane-option\"><span class=\"toc_number toc_depth_1\">6<\/span> 6. Preview Pane option<\/strong><\/a><\/li><li><a href=\"#7-Quick-links\"><strong class=\"7-Quick-links\"><span class=\"toc_number toc_depth_1\">7<\/span> 7. Quick links<\/strong><\/a><\/li><li><a href=\"#8-Setting-default-reply-to-all\"><strong class=\"8-Setting-default-reply-to-all\"><span class=\"toc_number toc_depth_1\">8<\/span> 8. Setting default reply to all<\/strong><\/a><\/li><li><a href=\"#9-Selecting-all-email-in-a-labelpage\"><strong class=\"9-Selecting-all-email-in-a-labelpage\"><span class=\"toc_number toc_depth_1\">9<\/span> 9. Selecting all email in a label\/page<\/strong><\/a><\/li><li><a href=\"#10-Switching-multiple-Gmail-accounts\"><strong class=\"10-Switching-multiple-Gmail-accounts\"><span class=\"toc_number toc_depth_1\">10<\/span> 10. Switching multiple Gmail accounts<\/strong><\/a><\/li><li><a href=\"#11-Undo-a-sent-email\"><strong class=\"11-Undo-a-sent-email\"><span class=\"toc_number toc_depth_1\">11<\/span> 11. Undo a sent email<\/strong><\/a><\/li><\/ul><\/div>\n\n<p>Having been launched in 2004, Gmail has become the most popular email service provider. It provides 15 GB of storage, controls less<a href=\"https:\/\/www.saleshandy.com\/blog\/why-emails-go-to-spam\/\" target=\"_blank\" rel=\"noreferrer noopener\">&nbsp;spam&nbsp;<\/a>(having spam filtering capabilities), and is available on the mobile device. Gmail makes working with e-mails an effortless and pleasant experience.<\/p>\n\n\n\n<p>There are many Gmail shortcuts which most of us hardly use, but if we use them, it can make the Google Mail experience better. Here are the ones I find really effective.<\/p>\n\n\n\n<!--more-->\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"1-Keyboard-shortcuts\">1. Keyboard shortcuts<\/span><\/h2>\n\n\n\n<p>These work on the fundamental rule \u2013 \u201cworking with the keyboard is always faster than working with mouse\u201d.<\/p>\n\n\n\n<p>For using these shortcuts one has to turn the Keyboard Shortcuts Option ON, available in Gmail settings.<\/p>\n\n\n\n<p>Numerous shortcuts are available. Let\u2019s have a look at a few:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Shortcuts<\/th><th>Execution<\/th><\/tr><\/thead><tbody><tr><td><strong>c<\/strong><\/td><td>Composing a new mail<\/td><\/tr><tr><td><strong>e<\/strong><\/td><td>Archiving mails<\/td><\/tr><tr><td><strong>r<\/strong><\/td><td>Replying<\/td><\/tr><tr><td><strong>f<\/strong><\/td><td>Forwarding<\/td><\/tr><tr><td><strong>shift + u<\/strong><\/td><td>Marking emails as unread<\/td><\/tr><tr><td><strong>shift + i<\/strong><\/td><td>Marking all the selected mails as read<\/td><\/tr><tr><td><strong>*n<\/strong><\/td><td>Deselecting all emails<\/td><\/tr><tr><td><strong>j\/k<\/strong><\/td><td>Moving to new or older emails<\/td><\/tr><tr><td><strong>l<\/strong><\/td><td>Labelling<\/td><\/tr><tr><td><strong>g a<\/strong><\/td><td>Go to all mail<\/td><\/tr><tr><td><strong>g d<\/strong><\/td><td>Go to drafts<\/td><\/tr><tr><td><strong>g i<\/strong><\/td><td>Go to inbox<\/td><\/tr><tr><td><strong>[enter]<\/strong><\/td><td>Go into the thread pointed to by the cursor<\/td><\/tr><tr><td><strong>x<\/strong><\/td><td>Select\/deselect the current thread pointed to by the cursor<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"2-Search-operation-shortcuts-for-easy-and-faster-searching\">2. Search operation shortcuts for easy and faster searching<\/span><\/h2>\n\n\n\n<p>Gmail supports refined searches making search process fast and precise. A few tricks can help you search for almost anything (mails, attachments, drafts etc.)<\/p>\n\n\n\n<p>from : [e-mail of the sender] \u2013 will get you a list of all emails from that particular sender.<\/p>\n\n\n\n<p>filename : pdf \u2013 it helps to find emails with pdf attachments<\/p>\n\n\n\n<p>has : [attachment] \u2013 it gets you an email with a particular attachment<\/p>\n\n\n\n<p>is : unread \u2013 it gets a list of all the emails marked as unread<\/p>\n\n\n\n<p>larger : [size of email] \u2013 it finds all the emails that are larger than the size stated<\/p>\n\n\n\n<p>\u201c[text]\u201d \u2013 it finds the emails with text that match exactly the stated text<\/p>\n\n\n\n<p>after : [date] \u2013 it finds the emails sent or received after the particular date.<\/p>\n\n\n\n<p>The above stated search operators, when combined together, works wonderfully to make your search more specific, for instance,<\/p>\n\n\n\n<p>from : [e-mail of the sender] larger : [size of email] \u2013 finds all the emails from that particular sender with a size larger than specified.<\/p>\n\n\n\n<p>\u201c[text]\u201d after : [date] \u2013 it finds the emails with text that match exactly the stated text sent \/ received after the particular date.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"3-Adding-signatures\">3. Adding signatures<\/span><\/h2>\n\n\n\n<p>Gmail provides with the option of adding a signature automatically to all the outgoing mails. It thus helps saving time consumed in adding a signature to each email individually.<\/p>\n\n\n\n<p>One can add a signature by going to Settings &gt; General and scroll down the Signature section. A formatting window will appear with tools for formatting signature. The signature can be created with images, links, bullets, etc.<\/p>\n\n\n\n<p>Tip \u2013 Though HTML codes cannot be used as the signature, one can copy- paste&nbsp;<a href=\"https:\/\/www.saleshandy.com\/blog\/create-send-html-email-template-in-gmail\/\" target=\"_blank\" rel=\"noreferrer noopener\">HTML&nbsp;<\/a>content directly in the Gmail Signature area provided and it will be automatically appended at the end of all the outgoing messages.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"4-Right-click-menu-box\">4. Right-click menu box<\/span><\/h2>\n\n\n\n<p>When one right-clicks on a message in the inbox, a drop-down menu appears. One can archive, delete, or mark a message as reading\/unread.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"5-Canned-responses-option\">5. Canned responses option<\/span><\/h2>\n\n\n\n<p>The \u201ccanned responses\u201d feature available on Gmail gives the option of saving e-mail templates, thus saving our time of composing the same message again.<\/p>\n\n\n\n<p>One has to go to Settings &gt; Labs and enable \u201cCanned Responses\u201d and the messages can be saved as a template. Gmail provides the option of overwriting these saved templates. The saved template can be inserted into a new compose email window with one-click.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"6-Preview-Pane-option\">6. Preview Pane option<\/span><\/h2>\n\n\n\n<p>This feature of Gmail allows you to read all your messages in a new preview pane. One does not have to open message to read its content which helps in saving a lot of time. This feature is extremely useful for the users working on large screen. With small screen available reading space becomes small making it a little difficult to read the text.<\/p>\n\n\n\n<p>One has to go to Settings &gt; Labs and enable \u201cPreview Pane\u201d and a new button will appear to change the layout of the inbox, allowing to split the inbox horizontally \/ vertically.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"7-Quick-links\">7. Quick links<\/span><\/h2>\n\n\n\n<p>As the name suggests, it helps to get to links in just a few clicks. Quick links add a new widget in the inbox providing one-click access to any Gmail URL.<\/p>\n\n\n\n<p>One has to go to Settings &gt; Labs and enable \u201cQuick links\u201d. A new box will get added to the left sidebar and you can add any Gmail URL (specific message, advanced search result, label, etc.) as quick links.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"8-Setting-default-reply-to-all\">8. Setting default reply to all<\/span><\/h2>\n\n\n\n<p>If one has to send a reply to all the e-mail address available, he \/ she should immediately change setting to \u201cReply to all\u201d. It prevents you from selecting each recipient manually, one by one. And you do not miss any of them.<\/p>\n\n\n\n<p>One has to go to Settings &gt; General and scroll down to \u201cDefault reply behavior\u201d section to enable \u201cReply all\u201d. Gmail will make it a point that \u201cReply to all\u201d option is automatically selected when one tries to reply message to multiple recipients.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"9-Selecting-all-email-in-a-labelpage\">9. Selecting all email in a label\/page<\/span><\/h2>\n\n\n\n<p>One can select all the emails under a label\/page with one click (you do not have to select them one by one manually). Selecting the checkbox at the top will help you select all the emails on that page.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"10-Switching-multiple-Gmail-accounts\">10. Switching multiple Gmail accounts<\/span><\/h2>\n\n\n\n<p>Often working and switching to multiple accounts is time taking. One has to log out from one account and login to the other. Gmail provides a shortcut to this.<\/p>\n\n\n\n<p>If one has multiple Gmail accounts, switching to another account can be done directly, without logging out of the current account. One has to click profile picture at the top right corner and click \u201cAdd Account\u201d button to login to another Gmail account.<\/p>\n\n\n\n<p>The Gmail inbox URLs for your accounts will look like as below:<\/p>\n\n\n\n<p><a href=\"https:\/\/mail.google.com\/mail\/u\/0\/#inbox\">https:\/\/mail.google.com\/mail\/u\/0\/#inbox<\/a><\/p>\n\n\n\n<p><a href=\"https:\/\/mail.google.com\/mail\/u\/1\/#inbox\">https:\/\/mail.google.com\/mail\/u\/1\/#inbox<\/a><\/p>\n\n\n\n<p><a href=\"https:\/\/mail.google.com\/mail\/u\/2\/#inbox\">https:\/\/mail.google.com\/mail\/u\/2\/#inbox<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span id=\"11-Undo-a-sent-email\">11. Undo a sent email<\/span><\/h2>\n\n\n\n<p>It does happen that after clicking the send option, you realize that you need to make some changes in the email \/ the mail was not to be sent. Gmail provides you with the option of \u201cundo\u201d the mail sent.<\/p>\n\n\n\n<p>One has to go to Settings &gt; General and enable \u201cUndo Send\u201d. An option is available providing the option of up to 30 seconds to undo the last sent mail. One can also adjust the cancellation period from Settings &gt; General.<\/p>\n\n\n\n<p>Hope the above stated shortcuts are admired by you and it helps to save considerable time of yours. Will be looking forward to more Gmail shortcuts from you. Your views and suggestions are most welcome. Besides Gmail, MS-Excel has been used by millions of professionals on a daily basis <\/p>\n","protected":false},"excerpt":{"rendered":"<p>Having been launched in 2004, Gmail has become the most popular email service provider. It provides 15 GB of storage, controls less&nbsp;spam&nbsp;(having spam filtering capabilities), and is available on the mobile device. Gmail makes working with e-mails an effortless and pleasant experience. There are many Gmail shortcuts which most of us hardly use, but if [&hellip;]<\/p>\n","protected":false},"author":6,"featured_media":28352,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_eb_attr":"","is_display_hero_banner_button1":"","is_display_hero_banner_button2":"","hero_banner_button1_text":"","hero_banner_button2_text":"","hero_banner_button1_url":"","hero_banner_button2_url":"","footnotes":""},"categories":[988],"tags":[174,173],"class_list":["post-2735","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-email-deliverability-hub","tag-gmail-shortcuts","tag-increase-productivity"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>11 Gmail Shortcuts To Save Time And Increase Productivity<\/title>\n<meta name=\"description\" content=\"Want to become more productive at work? 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