Advanced Gmail hacks

Advanced hacks for experienced users that want to get everything from Gmail.

Tip 1: Sign up for Google Alerts

With Google Alerts you can monitor keywords or topics you find interesting. When a new search result pops up in Google, you will receive an email. It’s beneficial to track (news) updates about competitors, publications that include your brand name or if something pops up with your name attached to it. Or get an update on everything puppies ;-)

If the topic is time-sensitive, for example you want to prevent PR disasters, receive the notifications ‘as-it-happens’. For most marketers, a weekly digest is enough. Look at the settings to see what works for you.

Tip 2: Use Gmail offline

If you want to send email even when you’re offline, enable these settings when you’re online. Gmail still has to download all emails locally, so set this up if you think you might need it one day. You can read and compose emails that will be sent when you go online.

Tip 3: Shared inbox with Google Groups

Google Groups is a shared inbox so you can login with multiple colleagues and answer emails. You can use this for a few situations.

Tip 4: Shared ‘forget password’ emails & login

Let’s say you work together in a tool together with your colleague Kim. The problem is that Kim works Monday - Wednesday and you work Thursday and Friday. In other words, there is no overlap between both working schedules.

If one of you forgets the password, you have to call them on their day off and ask to forward the email with the ‘forget password’ link inside. That’s annoying.

Here’s how to solve that:

  1. Set up a Google Groups inbox with “login@yourcompanyname.com
  2. Add Kim and yourself as users to the inbox.
  3. Set up direct forwarding of all emails to both Kim and yourself
  4. Sign up for the tool with “login@yourcompanyname.com”.
  5. When you use ‘forget password’, the email ends up in both Kim’s and your inbox.
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Tip 5: Alias email addresses for Google Workspace

You can create up to 30 alternative email addresses. These can be used as automation filters as well.

How to use alias email addresses 

  • Set up filters based on the ‘to’ email address. In this example, you can set up rules based on the aliases. A rule could be “if someone misspells my name, reply with an email that they change the address.”
  • Receive the emails ‘as normal’ in your primary email inbox, but see where they’ve found your email.
  • Add a different email on your website
  • Add a different email on LinkedIn (to see spam)

Tip 6: Set email events (or reminders) with Gmail nudge

Let Gmail help you with suggestions fo remains to reply to or to follow-up on.

Go to General Settings and select both options. Don’t forget to save changes at the bottom of the page.

Tip 7: Create Google Calendar reminders from emails

For important emails that you have to remember, it’s possible to create an event from an email. The information will be pasted into the event details.

Tip 8: Mute Conversations

If you don’t want the updates from a long email thread, but still want to receive them you can mute the conversation.

Tip 9: Confidentiality Mode

This is a niche feature, but might come in handy one day. When sending sensitive information that you don’t want anyone to print, copy, forward or download use this option.

It’s also possible to let the email expire or add an SMS verification for extra security.

Tip 10: Delegate your email account to someone else

It’s possible to give a colleague access to your inbox. My virtual assistant Soraya has access to my email this way. You don’t share your password, but can simply add them as a ‘user’ to Gmail.

It’s visible in the header of the email that the email was sent out on my behalf - but most people miss this. Read the Google support article on how to add delegates to a Gmail account.

Tip 11: Gmail add-ons, apps & extensions

The App Store for Gmail. Make sure you only use tools that you trust. Here’s a list of extension that are used often and are helpful:

Tip 12: Remove emails that take up a lot of storage space

Find out how much GBs Gmail is taking up in Google Drive by going to your Google Account’s Storage page.

To remove the largest emails search inside gmail for size:

size:5mb has:attachment - All emails with attachments larger than 5 MB

size:10mb has:attachment filename:pdf - Emails with a PDF larger than 10 MB

Start with bigger files to free up space quickly.

Tip 13: Enable hover actions

Enable hover actions - Quickly gain access to archive, delete, mark as read and snooze controls on hover.

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About Ewoud

Ewoud Uphof

Ewoud Uphof is an experienced Growth Hacker, certified funnel optimiser and investor.

In the past decade he has co-founded multiple companies. As Head of Growth he has helped grow 50+ companies ranging from start-ups to multinationals. He has worked for Camptoo, NU.nl, Sophia Mae, Koffievoordeel and many more.

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