1. Try Google Gemini
With Google Gemini, you can use AI to increase your productivity in Gmail (as well as other Google apps.) For emails, you can summarize message threads, receive suggestions for replies, create email drafts, locate details from received messages, and my personal favorite, search using natural language.
📌 With Gmail open, simply click the Gemini icon on the top right and enter a prompt or select a preset in the sidebar.
For businesses, Gemini is part of Google Workspace plans, and for individuals, you can use Gemini with a Google One AI Premium subscription.
2. Integrate Third-Party Tools
Beyond Google Gemini, you can check out more affordable third-party tools to optimize Gmail productivity. Although not an AI add-on like Gemini, Clean Email is my preferred supplementary tool for effectively managing messages.
Clean Email provides these smart features for intuitive, time-saving mailbox management:
- Auto Clean for creating custom inbox rules to do things like move, mark, archive, or delete emails automatically.
- Cleaning Suggestions for receiving recommendations on tidying up your inbox.
- Smart Folders which are pre-made folders that automatically filter related emails.
- Screener for reviewing messages from unknown senders before they enter your inbox and then allowing or blocking them.
…and many more!
Best of all, it’s available for Gmail and other IMAP email accounts on the web, Mac desktop, iOS and Android devices.
3. Create Email Templates
One of the best Gmail tips and tricks I use for saving time is setting up email templates. You can create reusable templates for messages you compose often and then make minimal adjustments if needed. As a bonus, you can create templates for automatic replies when you set up Gmail filters.
📌 To enable the feature in the Gmail Settings, go to the Advanced tab, choose Enable next to Templates, and click Save Changes at the bottom.
Then, follow our comprehensive guides for creating and using templates and canned responses in Gmail which have all the details you need to make this one of your favorite Gmail features!
4. Set Up Multiple Inboxes
If you often look for emails with a particular label, that have a star, or are saved to your drafts, you can set up multiple inboxes for these types of groups and others.
This allows me to see up to five groups all conveniently in one spot when I open my inbox.
📌 Head to the Gmail Settings and select the Inbox tab. At the top, choose Multiple Inboxes in the drop-down menu and then enter the search criteria for the groups you want to see. Hit Save Changes when you finish to see your inbox refresh with the updated layout.
💡 Tip: With Clean Email’s Smart Folders, you can easily view related emails filtered into folders automatically for you! There’s no set up or the need for search criteria. Just expand Smart Folders in the menu and pick a folder to review.
5. Show the Unread Message Count
Because Gmail doesn’t currently offer an official desktop app, do you may keep the application open in your web browser all day like I do? One of those simple Gmail tricks that can be super helpful in this situation is the ability to show an unread message count in the Gmail tab of your browser.
The nice thing about this is that you don’t need to use a specific browser like Google Chrome or install an extension.
📌 To turn on this feature, visit your Gmail Settings and select the Advanced tab. Next to Unread message icon, choose Enable and then click Save Changes at the bottom.
You’ll then see the number of unread emails you have in the browser tab where Gmail is open.
6. Customize the Stars or Indicators
Another useful Gmail tip is if you’re in the habit of marking important messages you receive. For better email management, you can customize the stars and indicators available in Gmail.
For instance, I use a yellow star for emails I want to read later and a red star for those that need research before I reply.
Along with six different star colors in Gmail are six unique icons. You can try them all or choose only the ones you want to use.
📌 In the Gmail Settings, go to the General tab, and move down to the Stars section. Then, either choose a preset or drag the stars or icons you want to the In use row with those you don’t want in the Not in use row. Click Save Changes at the bottom.
To rotate between the stars and icons you pick, simply click the star icon for an email. With each click, you’ll see the next star or icon in your list.
💡 Tip: For designating emails that you want to read when you have more time, check out Clean Email’s Read Later feature. You can manually or automatically deliver messages to this section and then head to Read Later to see the emails in one handy place.
7. Enable Nudges to Follow Up
The Nudge feature in Gmail has been around for some time. While some users find it distracting, I actually find it a useful one. And you will too if you need a little help with email follow-ups.
When you enable Nudges in Gmail, you’ll receive a banner-type message in your inbox reminding you to reply to important emails or follow up on sent messages where you haven’t received a reply. And the feature is available for both businesses and individuals.
📌 What’s great about this feature is that you can turn it on to try it out or turn it off if it’s not for you. Open your Gmail Settings, head to the General tab, choose the suggestions you want to use in the Nudges section, and click Save Changes.
8. Share Your Calendar Availability
To avoid the back-and-forth with planning events, I use this next feature that integrates Google Calendar with Gmail. Not only can you create an event directly from an email, but even better, insert and send the dates and times you’re available. Your recipient can then simply pick one of your times and you’re both set.
📌 You’ll see this convenient option when you compose or reply to an email. Click either the Calendar icon or More options menu at the bottom of a message. Choose Offer times you’re free and follow the prompts to add your availability to the email.
9. Turn On Hover Actions
Many times, you want to take an immediate action on an email you see in your message list. With hover actions in Gmail, you can perform email triage by archiving, deleting, marking, or snoozing an email without even opening it. This simple trick helps me move through my inbox to quickly take care of messages.
📌 To turn on hover actions, open the Gmail Settings and go to the General tab. Choose Enable hover actions in the same named section and click Save Changes at the bottom.
When you return to your inbox, hover your cursor over an email and select one of the actions that display to the right.
💡 Tip: Prefer to manage messages in bulk to stop email overwhelm? With Clean Email, you can easily act on multiple messages without the need to continue loading more emails like in Gmail. Simply use the Select or Select All option at the top of your mailbox and then choose an action for those messages!
10. Use Layouts for Business Emails
This final item in my list of Gmail tips and tricks is ideal if you use the application for business with a Google Workspace account. You can insert a layout in a new email for an announcement, service, newsletter, or referral. Once you pick the layout you want, you can customize it for your particular company and purpose. You can also save layouts to reuse later.
📌 In the Compose window, click the Select a Layout icon at the bottom. Then, choose the layout, edit it to your liking, and insert it in the message.
Final Thoughts
With these tips for using Gmail to its full potential, you can save time and move onto other tasks faster. But remember that Gmail email tricks can only do so much to boost productivity.
Learn more about what Clean Email can do for your Gmail inbox and how you can better manage your mailbox with it!
