As Gmail turns 17 years old on 1st April 2021, Google plans on releasing more Gmail smart features especially the Gmail security features, Edurary inc. plan to be the first to wish to Google mail a happy birthday in advance and also to be the first to talk about the Gmail new features that will be released that same day.
Meanwhile, before we get to the 1st of April 2021 let me introduce you to all Gmail smart features, and we shall keep updating it henceforth.
Gmail Smart Features for Business
Gmail powers more percentage of the world’s email users which either way you want to use the Gmail features for business or for personal day-to-day activities, the Gmail features listed below will provide a productive way of using the Gmail best features.
Using an alias account
This is a handy trick that helps users to create an alias account for their email ID. This can be done using the symbols “.” and “+”. Gmail will avoid reading these symbols as special characters that differentiate one mail from others.
Hence, the email ID firstname.lastname@example.org, email@example.com, firstname.lastname@example.org, and email@example.com – all will receive emails in the same inbox.
This can be helpful when you want to catch hold of someone who sold your ID. This can be done by sharing any one of the alias accounts and checking who is responsible for the trade. This trick can also come in handy when applying for any email-based online services multiple times using the same account.
Checking all your gmail activities
Sometimes features are not hidden in deep parts of the settings menu or an unknown tab. In a few cases, they are right in front, hidden in plain sight. One such feature is looking at your last activities using Gmail.
The users can get all the information related to all work that is done on their account. This data comprises the location of access, browser used, IP address of the device, and time of activity. This can help the user to monitor their account and check for any unknown action by an unauthorized source.
Undo any sent mail
Humans are known to make errors in their work. Mistakes in emails are one of the most common problems faced by users. Although this does not always result in a big tragedy; however, sometimes, in the professional field, it can lead to a bad reputation, embarrassment and, in some cases, can land you in significant trouble.
This is why Gmail has an option to undo a sent email. However, keep in mind that this feature remains active only between 5-30 seconds after you have submitted your mail.
To unlock this feature, select Settings > General > Select undo send and set the cancellation period.
Delegate account access
In some instances, when someone else needs to access your email account, the only way to make that possible is by sharing your password. This could be hazardous, considering the increased number of cyber-crimes that occur daily.
Gmail has a feature to help you here by allowing account access without sharing or disclosing your password.
To grant another Gmail user access to your account, simply Go to Settings > Accounts and Import > Grant access to your account.
Organize and label your inbox
Let’s face it; everyone’s inbox is filled with a lot of newsletters, social media notifications, and many more unnecessary emails. This is why a lot of users’ inboxes look cluttered and messy. However, Gmail does not want your inbox to look this disoriented. Hence, they provide a lot of features through which you can organize your inbox.
These features include Default, Priority, and Tabbed inbox. These various inboxes can help you formulate a clean-looking mailbox. Gmail also offers labels to give your emails and inbox better searchability.
To access this, select the email and select the label option or go to Settings > Labels.
Calling a person through Gmail
Most Gmail users are unaware of this feature. Gmail provides the user with the ability to make phone calls. You can make a call to any of the contacts saved in your Gmail inbox.
This is done by adding the Google Talk plugin for Google Meet in your Gmail. After this, all you need is a microphone, and speaker-enabled PC, and you are all set for making a phone call. These calls are mostly free in the U.S and Canada.
To start a call, you need to go to the lower-left corner of your inbox and select Make a call > type desired number, and there you go.
Easy to search emails
The searching algorithm for Gmail is as smooth and straightforward as that of Google. This should not be a surprise, as Gmail is a Google extension. To look for an email that is old, lost, or just hard to find is as simple as going to the search bar and typing any relevant keyword.
This process is made even more accessible and faster with Gmail’s advanced search and smart operators. To access the advanced search, just tap on the downward arrow on the right side of the search bar. This will get you options like to and from, date range, etc. to cut down the search parameter. Learning search operators like “from:”, ”subject:”, “to:”, etc will help you locate critically lost emails in a matter of seconds.
Some people prefer to use a keyboard for all their work, instead of just clicking over a mouse. Gmail helps its users with a lot of handy and helpful keyboard shortcuts.
These shortcuts can be beneficial for not just increasing the speed of your work but making the mailing process effortless at the same time.
These can be switched on under Settings > General > Keyboard shortcuts on. One can also create custom shortcuts to make the experience more personalized and accessible.
Some universal keyboard shortcuts are:
- Compose (c)
- Reply (r)
- Reply all (a)
- Forward (f)
- Find all the keyboard shortcuts here.
Responding to emails with the preview panel
Outlook users are familiar with a user-friendly panel view. This panel view has a feature that shows the inbox on the left side of the screen and an email preview on the right.
With the help of this feature, users can multitask and go navigate through emails with ease. Moreover, they can also respond to an email without even opening it.
To apply this feature, all you need to do is go to Settings> Advanced> enable Preview pane. With this, it becomes easier for the user to assimilate all the information in the inbox.
Create quick emails with templates
Sometimes it gets annoying to type the same answer again and again. One can copy the response and save it in their PC, but it is an unnecessary step. Gmail has a trick to avoid typing or copy-pasting the same answer multiple times.
This trick is called Templates responses. Using this feature, the user can write an email and save it for future use. Templates can be used multiple times; thus, helping save time and effort.
To enable canned responses, go to Settings > Advanced > Enable “Templates”> Save Changes.
After enabling, these responses can be accessed while creating an email by choosing More Options > Templates> Save Draft a Template > Save as new template > Save.
Spell check your email
Earlier, to spell check, either people had to use a third-party app or write the email somewhere else and paste it in the compose menu. This was not an efficient way and resulted in a lot of unprofessional emails.
Now, there is an in-built grammar and spell check provided by Gmail, which can be enabled in the options. This way, you can ensure that you send adequately formatted and good grammar emails.
Set auto-response on vacation
Sometimes users are not able to respond to emails because they are either on vacation or somewhere without internet service. This can cause a lot of issues, especially in the professional field.
Gmail here can help the user by a feature called vacation auto-responder. With this feature enabled, you can send a pre-written reply to emails without the need to access the internet.
This feature is enabled from Settings > General > Vacation auto-responder. After that, write an email reply and save the changes.
This auto-response also works when you are out of the office. The sender will be notified that you are out of the office before even hitting the “send button”.
To enable this feature, go to Google Calendar – Settings > General > Working hours. Finally, you can mention your working hours per week.
Working while accessing multiple accounts at once
Gmail provides you with the option to have multiple accounts open in multiple tabs at the same time. This will help the user to work from more than one account at the same time.
This trick can be accessed from the top right corner of the screen. When you select the ID icon, a drop-down window with the option add account will appear. When you sign in to a second account, it will be opened in a new tab.
Integration with Evernote, Dropbox, etc
Gmail is an emailing service compatible with almost every platform and browser. This also means that a lot of external applications can get integrated to work with Gmail. These applications are called IFTTT(If this then that).
These have popular software that can be synced with your Gmail to give you a better user-friendly experience. Some features and functionalities of the IFTTT are:
- Creating Notes and To-Do lists
- Saving emails to Evernote or spreadsheets
- Storing attachments at Drive, Dropbox, OneDrive, etc
Block or mute any bothering user or ID
Getting a lot of unwanted emails from a particular ID or user can be extremely bothersome. Gmail has a feature that can either mute or block any incoming email from these accounts in the future.
To mute, just open any of the emails sent by the particular user > select Mute. To block, the same procedure is to be followed, and instead of selecting mute, select the drop-down window icon > Block “Username”.
If the user wants to send an email at a particular time, Gmail’s trick – known as schedule send – makes that possible. For this, you just need to select the recipient of the email schedule a time, and it will be sent.
The process of scheduling an email is simple, and you need to click on Options > Select the drop-down menu > Scheduled Sent > Select the date and time.
Gmail smart compose feature
Similar to google mail autoresponder, there’s also a Smart Compose. It helps you quickly compose an email by using AI to suggest words you’re most likely to write next. The feature, which was released in 2018, is able to learn what your common phrases are to make it easier to write quick messages.
Google mail nudge
If you receive a ton of emails throughout a workday, you might’ve noticed it can get a bit hectic making sure you’ve responded to every one of them. Nudge helps make sure you get back to everyone by resurfacing emails you haven’t responded to toward the top of your inbox.
Google behind gmail search
The best feature of all has been around from the very beginning. Google combined what it was best known for at the time, its search chops with an email service. The Gmail search bar allows you to intuitively find a specific message or piece of information hidden away in that mess you call an inbox. You can even use words or symbols (or search operators) to filter your search results. There’s also advanced search, which allows you to search emails based on what words they contained or the size of files that were attached to them.
Archive your emails
Gmail offers users 15GB of free space on all accounts. But if you happen to use the archive function a lot, you’ve likely found yourself paying up for more space. Gmail allows any user to archive emails so that they can tidy up their inbox without having to permanently delete messages.
Gmailify your other email addresses
Gmail is constantly getting better, which is unfortunate if you’re still tied to an old email service on Yahoo or AOL. We get it. It’s a chore to switch everything all over. But, thanks to a Gmailify feature, that’s no longer a problem. In Gmail Settings, you can connect your Yahoo or Hotmail address, for instance, and start receiving and sending messages all within the Gmail app.
G-Suite’s apps and other add-ons
Gmail is integrated with Google’s own G Suite apps. For instance, you can access Hangouts and manage your calendar from right inside of Gmail’s web app. You can also find and use third-party add-ons via the G-Suite marketplace, such as Asana, Trello, Intuit, and Docusign.
Snooze emails to never miss email
If you’re someone who is always swiping away email notifications only to forget about them entirely, this Snooze function is super helpful. Rolled out in 2018, it gives you the ability to resurface that email, whether that’s later the same day, tomorrow, or even further down the line.
Work offline with gmail
With Gmail’s Offline feature, which can be enabled in Settings, you can read, respond to, and search your messages even when you aren’t connected to the internet. But you can only use Gmail offline in a Chrome browser window, and not while using Incognito mode.
Send and request payment
You can use Gmail to send money to any email address for free. You can also accept money someone sent to you or request money from someone. Google charges no fees to send money. And it uses your Google Pay balance, debit card, or your bank account linked to Google Play.
Sending large attachments
Gmail has a limit of 25MB for attachments in an email, but that’s easily circumvented by using Google Drive. Simply upload your file to Google Drive, and then when composing your message, grab it via the Google Drive button. You can send up to 10GB of files.
Action buttons aren’t the only thing that has gone in line with Gmail. Attachments now appear inline, too, so you can open them without having to open a message first. This can be a real-time saver if you’ve already read the message and just need to get to the attachment quickly. Microsoft Word documents, PDFs, and photos appear in a pop-up window within Gmail. Clicking on an attachment that’s a Google Doc will open a new tab in your browser.
Reading pane for an Outlook-like look
If you’ve got a big display, I encourage you to make use of your luxurious screen real estate and use Gmail’s reading pane. It makes Gmail look and feel more like Outlook, where you can view and respond to messages without leaving the inbox. Click the gear icon in the upper-right corner to open the Quick Settings panel, scroll down to the Reading pane, and select Right of inbox or Below inbox to split your view horizontally or vertically.
Choose your tabs
Gmail does an admirable job of filtering your inbox so the messages you care about go to your inbox while the rest get relegated to the Social or Promotional tabs. Click the gear icon and then click See all settings. On the Settings page, select Inbox, and in the Categories section at the top, you can choose which tabs you want at the top of your inbox. Or if you simply ignore all tabs other than your Primary inbox, then you can uncheck all but Primary for a streamlined, tab-less Gmail experience. To save, scroll down and hit the Save Changes button.
Enable auto-advance and thank me later
I spend a large chunk at the beginning and end of each workday deleting unwanted emails. I prefer to open each email before deleting it so I can take at least a quick glance at it before discarding it. By default, Gmail sends you back to your inbox instead of the next message when you delete an opened message, which requires more clicks and time to clean out your inbox. You can change this behavior in settings, however, so you advance to the previous or next message after you delete an opened message.
In settings, click Advanced and you’ll see Auto-advance at the top. Click the radio dial on the right for Enable to turn on. And if you head back to Settings > General and scroll down to Auto-advance, you can choose to go to the next (newer) or previous (older) conversation. To save, scroll down and hit the Save Changes button.
Hiding in plain sight: Advanced search
With Google behind Gmail, it’s no surprise that Gmail offers powerful search tools. You’ve likely used the search bar above your inbox to dig up an old email based on a keyword or sender, but it can do so much more. Click the little down-arrow button on the right of the search bar to open Gmail’s advanced search panel where you can search for date ranges and attachment sizes, by subject line and with other filters.
Gmail background customization with Image
Do you spend hours staring at your Gmail interface every day? If you send and receive a lot of emails, you may wish that you could brighten up Gmail’s default white background.
Well, you’re in luck. Most Gmail users don’t realize it, but you can change Gmail’s background using Themes. Gmail has several predefined themes you can choose from, but the real fun comes when you create a new theme using one of your own photos. A great Gmail feature is that you can add your own photos to the interface theme. The possibilities for this Gmail tool are endless. You could use a family photo, a picture of your pet, your favorite vacation photo, and more…
Create a To-Do list with gmail inbox
If you’re like most of us, you spend a lot of time sorting through email just to figure out what you need to do. Even worse, if you spend too much time on the email you could lose track of your immediate deadlines.
Save time (and avoid missed deadlines) by making use of Gmail’s handy task list feature. Create tasks from within Gmail that can also show up on your calendar. It’s easy, and you can keep your task list open while you sort through email.
Gmail formatting features and bulleted lists
Do you send out blah, unformatted email messages? Many Gmail users fail to realize that Gmail includes a substantial set of formatting features. Because they don’t know about Gmail formatting, they don’t use it.
Gmail formatting features include:
- Bulleted and numbered lists
- Bold, italics, and underline
- Colored text or colored background
- Font type, font size, And more
Formatted messages make it easier for your reader to scan and absorb your meaning. Here’s an example of a formatted Gmail message using bold text and a bulleted list that I put together:
Gmail message embedded emojis
When you think of Gmail, do you think of smiley faces, hearts, and other fun emojis? If you’re like me, you probably didn’t know that Gmail offers a sizable collection of emojis that you can insert directly into your Gmail messages. Emojis are a fun Gmail feature. They can add color and excitement to your messages. Here’s a partial display of just a few Gmail emojis you may wish to use:
Import social media contacts into gmail
As a business person, you know that networking is important. Of course, you meet people in person. But in today’s business environment, it’s increasingly common to make connections with people you’ve never met face-to-face. A convenient Gmail feature is the ability to import Google+ social media contacts directly into your Gmail contact list. Not only does this ensure that you stay connected, but it can also save you from an awful lot of retyping.
Creating google mail custom groups
This list of killer Gmail features wouldn’t be complete without mentioning that you can organize your Google contacts into groups. Contact list groups are a good way to help you remember how you connected with an individual. It also allows you to quickly reference people to whom you might need to send the same information.
Do more with a right-click
An update that rolled out in February lets you do more with a right-click on a conversation thread (or Ctrl+click on a Mac)… as in, a lot more. Move emails across tabs, snooze emails, mute conversations, open emails in a new window, find messages from a specific sender and do just about everything you could want to do from the main Gmail view on the web.
Set time for an email to expire
Confidential mode rolled out for consumers last year, letting you limit message copying and downloading, and adding an optional expiry time: find it via the menu button (three dots) on mobile or the padlock symbol on the web when composing an email. It works seamlessly inside Gmail, and other clients will link to your original email on the web.
Mix up your email stars
You don’t have to settle for the standard yellow stars when it comes to highlighting emails, because plenty more colors and symbols are available. Go to General and Stars in the Gmail settings pane on the web to see what’s on offer: You can find stars with searches like “has:green-star” on the web, though all-star types get lumped together in the mobile apps.
Enable the preview panel
By default Gmail on the web just shows you a long list of your conversations, but if you prefer a more desktop client-style look to your inbox, you can enable a preview pane. Click the arrow next to the Toggle split pane mode icon (top right), and make your choice—you can view individual emails to the right or underneath the conversation list in your browser.
Sync up your emails
The Gmail apps will sync 30 days of emails to your phone by default, but if you want to save space or make more messages available on your local device, you can change this. On iOS (pick Sync settings from your email settings), the available range is 1-30 days; on Android (pick Days of emails to sync from your email settings), the range is 1-999 days.
Bookmark your emails
If you use Gmail on the web a lot, you might want to think about bookmarking some of the most useful URLs to get around your inbox faster: You can link directly to your drafts, your sent emails, and all of your messages. When you run searches in your inbox and highlight specific labels, you can bookmark those URLs in your browser for easier access as well.
Starring emails with different colors
To mark a vital email, the user usually stars it, right? This starring is represented in the form of a yellow star next to the email. However, Gmail has a hidden feature that can help you by changing the color of these stars.
This is done to rank essential emails. This adds another layer of organization for email management. To activate this feature, you need to go to Setting > General > Stars.
Out of 12 colors and a few symbols, the user can select the order in which emails are arranged. The number of taps determines the star color. The color will change with each tap, for example, the first tap for yellow, the second for blue, the third for red, and so on.
Ability to report abuse
The internet is filled with spammers and unsolicited emails. These emails can contain inappropriate content or phishing material. And, it can turn out to be dangerous as these could be fraudulent emails sent to trick people.
The user can report these as spam to let Gmail know that a particular ID is spreading inappropriate content. This is done by opening the email received > Selecting Options > Report Spam.
Google translate in gmail
A user can receive emails in a foreign language that he or she might not be accustomed to. This can become a real inconvenience to read and reply to, especially if it is an important email.
Thanks to Gmail, you can now use Google Translate by opening the email > Options > Translate message. A tab will open identifying the language and asking the user what language they should translate the email in.
Synchronization with google calendar and tasks
Gmail has access to a lot of other services that are provided by Google. The assimilation of these services makes working on Gmail extremely efficient. Some of the tools are Google calendar and Tasks.
These tools can help the user become more organized with their daily routine. You can add emails about an upcoming event to your calendar and add tasks and lists about any email directly with the help of this integration.
Important Gmail Security Features
security is one of the biggest challenges the world is facing right now especially cyberattacks or cyberbully of different form, with this google is not giving out or relaxing about the security challenges update keeps going on in the gmal lab however we can not deny the fact that the weakest link of security challenges lies on us and us yours. but with the listed gmail security features it can 80% protect its user privacy.
One of the most important security features in Gmail is 2-step verification, which was introduced by Google to provide an added layer of security. Every time a Gmail account holder wants to access their email account, a code is sent on their registered mobile number through text, voice call, or mobile app. Once the user enters the code, they will be asked to enter the password. Since the code is unique and generated on the spot, it is impossible for hackers to get a hold of user’s Gmail account.
Review suspicious activity
When Google identifies any suspicious activity on a Gmail account, it sends the user notification regarding the same. Many-a-times when the email is logged in from an unfamiliar location or a device, Google quickly informs the user about the activity on their registered mobile number or recovery email address. Users can then review their accounts by clicking on the check activity to find out the details.
First announced at the Google Cloud Next ’19 in San Francisco, the Security Sandbox for Gmail beta detects the presence of unknown malware in attachments by ‘executing’ them in a private, secure sandbox environment. It analyses the side effects on the operating system to determine malicious behavior.
According to Google’s blog post, “Email attachments are detonated within a sandbox in the exact same way as they would if an actual user had clicked on it.” Google says that the security sandbox has been developed with a focus to provide coverage against malware that is sent through embedded scripts.
Advanced phishing and malware protection
This feature of Gmail helps identify emails that have unusual attachment types, and it automatically displays a warning message, sending the mail to spam. It also provides new controls to place emails into quarantine, protect against anomalous attachment types and protect Google Groups from inbound spoofing emails.
Block persistent spammers
If someone’s clogging your inbox but Gmail’s Report spam feature isn’t catching it, Gmail lets you block individual senders easily. With an email open, click the three dots to the top right, then choose Block. Any future messages you get from this same sender then get automatically funneled into the Spam folder, so you don’t have to see them.
Don’t count out the spam-reporting feature, however, even if it doesn’t look like it’s working. It’s not meant to stop emails from the same sender reaching you (though it might), but it does help train Gmail’s spam filters using the content and characteristics of the email. Google says a certain number of flagged emails are analyzed to improve its algorithms.
Increase and decrease undo send time
Here’s a tip that can save you from yourself. Gmail comes with an Undo Send feature that enables you to recall a dispatched email before it reaches its recipients if you’re quick enough, it works by delaying the sending of the email for a few seconds, so you can click Undo if you notice a typo or the wrong contact in the To field.
By default, the Undo Send window is set at 10 seconds, but you can increase this to 20 or even 30 seconds to give yourself more time to think “Did I really mean to say that?” Simply click the cog icon in the top right corner of the main Gmail interface, then Settings, then open the General tab and the Undo Send drop-down menu. You never know when you might be glad you added those extra seconds.
Gmail’s recently added Confidential mode is a more secure method of email delivery—the recipient(s) can’t copy, forward, print, or download the message, you can set it to expire after a certain time, and you can even protect access with a passcode (just in case the inbox you’re sending it to has been compromised).
You can activate Confidential mode by clicking on the small padlock symbol at the bottom of the compose window. It’s particularly worthwhile switching on for those messages with private or sensitive contents, anything where you want to be absolutely sure that no one else is going to be able to read what’s inside a message.
At the other end of a confidential email, the recipient(s) will be able to see the expiration date that you’ve added, and won’t have all the usual options for forwarding and printing available to them. The maximum amount of time a confidential email can exist in five years, so this isn’t for messages that you want to stick around forever.
A few caveats to these self-destructing, super-secure messages: If the people getting these emails aren’t using the official Gmail apps, they’ll need to open the messages up on the web instead. Also, bear in mind that there’s nothing to stop your contacts from taking screenshots of confidential messages and then passing on those images, so the mode is best used for people you trust.
And, that can be done while composing a mail; Choose Options > Turn Confidential mode on/off > Set expiry date and password.
Delete Cached Offline Data
Gmail even works offline now, which is great for those times when you’ve got a spotty internet connection, but perhaps not so great for your personal privacy. Even without an internet connection, someone who knows what they’re looking for can get a lot of information from Gmail’s local cache, if they have physical access to the computer you’re using.
If you’re on a computer shared by your family, your colleagues, visitors to your local library, or anyone else, make sure this data is deleted once you log out. Click the cog icon (top right) from the main inbox screen, then Settings and Offline. Check the box marked Remove offline data from my computer next to the Security heading, and make sure you sign out of Gmail when you’re done.
Hide External Images
Embedded images remain privacy and security worry about email, as they can reveal information about your browser, your computer, and even how you use them—not the sort of information you want to give anyone who just happens to have your email address. Many of the worst exploits have now been patched, but there’s always a risk.
The more common issue, however, is email tracking. Small image embeds called tracking pixels can be used by email senders to tell if you’ve opened the messages they’ve sent when you opened them, and what kind of device you opened them on. They can even tell if you’ve forwarded your email to others. That’s all very useful data for marketers, but it might not be the sort of tracking that you feel comfortable with.
Now, Gmail does do some automatic email scanning, looking out for images that are being used irresponsibly. Google says “if Gmail thinks a sender or message is suspicious, images aren’t shown and you’ll be asked if you want to see the images”. If you want to go one step further than the standard Google protection, you can hide images by default (and as an added bonus, your emails will load faster too).
From the main Gmail window, click the cog icon in the top right corner and choose Settings. Open the General tab and check to Ask before displaying external images next to images. When you open emails, the images won’t be shown, but you will have the option to load them for emails and senders that you trust.
58 Gmail smart features You Might Not Have Found Yet
Gmail smart features FAQ | Gmail features Quiz
Although Gmail is really easy to use for day-to-day emailing either for a business or for personal use, being a comprehensive email service, you might still be missing some features which you have never known about or take advantage of while using your Gmail account. You can check out Gmail official help page to get answers to the most common questions. However, leave your opinion, suggestions, and answers in the comment box below for the following questions to help others.