Improve your productivity with Gmail

There was a chance for me to read "Gmail超仕事術". I summarize the contents below.

General direction

1. Decide how many times to check emails. This can be one a day, twice a day or more frequent depending on your work style. Checking emails as they arrive-method generally reduces productivity.

2. Keep Inbox clear (empty)

General processing flow

Tips

- Don't user folders but labels and stars.

- You can configure gmail user interface so that starred emails are listed above other messages. http://support.google.com/mail/bin/answer.py?hl=en&answer=18522

- You can create labels which fit your work/life-style, e.g. @work, @home, @waiting response + @date, @to be processed later, @referece

- Google Chrome browser has many integrated functions for Gmail. So, this browser is recommended for Gmail users.

Search operators

Following are example of search operators.

- from:taro --> Matches emails from "taro".
- to:taro --> Matches emails to "taro".
- cc:taro --> Matches emails which have cc to "taro".
- label:task --> Matches emails which have label "task".
- has:attachment --> Matches emails which have attachment file(s).
- after:yyyy/mm/dd --> Matches emails sent after yyyy/mm/dd.
- before:yyyy/mm/dd --> Matches emails sent before yyyy/mm/dd.
- filename:pdf --> Matches emails which have pdf file.
- filename:[.jpg .png] --> Matches emails which have either .jpg or .png files.
- in:spam --> Matches email in spam folder.

Together with above operators, following operators can be used in combination.

- AND
- OR
- "-" --> exclusion

For example, "from:taro AND filename:pdf" matches emails which were sent from "taro" and have pdf file attachment.
Another example is, "from:taro -from:murao" matches emails which were sent from "taro", but not "taro murao".

Filter emails

There are emails you do not have to check immediately, e.g. email redundant email magazines, or spams.
Gmail has a spam filter. Choose a spam message and click [Report spam]. Similar messages will be automatically filtered out later.
There are email magazines you do not have to read right at the time they arrive, but want to keep. Make a filter, skip inbox and automatically archive them. Labels can be applied when automatically archiving new messages.
http://google.about.com/od/toolsfortheoffice/ss/filter-gmail-messages.htm

Relocating from and to Gmail

Import and export from POP, IMAP, Yahoo, Hotmail email servers can be done.
- From Yahoo to Gmail --> http://www.wikihow.com/Switch-from-Yahoo!-Mail-to-Gmail
- From Hotmail to Gamil --> http://www.wikihow.com/Switch-from-Hotmail-to-Gmail
- IMAP server to Gmail --> http://www.2by2host.com/articles/import-imap-to-gmail/
Even if you have already fetched email on your local machine, emails can be exported to Gmail account by first enabling IMAP on Gmail and copying local emails to Gmail's on your local machine.

Working offline

Some times, you want to check and write emails when you do not have an internet connection. If you are using Google Chrome, install https://chrome.google.com/webstore/detail/ejidjjhkpiempkbhmpbfngldlkglhimk

and enable the offline mode.

Send emails to a group of contacts

You can create a group of contacts, http://support.google.com/mail/bin/answer.py?hl=en&answer=30970, specify the group name and send emails all the member of this group instantly.