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Time-Saving Tech Tips: Gmail

Gmail icon

Here are five tips to help you save time when using Gmail

1. Tasks

If you receive an email that requires action, don't waste time switching between tabs. Use the integrated Tasks feature in Gmail to add the task to your calendar without leaving your inbox. Simply select an email and click ‘add to tasks’ from the top

icon bar. To view the task click on the task icon on the right-hand side of the window, choose the date and time, change the title if necessary, and the task will be added to your calendar.

Tasks icon

2. Templates

Do you find yourself writing the same email over and over? Create a template to save time.

To turn on templates:

  • Going to settings, click on the advanced tab and enable templates.

  • Save changes.

To save your email template:

  • Write your email template in Gmail as a normal email

  • Click on the three dots at the bottom right of the email and choose save as template draft.

  • Name the template and save it.

To use the template:

Gmail templates
  • Click compose to start writing a new email.

  • Click on the three dots at the bottom of the email again and select templates then choose the template you want to use!

3. Labels

Use labels to categorise and organise your emails, making it easier to find what you need.

To create a label in Gmail:

  • Click on the "More" button in the left-side menu, or simply click on the + icon next to the word labels.

  • Select "Create new label". Type in the name of the label and press "Create".

  • You can also create sub-labels by clicking on a label and then selecting "add sub-label" or by using the “nest label under” option when creating a new label.

Gmail labels

  • Once you have created a label, you can apply it to an email by dragging and dropping the email onto the label in the left-side menu, or by selecting the email and then clicking on the desired label in the "Labels" dropdown menu found at the top of your email window.

  • You can also customise the appearance of your labels by right-clicking on a label and selecting "Label colour."

4. Snooze

Gmail snooze

If you receive an email that you're not ready to read, but you want to lower your email count, use the built-in snooze feature. Choose a preset option or select the date and time you would like the email to reappear in your inbox.

5. Multi-Send Mode

Do you need to send a newsletter to parents or an announcement to staff? Use multi-send mode to send an email to each contact individually. This way, your recipients won't know who else has been emailed, and replies will be in separate threads. Multi-Send Mode is available on Education Plus.

Bonus tip - schedule send

Want to follow up on things without being too pushy or forgetting? Write your email and instead of clicking send, click the little white arrow to the right and choose the day and time that you want the email to be sent.

This feature can also be used if you want an email to appear in a teacher's inbox at lunch, during their break, or at the start of the workday.

By using these tips and tricks, teachers can save time and become more efficient in managing their email. With the help of time-saving tech tips, teachers can spend more time doing what they do best – teaching.


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