Productivity Tips -Small Biz Archives -

Ever wanted to know how to unsend email in Gmail?! We’ve all had this happen. We constructed an email, read it as we wrote, sounded, and looked good… BAM! SENT!!! Oops!... But immediately after we hit send, we noticed an embarrassing typo. In this short post, not only will we show you step by step how to retract an email, but we have 9 productivity tips, to help speed up your processes and speed up your email marketing strategies. In business time is money! Sending a less than perfect email to a business client can cost Big Time. It could be the difference between going back to the drawing board or scheduling that much-needed vacation. No worries, my friends, there’s a quick fix. There is a way to unsend emails; but you must enable the feature first, we’ll show you how. Un-sending emails are just the beginning. We'll also uncover a few other sneaky Gmail strategies that will increase your efficiency and productivity. The customized email trick is my favorite. This hack is an easy way for you to track incoming emails. It’s great for tracking sales and promotions campaigns. It’s always more than one way to get the job done, read below as we share these quick but time-efficient lessons. Let’s Dive In… What’s Covered Reading Pane Keyboard Shortcuts Templates Customized email (great for tracking) Unsend Emails -in Gmail Pre-Set Messages Multiple Signatures Vacation Responder Reduce Gmail Space #1. Reading Pane: Reading panes makes it easy to read and easier to maneuver through your emails. Go to your Gmail account Click on gear settings, top right Then on “see all settings” A side panel will appear Scroll down until you see the reading pane, Choose your option vertical, horizontal, or split pane Hit save Once there an icon will appear, you can toggle in and out of panes. #2. Keyboard Shortcut To really become a pro at using Gmail, you should learn keyboard shortcut keys. In Gmail, if you click on Shift +? this will unlock all the shortcuts. Some of the shortcuts you are familiar with and others you will have to learn. The shortcuts are separated by a bold line, the top shortcuts are enabled, The lower ones you can tick the button to choose which ones you want to enable. #3. Template Setting up templates makes responding to emails easier. Custom-written email responses take longer. From Gmail look to the far right. Click on the setting gear, in the top right corner "See all settings" From the far left click on advanced Scroll down to the templates From the right-hand corner Click on more option 3 dots Hover on the template, 2 other boxes will open side by side Click on save the new template Enter a new template name Type in your description Save your new template To test: Click on your next message click on replay Scroll down to the bottom right Go to save the template Click on your saved message It automatically inserts into your message. #4. Customize Emails Customizing emails is an accurate tool to track where your emails are originating from. Many small business owners are paying a mint to learn where the highest percentage of traffic comes from. When using this customization process you will know exactly where your traffic is coming from via the identifying customized URL. The all-mighty Google has a few loopholes in its Gmail system. One is you can alter your email address in a few ways that won’t cause your message to return undeliverable. IE: pytalkbiz@gmail.com You can place a (.) between any of the words because Google doesn’t’ recognize periods Secondly, you can add text after the +sign before the @ sign. Let’s test: Pytalkbiz+money@gmail.com Py.talk.biz@gmail.com It works!!! #5. Unsend Email in Gmail To unsend message in Gmail: You have up to 30 seconds to Undo your sent message. Follow the simple steps below. Click on the gear settings, Next on “see all setting” Under the General tab Scroll down to Unsend email Change from the default 5-30 seconds Save changes After the un- send go to the setting icon on far-right View “all settings” under the general tab. Click on undo send It’s automatically set on default; 5 minutes, you can reset the time delay; change it to 30 seconds. Compose your message, on the prompt at the bottom, hit unsend, make corrections, then resend. #6. Pre-Set Messages You can pre-set messages. If you prefer your message to arrive at a certain time, you can pre-set it. Why would you want to present messages?... it's one of those simple marketing tactics that could pay off. I can tell you about the last 2 times I used the pre-set message option. I needed to respond to an email but didn’t want to send it on a Friday, Mainly, because I knew it won’t be viewed until Tuesday. So, I pre-set the message on Sunday for Tuesday at 11:00 AM. Normally, that’s a good time just before lunch and active online. Another time I wanted an email to arrive early in the morning. An early arriving email gives a different perception… and perception is reality. I remember how I felt after receiving an early email from one of my mentors…I felt SPECIAL!!! lol!!! But a creative email subject line gets it open. To schedule an email. Look below for the send button Click on the down arrive Schedule send pop-ups Pick your date and time. Click on schedule. To see all your scheduled messages, look to the left and click on schedule. Here your scheduled messages are stored. If you need to edit your message you can click on resend make changes then click on schedule. #7 Multiple Signatures: Go to (top right corner) Gmail and click on settings, icon gear From settings, from the toolbar click general Scroll down to create a new signature, name your signature Create your signature. There you fill in your info you can add a photo and any other formatting options you like. Hit save changes after you finish. Follow the same instructions, to create multiple signatures. #8 Vacation Responder Planning a vacation and don't wait to miss any message? you can send out an autoresponder message to inform your contact list that you will be out of the office or on vacation. From the top right, click on the gear icon. From there click on “see all settings” Under the General tab, scroll down to the bottom you will see the vacation responder. Here you can set your messages, departure, and return times. Next, save. #9 Reduce Gmail Space Reduce your Gmail space. Your space is shared across Gmail, Drive, and photos. From the top search field, click on the down arrow. Search for file sizes larger than 10 MB. 10 MB is a large file. If there are no longer needed, delete them. To be proactive, as opposed to sending attachments through Gmail send them via drive. Drive is cloud-based and therefore won't, eat up your Gmail space. Just click on the drive icon at the bottom where the paper clip is and choose from there. You can even edit your docs in drive and not have to worry about email. Conclusion: There are many more productivity tips that will help you save time, hence money. However, once you start to learn these and others, you will be amazed at how useful they can be. A few of my favorites from the above list are: Customizing URL Unsend Email Scheduling Email Please share which ones you like and use the most. And if you have any productivity tricks you use on a regular. Enjoy this post? Please Tweet @pytalkbiz Please leave a comment, I do receive your comments on my back end and read them all.