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Google Apps :: Mail Tips

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To adjust your Gmail Inbox, Calendar, and Google Docs interface for the new look: Choose how much white space you prefer in your inbox. In the appropriate interface, click the Settings gear menu and then choose a display density: Comfortable (most white space), Cozy (less white space), or Compact (least white space). The Compact setting provides a similar amount of white space as the old interface.

How Google's spam filter works: GMail now shows a brief explanation at the top of each message in your spam folder to inform you why that message was categorized as spam tell you more about any potentially harmful content within the message.

This will also help you learn about scams and other harmful messages that Gmail filters out. Whether you prefer to leave your spam folder untouched or do some educational digging, the information is there for you; you can also check out a new series of spam articles in the Gmail help center.

Keep track of follow-ups needed - Have you ever sent an important email that you wanted to follow up on, but a couple days later realized you hadn’t? GMail now lets you organize your messages before sending them by starring them or adding a label, making it easy to keep track of your sent messages. When composing a new message, you can add a star or assign labels using the labels drop-down menu. Recipients won't see the flags, but you'll be able to keep track of things more easily.

Send label screen shot

Use Priority Inbox to get through your email faster - Email is great, except when there’s too much of it. Priority Inbox automatically identifies your important email and separates it out from everything else, so you can focus on what really matters. http://mail.google.com/mail/help/priority-inbox.html

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Use Stars to indicate a note is special - Use stars to easily mark certain messages as important or indicate that you need to reply to them later. Try Superstars in Gmail Labs for more star options. http://mail.google.com/support/bin/answer.py?hl=en&answer=5904
 
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Organize your email with labels - Labels do the work of folders, plus you can add more than one to a single message. Give important emails brightly colored labels, and you'll be able to scan your inbox and quickly find the good stuff. http://mail.google.com/support/bin/answer.py?hl=en&answer=118708
 
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Clean up your inbox using “Move to” – it works just like folders - You can use the "Move to" button at the top of your inbox to easily move a message out of your inbox and add a label at the same time -- just as if you were moving it to a folder. If you have lots of labels, you can pick the one you want by typing the first couple characters and let auto-complete find the right one. http://gmailblog.blogspot.com/2009/02/new-ways-to-label-with-move-to-and-auto.html
 
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Search your mail instead of sorting - Instead of sorting by date or sender, you can enter keywords in the Gmail search box to find the exact message you're looking for. It works just like Google search: if you're looking for a message that contains the word "shopping," simply type shopping in the search box and press Search Mail. http://mail.google.com/support/bin/answer.py?hl=en&answer=6593
 
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Archive messages to tidy up your inbox without deleting anything - Gmail gives you tons of free storage space so you can save everything you want. While messages in your trash get deleted after 30 days, archived messages are kept forever. Archiving messages moves them out of your inbox and into "All Mail" for safekeeping, so you can search for them later. It's like moving old email to a giant storage room that you never have to organize. http://mail.google.com/support/bin/answer.py?answer=6576&hl=en
 
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Use filters to control the flow of incoming mail - Set up filters to automatically label, archive, delete, star, or forward certain types of incoming messages. You can create a filter based on any message -- just choose "Filter messages like this" from the "More actions" drop-down menu to get started. http://mail.google.com/support/bin/answer.py?hl=en&answer=6579&topic=13301
 
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Highlight important emails using filters and colored labels - Set up filters so that emails from certain senders (or on certain topics) automatically appear with colored labels. That way, you can scan new mail just by looking at the colors. http://mail.google.com/support/bin/answer.py?hl=en&answer=6579&topic=13301
 
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Avoid email gaffes with Undo Send - Oops, hit "Send" too soon? Give yourself a grace period of a few seconds to cancel sending, then edit your message before sending again. 
 
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Tell everyone when you’ll be back with vacation responder - Going away from your mail for a while? Use Gmail's vacation responder to set up a custom response that will be automatically sent to anyone who emails you while you're away. http://mail.google.com/mail/#settings
 
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See which messages were sent right to you - "Personal level indicators" put arrows next to messages in your inbox so you can tell if an email was addressed to you directly. A single arrow (›) is for emails sent to both you and others and double arrows (») indicate emails sent just to you. Switch the "Personal level indicators" option to "Show indicators" under Settings to see them.  http://mail.google.com/mail/#settings
 
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Add “(EOM)” to the subject of one-liner messages - If you ever want to send a quick note where the subject is the entire message (like "Want to grab lunch at 12:30?"), but are annoyed when Gmail prompts you to add body text, just type "EOM" or "(EOM)" at the end of the subject line (short for End Of Message), and Gmail will politely send the message without the extra prompt. http://gmailblog.blogspot.com/2008/10/tip-sending-empty-messages.html
 
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Set up “Canned responses” instead of typing the same reply over and over again - If you find yourself typing the same reply multiple times, try turning on Canned Responses in Labs. Compose your reply once, save it, and easily use the same message later. If you want to be fully automated, you can even set up filters that automatically reply to specific messages with different canned responses. https://mail.google.com/mail/?ui=2&fs=1&view=pu&st=labs
 
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