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Managing important emails

From: Google Apps for Students

Video: Managing important emails

When it comes to managing your inbox, there's a lot of things that can go wrong.

Managing important emails

When it comes to managing your inbox, there's a lot of things that can go wrong. For example, a teacher may email you weeks in advance about a change in class location. And when you read your email, you're going to remember it maybe that day, but when two weeks rolls around, what if you've forgotten the new class location. With just a few simple tips and tricks, you can quickly go through and clean up your inbox, as well as make sure, you're keeping important emails exactly where you want them. Here we have some communications from one of our professors, Professor Siddall. In addition to that, there's also some Gmail welcome emails in my inbox.

As a student, if I wanted to clean this up, I'm going to go ahead and mark a few emails using stars, and important flags, so I can quickly figure out what emails need followup and what emails I can go ahead and archive. Taking a look at the first email, I can see that there is a changing class location on 11/13. This is several weeks away. So, I want to make sure that I come back to this email. I'm going to go ahead and mark this email important using the Important Flag just to the left of the sender's name. When I click this flag and flag it as important, it's then going to be added to an important email box on the left-hand side.

If I look in the important email box, I can see that the email is still showing up there. I can go back to my inbox by clicking on the inbox. Now even though I've marked this as important, and even though I know what the email's about from the short description, it's still showing as an unread email. When I click on the email and actually open the email, and then go back to my inbox, it's now showing as a read email because it has the gray background, and the sender's name is no longer bolded. Let's go ahead and use these basic features to try to clean up the rest of our inbox. Here my professor gave me a grade for the video assignment that I turned in.

I can also see that that grade was a B+, and that it says, nice work. This is something I might want to share with my parents. It's not an important email, it doesn't require immediate action on my part, so I'm not going to flag it as important, instead I'm going to give it a star, the exact same way that important emails are categorized in the important box on the left hand side starred e-mails will also be placed in the starred box. So now when I click on the starred box, I can see the starred e-mail is there. Furthermore, I can click on the e-mail to view the full text. And when I head back, it now shows up as a read e-mail message with a gray background, and the sender's name is no longer bold.

As I look at the inbox I can see that there's a four after it that tells me I have four unread messages. As I look at the next email I can see that it says thanks for submitting your assignment and then it automatically goes into the date. The fact that I can see that it's submitted on Saturday, October 12th, tells me that there is no additional information. That I'm seeing the full extent of the information for this email. Because of that, there's not really a need to open it. In fact, I want to make sure that I archive it with the rest of my emails. The last three emails, all come from Google, and they're here to help me get started using Gmail.

What I'd like to do at this point, is to go ahead and select every email, that's not starred and not important. To do that, I'm going to use the drop down select box, and I'm going to choose to select all unread email messages. So at this point because I didn't have to look at these four, I already knew that they're emails I don't want access to, I can go ahead and quickly select them and now I can choose an action that'll apply to all four emails. At the top I have a variety of actions I can choose from, I can archive them, I can report them as spam, or delete them, I can move them to a new folder, I can add labels and tags to these emails.

And there's even a More section where I can mark all of them as read, I can mark all of them as important or add stars to all of them. I can even add them to a task menu inside of my Google Calendar. Because these four emails don't necessarily have information that require my action, I'd like to go ahead and remove them from my inbox. Now, a lot of people are tempted to click on the Delete button. The issue with clicking on the Delete button is they're only going to be stored on the system for a set amount of time. By default, most institutions will keep your deleted emails for about 30 days. After 30 days, that email will be permanently deleted and you will not have access to it.

This could be an issue. Let's say that later on down the year, your professor comes back and says hey, I never got that assignment from you. And you want to be able pull up the actual email saying that she received your submitted assignment, because of that I am going to recommend that you never delete an email. Instead, use the Archive features. When you click on Archive, it's going to act like those emails were deleted, but they weren't actually deleted. They're moved out of your Inbox and into a special archived folder. And I still have the ability to search for and find those archived messages.

So in case Professor Siddall came to me and said, Mr. Quigley, I never received your video assignment, I could search for emails from Professor Siddall, find the archived email, restore it to my Inbox and prove to her that I did in fact turn in that assignment. So using these basic features of marking emails as important, starring emails, and archiving emails can save you a lot of time as you clean up your inbox and make sure you give the appropriate attention to the emails that need it.

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26 video lessons · 4417 viewers

Aaron Quigley
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