These Practical Tips To Organize Gmail Will Improve Workflow Efficiencies

Most people use Gmail as their email organizer. Unfortunately, while the email is easy to use, sometimes it can be difficult to organize it accordingly. This commonly happens when you have a lot of emails to read through and respond to. Individuals and businesses that use Gmail are the most affected and when their emails are disorganized they can experience slow workflows. However, these practical tips to organize Gmail  will improve workflow efficiencies:

1.   Use Appropriate Labels

Labels can help you organize your Gmail accordingly. You can set different label icons for different things on your Gmail. You can add labels to all your outgoing messages and label all the messages you have read. This way you can avoid skipping unread messages which could mean you losing some great business deals.

Labels also add some versatility to your Gmail besides helping you to stay more organized. Furthermore, based on the professional advice at, you can comfortably create custom labels for your Gmail account. Fortunately, you can create the labels on your smartphone or on your desktop, and either way, you’ll enjoy the benefits of using labels to enhance your Gmail efficiency.

2.   Optimize Your Inbox

You store all your new emails in your inbox. As a result, you can miss out on important details should your inbox be disorganized. Luckily, you can use labels to make your inbox more appealing and organized.  Your Gmail also has some in-built keyboard shortcuts which can make you access your Gmail faster and effortlessly. While you may take a lot of time before you become used to these shortcuts, they are worth the hassle.

Furthermore, these shortcuts are by default enabled for Gmail users.  You simply need to turn them on to enjoy their features. Click the gear icon that you see on the top right side of your Gmail inbox. Go to settings and in the general default tab, scroll to get to the keyboard shortcut sector click on the keyboard shortcuts on the bullet, and save your settings changes. As soon as you save these changes, you will be able to use keys to navigate your Gmail. You will be able to compose and read emails from any Gmail screen.

You will enjoy using such commands as the [ key to archive any conversation you’re currently viewing and the next conservation immediately opens up. The gi option can also allow you to return to your inbox provided you are on a Gmail page. The j and k keys can also make it easy for you to navigate between older and newer conversations as you read your emails. The r key can help you easily reply to any conversation you are viewing.

3.   Split Your Gmail inbox into Different Sections

Your Gmail inbox sector is the most important part of your Gmail account. You can split this part into two or more sections as you will prefer. Let the first header of your Gmail inbox display all the unread messages. These messages are most probably your most important ones too and Gmail will also rank it highest. The second header can be the high-priority messages right at the top of your Gmail inbox. These rankings always consider time so, you can be sure to have the latest message being the topmost.

4.   Choose a Display Density

You can choose your most preferred display density on Gmail. Therefore, while on your Gmail inbox, above the organize your inbox icon, set the display density feature. You can easily access this feature from your gear icon at the uppermost right corner of your inbox. This feature can change the spacing of different elements of your Gmail inbox. Therefore, you can check all the displays and choose one that can optimize your Gmail experience.

Practical Tips To Organize Gmail Will Improve Workflow Efficiencies 2

5.   Optimize the Personal Level Indicators

Ensure you turn on the personal indicator features on your Gmail.  These features can help you tell whether the email is directed to you as an individual or to a group of people on a mailing list. Consequently, you can immediately respond to a message that must respond to and mute group conversations that you feel are less important.

6.   Join All Your Gmail Accounts

It can be tedious to keep logging out of account A and logging into account B. Luckily, Gmail allows its users to join their accounts into one for ease of accessibility. Therefore, you can add up to five accounts to your Gmail. With this feature, you can easily click on the account name you want to use anytime you visit a Gmailtimege. It can save you time and give you a lot of conveniences.

A professional Gmail account can be tedious to manage especially if it receives many messages daily. Some messages are also so essential to a business that failing to reply to a single email on time, can mean losing a business deal. Fortunately, you can avoid this. You can optimize your inbox to make it possible for you to access it using direct keys. Additionally, you can use appropriate labels to create a distinction between messages going out and those that are incoming.

You can split your Gmail into priority sections and choose suitable display density to enhance your Gmail appearance. By joining all your Gmail accounts, you can save the time you would spend logging out and into different accounts. You can also enjoy group filters and muting messages that do not concern you when you turn on the personal level indicators. Most of these features are available for Gmail users so take advantage and enhance your workflow efficiency.

Also Read:

Learn How to Upgrade and Keep Your Computer Safe

Share on:

Leave a Comment