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Becoming a Gmail Ninja
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Transcript of Becoming a Gmail Ninja
Becoming a Gmail Ninja
Presentation by Gmail Master NinJames Gunaca
Why Gmail?It’s fast. Really fast.You can access it from any internet
connected device.New releases are ongoing instead of
every couple of years (and they’re free).
You can make it yours.It’s the web, and that’s what we do.
Three Pillars for Gmail Ninjawesomeness
1 Learn the features2 Learn the shortcuts3 Repeat, Repeat, Repeat
Learn the featuresLabels, not foldersStarsFiltersChatTasksWeb ClipsPriority InboxLabs
Labels, not folderzLabels do the work of folders, plus you can add
more than one to a single message. Apply colors to labels to make it even easier to know what the e-mail is about with a quick glance
Ninja tip: enable nested labels if you want sub categories within a label
Starz(not the movie channel)
Mark a message with a Star to denote action required or anything else you deem appropriate
Ninja tip: you can enable “Superstars” in labs to give you up to 11 different star icons
Filterz, yo Let Gmail do the sorting for you. Create filters to
automatically categorize incoming and/or outgoing mail to make it easier to navigate through your mail
Ninja tip: set up filters for e-mail from domains (ex: @24hourfit.com) so that all e-mail to/from that domain is automatically labeled
something relevant
Chat(it ain’t just for smileys)
Don’t clutter your inbox with simple messages like “where should we go to lunch” – just send a quick chat message
Ninja tip: you can add more than 1 person to a chat to create a chat group
Tasks(because you gotta get sh!t done)
Gmail comes with a built in task manager. Create task lists for different groups of tasks. Assign due dates that show up in your calendar. You can even access tasks on your mobile device
Ninja tip: you can create a task based off an e-mail and then that task will link to that e-mail message, even if you’ve archived it
Web ClipsGmail display feeds (news headlines
and blog posts), and other information in the Web Clips section atop your inbox. You can customize yours by clicking the "Web Clips" tab in Settings.
Priority Inbox
http://www.youtube.com/watch?v=5nt3gE9dGHQ
Labs(Grab your coat)
Labs has a ton of cool features that can be added to GmailSneak peakMultiple InboxesGadgets (Docs, Calendar)Previews (Maps, Yelp, YouTube, Picasa)Send & ArchiveUnread message faviconUndo send!Background send!
Learn the shortcuts Keyboard shortcuts are going to save you clicks and time. Enable them
right away and you can always hit ? for a look at the available shortcuts
Start simple Actions
Compose Search Archive Reply / Reply-to-all Tab, enter to send
Navigate Previous/next message Newer/older conversation Back to inbox
Get more complex Go to… Move to… Apply label…
Ninja tip: you can program your own shortcuts if you feel so inclined!
Repeat, Repeat, Repeat(repeat, repeat, repeat, repeat)
The key to getting better at anything is to force yourself to repeat the simple steps until they become habitual:Start off with a few keyboard shorcuts
Tab, enter to send messagese for archiving
Get in the habit of setting up a filter. If you do a certain search frequently, turn it into a filter and apply a label to those search results
Stay up to date on the latest in Gmail by visiting the Gmail blog
http://gmailblog.blogspot.com/
What NinJames uses Multiple inboxes
My inbox is for action-related messages only. As soon as I’m done with a task related to an e-mail, the thread is archived. I keep the ten latest unread messages up top
Filterz I use over 50 filters to sort almost all of my incoming mail. Most are just
related to the client or company a message relates to I setup one filter for the domain (ex: @24hourfit.com) and one filter for the
contents (any mention of “24HF” in message contents) Shortcutz
The shortcuts I use the most: [ or ] for archive and next/previous to get through mail quickly and clean my inbox # for deleting a message e for returning to the inbox
Gadgets Google Docs gadget for easy access to recently edited docs Google Calendar gadget so I can quickly pull up info on upcoming
meetings (ex: dial-in info)
Any Questions? Ask a Ninja