Gmail offers many customizable features and functions. Learn how to un-send emails, organize your inbox with stars, and filter messages in order to help improve your productivity.
- [Oliver] Welcome to Teacher Tech Tips. I'm Oliver Schinkten, and this week, I want to show you a few tips for your Gmail account, including how to set up the Undo Send feature, how to customize your stars, and how to filter out specific types of emails. So right now I'm inside of my Gmail account, and the first thing I'm going to do is go to the gear icon in the upper right hand corner. From here, I'll select Settings, and this brings me to the Settings page. Now as you can see, there are a ton of different settings, and I do recommend that you check these out.
There may be some that are relevant to you, such as changing your default text, you can add a signature, so it will leave that every time you send an email. You can also have a vacation responder, so that you can type in a message, click the days and times you'd like it on, and it will send out an automatic response any time that someone sends you an email. Now for today, we're only going to take a look at three different things, because as you can see up here, we could spend a lot of time looking at different settings.
Now the first one I want to look at is under the General Settings, and if I scroll down, it's called Undo Send. Now have you ever pressed Send on an email right at the time that you realize that you've made a mistake or forgot to mention something? I'm not sure what it is about the Send button, but this happens to me a lot, and Undo Send has been there to save me many times. So Undo Send, I can go ahead and click on Enable Undo Send, and then select a certain amount of time, anywhere from five seconds to 30 seconds, that we'll be able to undo the Send of the email that we have just sent.
So here, I'm going to set it to 30 seconds, which is the maximum time I can, and then when I have it enabled, and enter the time, I'm going to go to the bottom and click on Save Changes. Now inside of my inbox, let's take a look at how this works. So if I click on Compose Email, let's say that I want that I want to send this to someone, down here for the subject I'll just type in Sample, and then I'll type in Sample Email. Now, if I were going to send this, I'd click on Send, and right away it would send that email to this recipient.
So click Send, and it will be sent. However, in this case, notice the message up at the top. Here it says that we have the ability to undo. I'll click on Undo, and it brings up that email again. So now it has not been sent to email@example.com, and I have access to it. And if I think, wow, that's crazy, I sent it to the wrong person, or I forgot to add something, or I know that there was a mistake right when I hit Send, I can make that change.
So I like having this little grace period that I can undo the send before it is official. I know this is something small, but like I said, it has saved me many times. Now let's take a look at another feature that is to customize your stars. Right now if I have a message, let's say, for some reason is important, here we have one about a guest speaker, and if I click on the star to the left of that message once, it turns yellow. If I click again, it goes blank again. So I do have the ability to star that and set it apart.
We do have the option, however, to set up even more of these stars, which can really help when keeping your emails organized. Now in order to do this, I'm going to go back to the Settings, so I'll click on the gear icon, Settings, and scroll down again, and now right below Undo Send, you'll notice a section called Stars. Currently it says In Use, and I have the yellow star, the one that when I pressed on that, it came up, and when I pressed again, it was blank. But look at all the different options that we have down here. In other words, maybe I want stars to be ones that stand out a little bit.
However, I want to set a red star for ones that are urgent, that I need to act on ASAP. So here I can drag that red star up to the In Use and have it there. Now let's say I want to use another one, and there are many different icons we can use here, but I want to use the question icon. This is for any time that someone asks me a question that I need to respond to them for. So I'll set that one up there as well. Now the order does matter, because when we go back, as you click on them, this is the order they'll appear.
I like this order, so I'm going to keep it the same, and once I do this, I'll click on Save Changes, and go back to my inbox. Now, when I click on the star to the left, notice that, click it once, it turns yellow, click it again, it turns red, click it again, the question mark, and then back to blank. Now this is one that I want to respond to this guest speaker immediately, so I'm going to leave it as a red star, which means I need to act on it immediately. I think this is a useful feature for keeping your emails organized. Finally, let's take a look at one more feature, and that is to filter out specific types of emails.
There's often times that you get repetitive emails that constantly clog up your inbox. Well, we can take care of that. Here, in my inbox, I have one from Evernote, and I receive a lot of emails from Evernote because I do have an account with them, and I have notifications set up. In order to do this, I'm going to click on the email. And then on the right hand side from the drop down menu, I want to click on Filter messages like this. When I do this, it brings up another box that allows me to customize the type of emails that I want to filter.
Here, it first defaults to where I got it from. And, actually, all of these are from firstname.lastname@example.org. If I wanted to take this out, I could, and say if there's ever a specific subject line, I want to filter those out, if it has these key words, if it doesn't have things like that, then I can filter them out. Now once you have it selected, you can click on Create filter within this search. One thing to note is that I think a great use for this is to have assignments from students automatically go to a folder.
In other words, if you tell them a specific subject to put in the subject line, you can then filter it by typing in that, say it was "Genetics Assignment," and it will filter all of those emails. In this case, however, I want to filter out any emails that come from email@example.com. When I'm done, I'll click Create filter with this search, and it asks what we want to do with those emails. We can have them skip the inbox, we could mark them as read, we can star them, we can apply a label, so in other words, I have a few labels set up, "Read these later" and a to-do list, I can have them directly go into one of those folders, and here's where I may want to create, say, a Genetics Assignment folder, and then have student assignments that have that subject line go directly into that folder, which can be really useful.
As well as you can have it be deleted, send it to spam, and other things. In this case, I'm going to click Skip the inbox and mark it as read. Then I'm going to go down to "Also apply filter to five matching conversations." Once I have that done, I'll click Create filter, and if I go back to my inbox, it automatically has that gone, and now anytime I receive an email from them, they will still be in my account, so I can go and search for them, I can find them, but they won't appear in my inbox cluttering it up.
So these are just a few tips for Gmail that can help you to unsend an email, or organize and de-clutter your inbox. If you're a Gmail user, hopefully these are some tips that you can make use of. If you have any questions regarding another feature, feel free to contact me at firstname.lastname@example.org, or connect with me on Twitter, where my handle is @schink10.
Skill Level Appropriate for all
Q: Why can't I earn a Certificate of Completion for this course?
A: We publish a new tutorial or tutorials for this course on a regular basis. We are unable to offer a Certificate of Completion because it is an ever-evolving course that is not designed to be completed. Check back often for new movies.