Switching to Gmail from Microsoft Outlook

7. Get Gmail productivity tips

In this section:

7.1 Read and respond to email offline
7.2 Snooze email
7.3 Remember to follow up
7.4 Email templates
7.5 Priority inbox

7.1 Read and respond to email offline (Chrome only)

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Read, respond to, and search Gmail messages when you aren’t connected to the internet. Your messages will be sent when you're back online.

  1. Click Settings Settingsand thenSettings.
  2. On the Offline tab, check the Enable offline mail box.
  3. (Optional) To choose how many days of email you want to store offline, next to Sync settings, select the number of days. You can also choose whether to download attachments.
  4. Choose whether to keep or remove offline data on your device.
  5. At the bottom, click Save Changes.

Read, write, and search emails offline

7.2 Snooze email

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Postpone email to a future date or time that’s more convenient for you.

  1. Open Gmail and point to an email.
  2. On the right, click SnoozeSnooze.
  3. Under Snooze until, choose a time.

    The email automatically snoozes and moves out of your inbox. You will get a reminder about the snoozed email after the specified time.

  4. (Optional) To see all snoozed email, click Snoozed in the left sidebar.

Put email in Snoozed section and set a reminder to open it later

7.3 Remember to follow up

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You might see “nudges” in Gmail, which are old emails at the top of your inbox with a suggestion to reply or follow up.

Turn on nudges:

  1. Click Settings Settingsand thenSettings.
  2. On the General tab, scroll to Nudges and select both options.
  3. At the bottom, click Save Changes.

Reply reminders

7.4 Email templates

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Save and send common messages with canned responses.

  1. Click Settings Settingsand thenSettings.
  2. In the Advanced tab, scroll to Canned Responses (Templates) and select Enable.
  3. At the bottom, click Save Changes.
  4. In your inbox, click Compose and write your email.
  5. In the formatting toolbar, click More Moreand thenCanned responsesand thenSave draft as templateand then Save new template.
  6. (Optional) To add your canned response to a new email, click More Moreand thenCanned responsesand then<template name>.

Select canned responses

7.5 Priority inbox

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Priority inbox automatically separates important messages from the rest of your email so you focus on them first. Over time, Priority inbox gets better at predicting what’s important to you.

  1. In the left sidebar, next to the Inbox label, click the Down arrow Down Arrow.
  2. Select Priority Inbox.

    This separates your inbox into 3 sections—Important and unread, Starred, and Everything else.

  3. (Optional) Train Gmail to identify important emails. In the Everything else section:
    • Mark an email as Important by clicking Important.
    • Add an email to Starred by clicking the message star Star.
  4. (Optional) Customize Priority Inbox:
    1. On the right of the inbox section, click More More.
    2. Choose from options, such as adding and removing sections.

Select priority inbox to separate important messages from other email

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