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10 Gmail tools so important that you use them every day


If you use Gmail a lot, we have some helpful tips for you.

Angela Lang / CNET

Even as apps like Zoom and Slack have taken over, email is still a big part of most of our work and personal lives. And there̵

7;s a good chance that at least one of your email accounts is through Gmail, which has more than 1.5 billion users.

Although you probably know the basics of Gmail, it is many features and tricks you may have missed what can help you streamline your digital life. (There are also third-party apps like Kiwi for Gmail, which aggregates multiple accounts in one app.)

Here are 10 tools to help you work smarter – not harder – in Gmail.

Sync with calendar

If I do not put an appointment in the Gmail calendar, I will not remember it. Although you usually keep an upcoming event or reminder to your Google Account on your phone, those events automatically sync with your Gmail calendar. You can find the Gmail calendar on your desktop by clicking Google Apps waffle icon and choose Calendar. Or you can download the Google Calendar app for your iOS or Android device – your Android phone may have it by default.


Setting up filters in Gmail can help you analyze the audio from your inbox.

James Martin / CNET

Access multiple accounts at once

If you have more than one active Gmail account, you can easily switch between them. Just click on your profile icon at the top right (mobile or desktop) and select Add another account. From there, just log in and you will have access to it when you click on your profile icon in the future. If you do not access one of the accounts often enough, log out.

Set up filters

With so many websites asking for your email address these days, your inbox may look like the Wild West. You may also want to just organize emails better and prioritize those from specific people. This is where filters come in handy. To set up a filter, open Gmail, click the settings wheel and select See All settings. From there you click Filters and blocked addresses> Create a new filter.

You can customize your filter to organize emails by sender, recipient, subject, keywords and more. Once you have it to your specifications, click Create filter.

Set up a signature

Setting up a signature in Gmail can save you a step when writing a message and make your email more professional. Open to set up a signature for all outgoing messages Gmail> Setup Utility> View all settings. From there, scroll down until you see Signature and click Create New. Any signatures you have created will be visible in settings where you can edit or delete them at any time.

Undo a sent message

If you’re like me, you guessed it after pressing the Submit button. Fortunately, Gmail has a grace feature called Undo Send. Immediately after pressing Send, a message appears at the bottom of the screen stating that the message was sent, but there is also the option to undo or view the message. When you click Undo, Gmail stops sending the message. You can also edit how long you need to cancel a message. To set up Undo Send, go to Settings> See all settings and scroll down to Undo transmission. From there, you can set a cancellation window of five, 10, 20 or 30 seconds.


Did not mean to send that message? Gmail can make you regret the action.

James Martin / CNET

Schedule shipment

Scheduling a message is convenient if you have colleagues or friends in different time zones and do not want to risk bothering them with an email at different times. To schedule a message, just write down what you want to say, and instead of clicking Send, click the small down arrow. Gmail will suggest some possible times, but you can also enter a specific sending time manually.

Smart compose

Gmail’s Smart Compose acts as predictive text and is meant to streamline your writing process. For example, as you type “I want to call you”, Google Smart Compose will suggest “tomorrow.” Just tap the tab to accept the suggestion, otherwise keep typing. If you are not a fan of Smart Compose, you can turn it off in Settings.


Gmail also has tools like spell checker and Smart Compose to make the actual writing of emails easier.

Angela Lang / CNET

Spell check

Gmail’s spell checker tool can take some of the hassle out of sending important emails. The spelling checker can help with words you are actually unsure of, as well as simple hiccups from typing too fast. And Gmail will keep the word underlined if it changes, so you can choose to undo if there is no change you want. On top of that, Gmail also has grammar and auto-correction features. Everything can be turned on or off in Settings > Spell check.

Mute conversations

We’re all stuck in an email group that does not seem to calm down. If this is the case for you, just open the annoying email address, click on the three-point settings icon just above the subject line and select Dumb in the drop-down menu. Just like with Undo Transmission, you will have the ability to turn on the sound if you accidentally clicked.


Labels can make your inbox more manageable. They are much like filters (and you can set up a filter to send an email to specific labels). Labels live in the sidebar where you will find Inbox, Sent, Trash and other folders. Scroll down by clicking Create new label. From there, you can name your label as well as group labels. For example, if you start organizing at school, the main brand may be biology class, and you can group in labels about class projects and submitted assignments.

For more information, check out Gmail and other Android apps crashing on phones: Here’s Google’s simple solution and our list of the best Android phones to buy for 2021.

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