G Suite: Organize your Inbox: Difference between revisions

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{{CustomIcon|link=G Suite|dest=internal|icon=fab fa-google|popup=Return|hover=More on G Suite|color=DarkCyan}}

'''''Email organization is clutch'''''. It doesn't matter if you consider yourself a messy person in real life, having a neat email inbox will set you up for success. Gmail has some real neat tools to achieve the system that's best for you, we outline some tools at your disposal here.

:'''''TL;DR Best Practices'''''

:*Unsubscribe from any "News/Updates" from accounts associated with your email. They build up clutter and are rarely helpful

:*Sort emails into folders / [[#labels]] as they come in

:*Sort emails into folders / [[#labels|labels]] as they come in

::*Setup [[#Auto Filtering|auto filters]] to save time

:*Archive emails that you're done with

:*Get a nice [[Email Signature]]

:*Delete emails that will never ever ever need to be looked at again (e.g. drive sharing notifications, calendar invites)

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==Labels==

Labels are an incredibly useful tool to manage your inbox. The labeling system adds a <span style="color:ForestGreen">colored tag</span> to your inbox and adds a folder for each label, filtered manually or [[#Auto Filtering|automatically]]. You can filter emails by sender, recipient, content or subject, whether there’s an attachment, or [https://support.google.com/mail/answer/7190?hl=en any combination of these].

On top of this, you can use [[#Multiple Inboxes]] to display these various tags on your main gmail inbox page.

Labels can be a great way to group emails chronologically / by predecessors, as you can set nested labels.

===Auto Filtering===

[[Image:gmail-filter.png|400px|right]]'''''Auto filtering''''' adopts search criteria and organizes your inbox upon receiving an email. You can set spam emails to automatically archive / be deleted, apply stars from individuals deemed very important, and more.

:#To begin, start an advanced search by expanding the search options with the arrow on the search bar

:#Enter your search criteria:

:::''Say you want to identify all emails regarding [[council]]. You would want to search for all emails to [mailto:council@mcgilleus.ca council@mcgilleus.ca] containing the text “Council”. Follow up by clicking '''''"Create a filter with this search >>"'''

:#Next you can select the label you want to apply, skip the inbox, forwarding, etc. If you want this filter to apply retroactively as well, do so by marking '''''“Also apply filter to matching conversations”'''''

:#Voila! On the left hand side of the UI there’s a list of all labels where you can apply additional options. Most notable this is where you will apply a color for your label. Who doesn't like color coded organization.

Gmail's search queries even support [https://www.labnol.org/internet/advanced-gmail-search/21623/ Perl RegEx] if you want to optimize this stuff out the wazoo.

Another method of adding filters is selecting emails, navigating to <code> More > Filter messages like these</code>. Google will try to ascertain the most relevant criteria to find those emails in the future.

'''Important:''' as there is no indication that auto filtering is taking place, some emails may end entirely out of sight. Make sure you're familiar with what filters are affecting your inbox by navigating to <code> Settings > Filters & Blocked Addresses</code>

==Canned Responses==

[[Image:canned-response.png|right|400px]]

'''''Canned responses''''' allow you to save and easily access a response while maintaining formatting. A lot of positions in the EUS provide a service that spans multiple students, groups, etc. ; rather than tailoring each email every time you need to respond to a request, use canned responses! Sure you could save a draft and always copy-paste, but why do that when there’s an easier service at hand?

'''To enable Canned Responses:'''

:#Navigate to the Gear icon in Gmail, then click the “Labs” tab

:#Labs are a super cool feature in Gmail that are still in beta testing, check out the other options!

:#Click “Enable” on the Canned Responses tab

:#Scroll to the bottom and save settings

:#When drafting an email, click the arrow on the bottom right to view the Canned Response options

:::''Here you may “Save”, “Insert”, or “Delete” your responses''

You can also automatically reply to emails with Canned Responses! If you want to setup an auto-response to any emails that include "Printouts" in the subject line, follow the steps outlined above for [[#Auto Filtering|auto filtering, add the option "Reply with Canned Response"

Canned responses are also a great way to have multiple [[Email Signature|email signatures]] for a shared email.

[[Category:G Suite]]

@@ Line 1: / Line 1: @@
+{{CustomIcon|link=G Suite|dest=internal|icon=fab fa-google|popup=Return|hover=More on G Suite|color=DarkCyan}}
 '''''Email organization is clutch'''''. It doesn't matter if you consider yourself a messy person in real life, having a neat email inbox will set you up for success. Gmail has some real neat tools to achieve the system that's best for you, we outline some tools at your disposal here.
 :'''''TL;DR Best Practices'''''
 :*Unsubscribe from any "News/Updates" from accounts associated with your email. They build up clutter and are rarely helpful
-:*Sort emails into folders / [[#labels]] as they come in
+:*Sort emails into folders / [[#labels|labels]] as they come in
+::*Setup [[#Auto Filtering|auto filters]] to save time
 :*Archive emails that you're done with
+:*Get a nice [[Email Signature]]
 :*Delete emails that will never ever ever need to be looked at again (e.g. drive sharing notifications, calendar invites)
@@ Line 41: / Line 44: @@
 ==Labels==
+Labels are an incredibly useful tool to manage your inbox. The labeling system adds a <span style="color:ForestGreen">colored tag</span> to your inbox and adds a folder for each label, filtered manually or [[#Auto Filtering|automatically]]. You can filter emails by sender, recipient, content or subject, whether there’s an attachment, or [https://support.google.com/mail/answer/7190?hl=en any combination of these].
+On top of this, you can use [[#Multiple Inboxes]] to display these various tags on your main gmail inbox page.
+Labels can be a great way to group emails chronologically / by predecessors, as you can set nested labels.
 ===Auto Filtering===
+[[Image:gmail-filter.png|400px|right]]'''''Auto filtering''''' adopts search criteria and organizes your inbox upon receiving an email. You can set spam emails to automatically archive / be deleted, apply stars from individuals deemed very important, and more.
+:#To begin, start an advanced search by expanding the search options with the arrow on the search bar
+:#Enter your search criteria:
+:::''Say you want to identify all emails regarding [[council]]. You would want to search for all emails to [mailto:council@mcgilleus.ca council@mcgilleus.ca] containing the text “Council”.  Follow up by clicking '''''"Create a filter with this search >>"'''
+:#Next you can select the label you want to apply, skip the inbox, forwarding, etc. If you want this filter to apply retroactively as well, do so by marking '''''“Also apply filter to matching conversations”'''''
+:#Voila! On the left hand side of the UI there’s a list of all labels where you can apply additional options. Most notable this is where you will apply a color for your label. Who doesn't like color coded organization.
+Gmail's search queries even support [https://www.labnol.org/internet/advanced-gmail-search/21623/ Perl RegEx] if you want to optimize this stuff out the wazoo.
+Another method of adding filters is selecting emails, navigating to <code> More > Filter messages like these</code>. Google will try to ascertain the most relevant criteria to find those emails in the future.
+'''Important:''' as there is no indication that auto filtering is taking place, some emails may end entirely out of sight. Make sure you're familiar with what filters are affecting your inbox by navigating to <code> Settings > Filters & Blocked Addresses</code>
+==Canned Responses==
+[[Image:canned-response.png|right|400px]]
+'''''Canned responses''''' allow you to save and easily access a response while maintaining formatting. A lot of positions in the EUS provide a service that spans multiple students, groups, etc. ; rather than tailoring each email every time you need to respond to a request, use canned responses!  Sure you could save a draft and always copy-paste, but why do that when there’s an easier service at hand?
+'''To enable Canned Responses:'''
+:#Navigate to the Gear icon in Gmail, then click the “Labs” tab
+:#Labs are a super cool feature in Gmail that are still in beta testing, check out the other options!
+:#Click “Enable” on the Canned Responses tab
+:#Scroll to the bottom and save settings
+:#When drafting an email, click the arrow on the bottom right to view the Canned Response options
+:::''Here you may “Save”, “Insert”, or “Delete” your responses''
+You can also automatically reply to emails with Canned Responses! If you want to setup an auto-response to any emails that include "Printouts" in the subject line, follow the steps outlined above for [[#Auto Filtering|auto filtering, add the option "Reply with Canned Response"
+Canned responses are also a great way to have multiple [[Email Signature|email signatures]] for a shared email.
+[[Category:G Suite]]