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Tips to read & send email in Gmail

Google Workspace productivity guide

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Tips for reading email

Change the density of your Gmail inbox

You can choose how spacious or compact you'd like to list messages in your inbox. Just change the density of your inbox.

 

 

Get more space for labels

In Gmail, you can create more space on the left for your labels. Just move the Chat panel to the right side of your inbox.

 

 

View spaces and your inbox at the same time

In Gmail, spaces open in full-screen mode. Instead, open a space in a pop-up so you can multitask in Gmail while keeping an eye on the space activity.

 

 

See new messages at the top of a thread

By default, Gmail shows the most recent message in a conversation at the bottom of the thread. If you want to see new messages at the top of the thread, you can install an extension from the Chrome Web Store.

 

 

Prevent horizontal scrolling in an email

Sometimes, you might need to scroll horizontally to see an entire message due to a large image or table. You can avoid having other people scroll horizontally in your messages by checking a few things before you hit Send.

 

 

Remember to follow up with nudges

You can choose whether to see old messages at the top of your inbox with a suggestion to reply or follow up. Show or hide these suggestions by going to your Gmail settings.

 

 

Get email from another email platform

To get email from another app, your administrator needs to turn on IMAP and POP.

In Gmail, you can get email from another app, such as Microsoft Outlook or Apple Mail. To get email from another app, you need to turn on IMAP, remove folder size limits on IMAP messages, and show all IMAP folders that you want to include from the other app.

Tips for sending email

Recall an email you just sent

If you decide you don't want to send an email, you have a short time after to cancel it. Right after you send a message, you can retract it:

 

 

 

Send pre-written emails with email templates

Tired of typing the same reply every time someone sends you email with a common question? Compose your reply once and save the email as a template. You can also include your signature. Later, you can open the template and send it again with just a few clicks.

Note: Email templates are available only in Gmail on the web. Templates aren't available in Gmail mobile apps.

 

 

Save time—message large groups with one address

If you send email or event invites to the same people all the time, create a Google Group for them. The next time you compose a message, send email to the group to reach everyone at once. You can use the same group to schedule Google Calendar meetings.

 

 

Type in another language

You can type in languages like Hindi, Arabic, or Chinese using input tools, including special keyboards. There are different types of input tools for different languages.

 

 

Sign a document using an electronic signature

Use electronic signatures for a convenient and legally binding way to sign documents without the hassle of printing, scanning, and mailing. You can choose an electronic signature add-on in the Google Workspace Marketplace that’s compatible with your Gmail account.

Working with attachments

Send large attachments in Drive

When you're sending a file, you can add attachments in Gmail up to 25 MB—but what if you have larger files such as videos? Save these large files in Google Drive, then insert a link to the Drive or shared drive file in your email.

Note: If your recipients don’t have viewing permissions for the file, Gmail will let you grant them access before sending.

 

 

Save and download attachments

When you receive a file in Gmail, you can download it to your computer or save a copy of it to Google Drive. 

 

 

Forward an email as an attachment

With Gmail, you can attach an email to a new message instead of forwarding separate messages. You can also attach multiple messages to one email.

 

 

Use Gmail to send a PDF from Acrobat

You can send Adobe PDF files directly from Adobe Acrobat or Acrobat Reader using Gmail. To do this, you have to allow access to your Gmail account. For security reasons, your administrator might have disabled this option.

Note: Your company's IT policies must allow you to send files from Acrobat using webmail. If you're not able to use Gmail with Acrobat, contact your IT team.


Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

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