10 Important Things To Know About Gmail

gmail tips tricks 2
gmail tips tricks 2

Gmail (pronounced Gee-mail) is a free Web-based e-mail service that provides users with a gigabyte of storage for messages and provides the ability to search for specific messages. The Gmail program also automatically organizes successively related messages into a conversational thread.

According to Google co-founder and president Larry Page, the company was inspired to create Gmail because of a user’s letter complaining about problems with existing Web e-mail services, such as the constant need to delete messages to stay within storage limits, and the lack of any searching ability. The two largest Web e-mail providers, Yahoo and Microsoft, allow users four megabytes and two megabytes, respectively, for storing messages. Both services charge a fee for additional storage. Yahoo Mail provides a search capability; Microsoft’s Hotmail service does not.

To make Gmail profitable, Google will sell advertising and deliver it to targeted users. The company’s software will parse users’ messages to determine advertising matches and will occasionally insert appropriate ads in e-mail messages. Some have raised concerns about privacy issues, and the intrusiveness of the ads. However, in a recent interview, Page insisted that there would be strict safeguards in place to protect user information, and that the ads would not be “annoying.” Furthermore, although there will be some advertising within messages, the program will be free of more traditional advertising, such as banners or pop-up ads.

10 things to know about Gmail:

  1. Use multiple communication channels—all in Gmail

Whether you’re on your computer or your mobile device, the integrated Gmail experience has email, direct messages with one or more people, spaces, and video or audio meetings—all your online communication streams—in one familiar place: Gmail. It’s now easier to move from one communication stream to another without changing your context.

From Gmail, either click Chat & message contacts or click Spaces & Chat, Files, or Tasks

2. Chat one-on-one, with groups, or in spaces

Use direct chat messages for quick one-on-one conversations with colleagues. Or, create informal groups and chat with several people at once.

Expand Chat section and message contacts

For more formal team collaboration, create a space. Spaces provide an area where teams can work on a project. In spaces, teams can have multiple threads, called conversations, on different topics in the same space. And everyone added to the space can view the conversation history to catch up on previous discussions.

Expand the Spaces section and click the Chat tab

3. Schedule, start & join meetings

With the integrated Gmail experience, you can schedule, start, and join video or audio meetings directly in Gmail.

Join or start a meeting from Gmail

4. Forward chat messages to email

You can forward messages from Chat to your Gmail inbox. This lets you keep chat messages even if chat history is turned off. Forwarded messages include the 4 previous chat messages in a conversation thread.

Point to message and click Forward

5. Share documents to spaces

When working with a team, you often need to collaborate on files such as documents, spreadsheets, and presentations. Spaces are workspaces where you can share these files and everyone can find them. And, you can edit documents directly in the space beside the chat conversation.

Click the name of the space, the Files tab, then the file, which opens at right

6. Create shared task lists in spaces & assign tasks

The integrated Gmail experience includes task management to help teams stay on track and prioritize their work. Team members can assign tasks to one another and track progress toward common goals—right in the space.

Expand the Spaces section and click the Tasks tab

7. Search across email & chat

When you search integrated Gmail, you can see results from email or chat messages. And new controls let you quickly switch between email and chat results. There’s no need to open and search separate apps.

Search in the bar at top and filter results by Chat or Email

8. Get automated reminders & nudges

Automated reminders resurface messages that you haven’t responded to, and powerful AI reduces distractions and elevates what’s important. Prioritize certain contacts to ensure the most important messages make it through.

 Important mail is listed first

9. Control & prioritize notifications across channels

You can set Chat notification preferences so that only the most important people and messages get through. You can also mute notifications so that you’re not disturbed during busy times.

 Open Chat and Meet settings

10. Know when people are out of the office

When you view a contact in email or a chat message, you’ll see if they’re out of the office based on their Google Calendar. This lets you know not to expect an immediate response if they’re away. And it helps you choose whether to send a message anyway, or schedule an email to be sent after their return.

Find out of office details between contact profile and blank message


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