becoming a gmail ninja

16
Becoming a Gmail Ninja Presentation by Gmail Master NinJames Gunaca

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Page 1: Becoming a Gmail Ninja

Becoming a Gmail Ninja

Presentation by Gmail Master NinJames Gunaca

Page 2: Becoming a Gmail Ninja

Why Gmail?It’s fast. Really fast.You can access it from any internet

connected device.New releases are ongoing instead of

every couple of years (and they’re free).

You can make it yours.It’s the web, and that’s what we do.

Page 3: Becoming a Gmail Ninja

Three Pillars for Gmail Ninjawesomeness

1 Learn the features2 Learn the shortcuts3 Repeat, Repeat, Repeat

Page 4: Becoming a Gmail Ninja

Learn the featuresLabels, not foldersStarsFiltersChatTasksWeb ClipsPriority InboxLabs

Page 5: Becoming a Gmail Ninja

Labels, not folderzLabels do the work of folders, plus you can add

more than one to a single message. Apply colors to labels to make it even easier to know what the e-mail is about with a quick glance

Ninja tip: enable nested labels if you want sub categories within a label

Page 6: Becoming a Gmail Ninja

Starz(not the movie channel)

Mark a message with a Star to denote action required or anything else you deem appropriate

Ninja tip: you can enable “Superstars” in labs to give you up to 11 different star icons

Page 7: Becoming a Gmail Ninja

Filterz, yo Let Gmail do the sorting for you. Create filters to

automatically categorize incoming and/or outgoing mail to make it easier to navigate through your mail

Ninja tip: set up filters for e-mail from domains (ex: @24hourfit.com) so that all e-mail to/from that domain is automatically labeled

something relevant

Page 8: Becoming a Gmail Ninja

Chat(it ain’t just for smileys)

Don’t clutter your inbox with simple messages like “where should we go to lunch” – just send a quick chat message

Ninja tip: you can add more than 1 person to a chat to create a chat group

Page 9: Becoming a Gmail Ninja

Tasks(because you gotta get sh!t done)

Gmail comes with a built in task manager. Create task lists for different groups of tasks. Assign due dates that show up in your calendar. You can even access tasks on your mobile device

Ninja tip: you can create a task based off an e-mail and then that task will link to that e-mail message, even if you’ve archived it

Page 10: Becoming a Gmail Ninja

Web ClipsGmail display feeds (news headlines

and blog posts), and other information in the Web Clips section atop your inbox. You can customize yours by clicking the "Web Clips" tab in Settings.

Page 11: Becoming a Gmail Ninja

Priority Inbox

http://www.youtube.com/watch?v=5nt3gE9dGHQ

Page 12: Becoming a Gmail Ninja

Labs(Grab your coat)

Labs has a ton of cool features that can be added to GmailSneak peakMultiple InboxesGadgets (Docs, Calendar)Previews (Maps, Yelp, YouTube, Picasa)Send & ArchiveUnread message faviconUndo send!Background send!

Page 13: Becoming a Gmail Ninja

Learn the shortcuts Keyboard shortcuts are going to save you clicks and time. Enable them

right away and you can always hit ? for a look at the available shortcuts

Start simple Actions

Compose Search Archive Reply / Reply-to-all Tab, enter to send

Navigate Previous/next message Newer/older conversation Back to inbox

Get more complex Go to… Move to… Apply label…

Ninja tip: you can program your own shortcuts if you feel so inclined!

Page 14: Becoming a Gmail Ninja

Repeat, Repeat, Repeat(repeat, repeat, repeat, repeat)

The key to getting better at anything is to force yourself to repeat the simple steps until they become habitual:Start off with a few keyboard shorcuts

Tab, enter to send messagese for archiving

Get in the habit of setting up a filter. If you do a certain search frequently, turn it into a filter and apply a label to those search results

Stay up to date on the latest in Gmail by visiting the Gmail blog

http://gmailblog.blogspot.com/

Page 15: Becoming a Gmail Ninja

What NinJames uses Multiple inboxes

My inbox is for action-related messages only. As soon as I’m done with a task related to an e-mail, the thread is archived. I keep the ten latest unread messages up top

Filterz I use over 50 filters to sort almost all of my incoming mail. Most are just

related to the client or company a message relates to I setup one filter for the domain (ex: @24hourfit.com) and one filter for the

contents (any mention of “24HF” in message contents) Shortcutz

The shortcuts I use the most: [ or ] for archive and next/previous to get through mail quickly and clean my inbox # for deleting a message e for returning to the inbox

Gadgets Google Docs gadget for easy access to recently edited docs Google Calendar gadget so I can quickly pull up info on upcoming

meetings (ex: dial-in info)

Page 16: Becoming a Gmail Ninja

Any Questions? Ask a Ninja