One of the best organization decisions I have made is in using Google to manage my emails. I do this for both my personal and business uses. Currently, I'm using Inbox by Gmail to manage my personal emails and Gmail to manage my business emails. By the way, this blog post is the second in a series where I will be sharing how I'm using Google products to organize my business. Checkout the other blog post: Project Fi & Google+.
Tips for using Google to manage my emails
As I decided how to manage my emails, the natural choice for me was Google. Simply because of a few thing: ease of use, integration with other Google products and because I love the user experience. While there are many types of email management tools, I found that with Gmail, I have better accessibility to my emails too. Some of the key things that I have found helpful with organizing my emails are:
- Setting up automation using Filters and Folders to manage my emails
- Converting emails to calendar invitations
- Setting up todo list from email using Gmail
- Bundling email when using Inbox
Filters have helped me to stay focused and organized when it comes to my email. If you started with Gmail and are in the process of switching to Inbox, then one of the things that you will need to do is check your Filters.
Setting up automation tips
When using Google to manage my emails, I have found that you may need to organize your emails. Especially if you get many (hundreds if you are like me) of emails per day. To help keep my emails in order, I’ve chosen to use special Filters
Setting up Filters to manage emails
When you set up Filters in Gmail, it’s best that you start with a plan. Note: Filters setup in Gmail can affect the way Inbox manages emails. When you have a plan in place, it will help you determine what type of Filters you need and which Folders they will go into. Multiple Filters can file emails into a single folder. Also a single email can be filed into multiple Folders. All this is based on your needs. Let’s look at a few examples of Filters you might need.
- Folder to capture all of your teammates emails
- Filter all emails from a specific domain to a folder
- File all newsletters into the same folder
- All your financial details (banking, credit cards, utility bills, etc) filed into same folder
For a detailed help guide about setting up Filters, visit the Using Filters page in the Gmail online help guide.
Updating Gmail Filters when switching to Inbox
If you are currently using or will be switching to Inbox, I want to suggest that you check your Filters in Gmail first. After I switched to Inbox, I found that some of my emails being imported from other email addresses, were not making it into the Inbox during the Bundling process. For instance, I have several POP3 accounts that are not Gmail accounts. I’m importing these emails into Gmail. When I setup the import, I created a special Folder where all the emails were filtered to. I checked the option to have all emails for this account to skip the Inbox. When I switched to using Inbox by Gmail, the imported emails were still going to the special folder, even though I had it bundling to the Inbox. I tried to uncheck the box to skip the Inbox but I couldn’t. So I deleted the import setting and reimported. I left the skip the Inbox option unchecked.
Setting up todo list or events from email using Gmail
Occasionally, I receive email that I want to turn into a todo list or a calendar event. When you are using Gmail, you can actually turn an email into what is called a Task. This is a straightforward process and you can learn more by visiting Google Task in Gmail. To help keep me organized when using Gmail, I like the capability of being able to turn an email into a calendar event. To learn how, just visit: create an event from a Gmail message. For Inbox, I found that using Reminder will give you the same type of results mentioned above for the todo list. It allows you to setup different types of Reminder and associate with individual emails. To learn more about Reminders, click here. Because I have been using Google to manage my emails, I've come to love the environments whether I'm using Gmail or Inbox. I would love to learn more about your experience with Gmail and Inbox. Please feel free to leave a comment below.