Tips For Better Email Usage – Improve the Way You Use Email

Tips for Better Email Usage

Although email is a huge part of our lives, and work, email usage can be annoying and cumbersome sometimes, especially when your inbox is overly complicated. The tips given below will help you add signatures, recall emails, access multiple inboxes, and of course uncomplicate your inbox.

Tips For Better Email Usage

Lots of email users use Gmail. While you may probably know the basics of Gmail, there are lots of Gmail features and tricks you may not know that can help you streamline your digital life. For example, did you know that there are also third-party apps that work with Google’s email service, such as Kiwi for Gmail, which brings together multiple accounts in one app?

Below are 10 tools to help you achieve more with ease on your email.

Clean Up your Inbox

Instead of using the normal select plus delete feature, there is another way of cleaning up your inbox. If you’re certain that you don’t need any emails before a certain date, you can type in “before:<DD/MM/YYYY>” into the search field and enter the date of your choice. This will filter your inbox so you can more efficiently use the select-all button to delete old emails.

Accessing Multiple Accounts

You can easily sign into multiple accounts with your Gmail app, you can easily switch between email accounts. Click on your profile icon at the top right and choose to Add Another Account. You can sign into another account from there, and you can easily access it by clicking your profile icon in the future. If you do not access one of the accounts frequently enough, it will sign you out.

Email Filters

It‘s normal to have so many emails from different sources, putting them in an organized form is best especially if you want to prioritize emails from important sources. This is where filters come in handy. To set up a filter, open Gmail, click the settings gear, and choose to See All Settings. From there, click Filters and Blocked Addresses > Create a New Filter. 

You can customize your filter to organize emails by sender, recipient, subject, keywords, and other factors. When you’ve got it to your specifications, click Create Filter.

Set up a Signature

To make your emails look more professional, set up a signature. To do this for all outgoing messages, open Gmail > Settings gear > See All Settings. From there, scroll down until you see Signature and Click Create New. Any signatures you’ve created will be visible in Settings, where you can edit or delete them at any time.

Undo a Message

If you have second thoughts after sending a message, Gmail has a grace feature called Undo Send. Right after you hit Send, a message at the bottom of the screen will pop up saying the message was sent, but there’s also the option to Undo or View Message.

immediately you click Undo, Gmail will stop sending the message. You can also edit how long you have to cancel a message.

To get Undo Send set up, go to Settings > See All Settings and scroll down to Undo Send. From there you can set a send cancellation window of 5, 10, 20, or 30 seconds.

Schedule Send

If your recipients are in different time zones and you don‘t want to bother some of them with email notifications at odd hours of the day.

To schedule a message, type up what you want to say, and instead of clicking Send, click the little down arrow and select Schedule send. Gmail will suggest some possible times, but you can also manually input a specific send time.

Smart Compose

Smart compose is meant to help you streamline your writing process.  It works like predictive text for example while you are typing “I‘ll talk to you,“ Google Smart Compose will suggest “later“.

Just hit Tab to accept the suggestion; otherwise, keep typing. If you’re not a fan of Smart Compose, you can toggle it off in Settings.

Spell Check

Use the spell-check tool to reduce the stress it takes to send important emails. The spell-check tool can help you correct improperly spelled words and will keep the word underlined if it changes so that it can be undone if you don‘t like the outcome. You can access spell check in settings > spell check.

Mute Conversations

You can decide to use this tool if you have a very noisy email group. Simply open the email, click the three dots settings icon just above the email subject line and then select mute from the drop-down menu. You can decide to unmute if you click “mute“ by accident.


With labels, your inbox can be made way more manageable. They’re kind of like filters (and you can set up a filter to send an email to certain labels). Labels live in the sidebar where you’ll find Inbox, Sent, Junk, and other folders. Scroll down and click Create New Label. From there, you can name your label as well as create group labels. For example, if you’re getting organized for school, the main label could be Biology Class and you could group labels about class projects and submitted assignments.

Conclusively, your email can be well managed, organized, and used with the steps given above. Use them and have the best Gmail experience.


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