15 Oct 2020

How to organize Gmail Inbox

Gmail is one of the most popular tools from Google. It is not only about emails, it has much more functionality.
Are you curious about a few useful tricks to increase your efficiency? Read how to save time and don't waste an effort at unnecessary operations in Gmail anymore. Make a personalization of your Gmail account, improve it by yourself.
Today we take a closer look at how to organize using Gmail inbox.

Google Search Bar

If you need to create a new Gmail account discover also: How to Create Gmail Account?
Let's simplify using Gmail. We introduce a shortlist of tips on how to organize inbox:

Reduce Number of Notifications
Adjust Undo Sending
 Postpone Sending
Prepare Ready Responses
 Sign out of Unwanted Newsletters
Show Unread Emails First
 Use Search Box
Access Archived Emails
Pause Emails for a Particular Frame of Time
 Add Note to an Email
Use Gmail Offline
Delete All Unread Messages
 Check if Your Email Has Been Opened

Google Search Bar

Reduce Number of Notifications

Notifications are permanently bothering you? Don't waste time checking emails constantly. If you are occupied, do not distract yourself. It is possible to turn off all the disturbing inbox sounds or leave it only for the most important messages.

How to get rid of notifications?

1. Open Settings by clicking on the Gear Symbol.


2. Choose to See All Settings.


3. Scroll down to the Desktop notifications and change adjustment.

Adjust Undo Sending

If you spot some errors after clicking the Send button, Gmail gives you a few seconds and enables you to undo sending. You can adjust even 30 seconds to return to editing email again. It is enough to notice all the mistakes.

How to adjust the undo sending option?

1. Open Settings by clicking on the Gear Symbol.


2. Choose to See all Settings.


4. Click on Undo Sending and set up an amount of time.

Postpone Sending

Have you ever wondered how to plan to send emails in advance? You can organize your emails, set up a delay, and have it done easily. It is possible to set up a later time for even 100 messages, Gmail automatically will send them.
Learn how to postpone sending on Android device: How to Schedule Email in Gmail?
Learn how to postpone sending on iOS device: How to Schedule Email in Gmail?

How to delay sending an email?

1. Click Compose button at the left corner.

Compose Email
2. Write your message.

Write Email
3. Click on the arrow symbol next to the send button.

Gmail send Options
4. Choose the schedule send option.

Schedule Send

5. Click on Select Date and Time.

Schedule Email Date
6. Set up a time to send your message.

Select email date
7. Confirm by clicking Schedule Send.

Gmail Schedule Send
8. If you did all correctly you should see the message like in the image.

Undo Schedule Email

9. See your Scheduled messages.

Prepare Ready Responses

Do you write similar emails frequently? Prepare a few templates of canned responses and use them to respond rapidly.

How to set up ready responses in Gmail?

1. Open Settings by clicking on the Gear Symbol.

Gmail Settings
2. See All Settings.

All Gmail Settings
3. Choose Advanced Settings Tab.

advanced Settings gmail

4. Enable templates.

Enable templates

5. Click on Save changes button.

Gmail Changes

6.Click Compose button and write down an exemplary email.

Compose Email

7. In the next step click on Arrow Symbol in the right corner, choose Canned Responses and New Canned response.

Canned Responses
8. Choose templates tab.

Email Options

9. Save draft as a new template.

New gmail template

10. Add a new template by clicking save as new template.

New gmail template

11. Enter a template name.

Gmail template name

12. To use the created template choose its name from the list of templates.

Use Gmail Template

Google Search Bar

Sign out of Unwanted Newsletters

Are you looking for a solution to messy and unsorted emails? There is no point in collecting many advertising messages or spending time on grouping and deleting them. Clear your inbox by clicking the Unsubscribe button, placed at the end of each message. It is obligatory to place a link for resignation in every newsletter. The service Unroll.me is an alternative way to sign out from all of the newsletters, It gives a full list of our advertising emails and enables you to choose easily which are useless.

Show Unread Emails First

Don't you want to miss any valid message? Bring all the unread emails to the top of Gmail inbox and manage them easily in one location.

How to set up showing unread emails on the top?

1. Click the Gear Symbol to open the Settings.

Gmail Settings
2. Choose the Inbox and Inbox Type option.

Gmail Inbox type
3. Afterwards select Unread First.

unread first

Use Search Box

Gmail provides a few advanced searching functions to find something instantly. In the search bar, you can type sender or recipient of an email, date of sending or receiving the message, a few keywords, the filename of the attachment.
If you are curious how to add attachment to your email, read also: How to Add Attachment to Gmail?

How to open Gmail advanced search panel?

1. Click on the arrow symbol next to the search bar.

Gmail Search box
2. Type in keywords.

Gmail Searching Options

Access Archived Emails

If you want to hide an email rather than deleting it, you can use the option to archive. Archived emails are not shown on Gmail main page, but you can bring them back later if you need them.
Learn how to access archives emails on Android device: How to Access Archived Emails on Android?
Learn how to access archives emails on iOS device: How to Access Archived Emails on iOS?

How to access archived emails?

1. Select More from the options on the left side.

Gmail more options
2. Choose All Mail from the list to open all Gmail messages.

Gmail All mail

Pause Emails for a Particular Frame of Time

Do you need to stay focused and get rid of email notifications for a specific period of time? Install the Free Pause Gmail plugin and do not distract yourself on your working hours more. After this time you will receive all the postponed messages.

Add Note to an Email

Gmail gives you also an opportunity to make a short note for yourself to each email. To start using this install the Simple Gmail Notes plugin. All the notes are stored in Google Drive, so you have easy access to them constantly.

Use Gmail Offline

Even if you don't have a stable Internet connection, you can use your Gmail inbox. Scroll, read and respond to messages offline is possible. To access inbox is required to use Google Chrome browser, not incognito mode. All written emails are being sent when you reach Internet connection again.

How to turn on Gmail offline?

1. Click on the Gear Symbol to open the Settings.

Gmail Settings
2. See all Settings.

All Gmail Settings

3. Choose Offline Tab.

Offline Gmail Tab
4. Enable Gmail Offline.

Enable Offline

5. Set up settings - decide how many messages you need to save for offline mode.

Offline Gmail Settings

Delete All Unread Messages

Clearing inbox and removing Emails takes a little while. Are you looking for a better solution than deleting one by one manually? All of the messages in the trash are kept for 30 days and you can restore them back.
Find out how to delete all unread messages on Android device: How to Delete All Unread Emails on Android?
Find out how to delete all unread messages on iOS device: How to Delete All Unread Emails on iOS?

How to remove all unopened messages?

1. Copy into or write down in the search field: IS:UNREAD.

Unread emails
2. Select all and Gmail automatically marks the recent 50 unread messages.

Select mails
3. Click on the Trash icon to delete them and repeat this operation as many times as you need to get rid of unwanted emails.

Check if your email has been opened

Would you like to know if your email has already been opened by the recipient? Install the free Mailtrack plugin and get notifications, reports about who has already opened your message, how many times and when.

By Katarzyna Łaba on 15 Oct 2020


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