15 Features of Gmail That Must Know

Learn how to undo sent emails, schedule messages, create templates, customize your email, enable Dark Theme, access Gmail offline, use keyboard shortcuts, mute conversations, manage signatures, optimize storage space, access Gmail via other email clients, and prioritize your inbox.

Elevate your emailing experience with these 15 game-changing Gmail features!

# 1: In Gmail, You Can Undo Sent Message.

Have you ever hit “send” and immediately spotted a glaring typo in your email? Fear not, because Gmail has your back! The “undo send” feature comes to the rescue, allowing you to retract a sent email within a few seconds.

What exactly does “undo send” mean? It’s a lifesaver—it lets you take back an email that’s already on its way. How? With a simple click on “undo.”

gmail undo message

You’re not stuck with an email that’s already flying through the internet. Just remember: when you send an email and spot a mistake or a last-minute change, hit that “undo” button within seconds to bring it back to your inbox for edits. Gmail makes fixing those oops moments a breeze!

The undo message is active for 5 seconds by default, but you can change it in Gmail settings.


How to change UNDO time

1 – Go to Gmail.com

2 – Click on settings in top right corner

3 – Click on “see all settings” within settings under the general tab at the very top.

4 – In the general tab, you can see the “Undo Send” option. You can change its value from 5 to 30 seconds.

message undo setting

# 2 :  You can schedule send messages in Gmail 

When you’re ready to send an email, you’ve got more control than you might think! Right beside the send button in the left-hand corner, there’s a little arrow pointing down. Clicking on that opens up a whole new world of options for sending your message.

One of the nifty features hiding there is the ability to schedule when your email goes out. It’s like setting a time-release on your message.

By clicking on “Schedule Send,” you can choose the exact time and date you want your email to be sent.

schedule send messages

Imagine crafting your message at midnight but having it arrive in your recipient’s inbox at 8 a.m. when they’re most likely to see it – that’s the power of scheduling!

Date and Time

There’s a category for scheduled messages over on the left-hand side. When you click on it, you can see all the scheduled emails.

If you want to make any changes to this before sending it, cancel it, make your changes, and then schedule it again.

scheduled emails

# 3:  you can set up templates to make responding to email 

You can save up to 50 email templates at once, so you can create different email templates for different situations.

How to create email templates

  • Go to Gmail
  • Click on setting on top right side
  • Click on See all settings
  • Go to  Advanced tab
  • Find Templates  , enable it and save changes
  • Click compose
  • Now write the text of your message
  • Click on the three dots in the lower right corner of the window.
  • then click on Template > Save Draft as a template > Save as a new template
How to create email templates

How to use email templates in Gmail

  • Click on Compose to start a new message.
  • Select the three dots located in the bottom right corner.
  • Then open “Templates“.
  • Finally, choose one of the email templates. This template will now appear as a new message for you, and you can edit it before sending.
  • After editing, when your message is ready and complete, click the “Send” option.
How to use email templates in gmail

# 4 : you can customize your email.

You can customize your email address to make it easier for others to remember and also to filter and track your email messages.

Here, in the first example, you can insert a DOT into your email address. Google ignores DOT in email addresses, so you can use it to make your email address more recognizable.

johnsmith45@gmail.com =equal to= john.smith.45@gmail.com

Google also ignores the plus symbol and any text that appears after it.

You can insert the plus symbol and then type in some text. So why would we ever want to do this? Well, this helps us track back who we gave the email address to, so let’s say maybe you sign up with a retailer and then they start spamming you or maybe they provide your email address to someone else.

I’ve now inserted some text and this email will also arrive at the same email address just as it normally would.

johnsmith45@gmail.com =equal to= johnsmith45+freecupone@gmail.com

# 5 : You Can Enable Dark Theme in Gmail

Discover a simple way to ease your eyes during extended computer use by enabling Dark Theme in Gmail. This feature offers a comfortable visual setting, especially after prolonged screen time.

Follow these step-by-step instructions for an effortless transition to a more eye-friendly experience in Gmail.

How To Turn On Dark Theme in Gmail

  • Click on the settings gear
  • in Quick settings menu find Theme option
  • Click on view All 
  • Scroll down and find Dark mode

# 6 :  You Can Add a Reading Pane Into Gmail

Add a reading pane into Gmail to make it easier to get through all of your email messages.

When you click on one of your messages, the message takes over the full screen and you no longer see your inbox. You have to click on the back to return to your inbox.

In the top right hand corner you can see “toggle split pane mode“. When you click on it, your page will split into two parts. Inbox and message content are now displayed on the same page.

toggle split pane mode

Also you can access to this option in :

SETTING > READING PANE > Right of inbox

If you click on one of the email messages, you can review the message over on the right. This makes it a little bit easier to get through my messages. also once

Again, in the top right hand corner, you can click on the drop down arrow and you can adjust the location of the split. You can use a vertical split or a horizontal split.

# 7 : Read Your Gmail Messages While You’re Offline

Let’s say you don’t have any internet access. You can still access all of your email messages. How do we take advantage of this?

  • Go to the top right hand corner and click on the settings
  • click on see all settings
  • click on offline tab
  • just enable offline mail
  • finally set your options and save changes  

If you’re offline, all you have to do is open your browser and navigate to the website mail.google.com and your inbox will pop up just like it normally does.

Any email that you send while you’re offline will simply be in a queue until you get back online.

# 8 : What’s Gmail keyboard shortcut keys

When you press shift and question mark(?) that’ll show you all of the different keyboard shortcut keys.

at the top You’ll see all of the ones that are enabled by default. and down below, you can see additional shortcut keys that you can enable simply by clicking on them.

Gmail keyboard shortcut keys

# 9 :  You Can Mute noisy conversations

If you’re no longer interested in reading any subsequent messages, you can mute them.
You can simply right-click on the message and within this menu, there’s the option to mute the message.

when you mute the message, you’ll no longer see any subsequent replies.

Mute noisy conversations

You can go up to search on the top and you could type in “label:mute” When you type that in, it’ll show you all of the
email messages that have the label mute. Now you can right-click on the message again and you could unmute it.
And now the conversation will be right back in your inbox where you should probably respond to messages.

# 10 : You Can Switch Between Multiple email Signatures

signature gets appended to the bottom of any email that you send

what is an email signature?

open new message at the bottom, there’s the option to insert a signature. Let’s click on that. It opens up a menu, and currently it is set to no signature.

email signature

click on manage signatures this brings you into settings under the general tab, down to the signature section. You can now create a new signatures and use them later .

When you click on compose, you’ll see a new message appear with my new email signature. Down below, you can click on the signature icon and you can switch between all of the different signatures. You could go with no signature.

# 11 :  you can use stars and many different types of stars

You can use many different types of stars to help organize your email , by clicking on star in inbox you can starred any email with gold star, and all messages show up in starred category.

You only have one type of star by default, but we can add many more types of stars.

  • Go to Setting
  • Click on see all settings
  • within the general view of settings and about halfway down we have a section for stars
  • you can customize this by dragging stars up or dragging stars down
  • you could also go with different presets here you could go with 4 stars or even select all of the stars
  • click on save changes
  • choose different star by multiple click
use gmail stars

# 12 : you can set up a vacation responder

Let’s say you’re planning on going on vacation, so whoever emails you while you’re out will get an auto response, and you can really use it for

Any time you’re going to be away from email for some time, be able to use

  • Click on the settings gear.
  • Click on “See all settings
  • Within the general tab at the very bottom of the screen, we have our vacation responder.
  • You can turn it on and off.
  • You can also indicate the first day of your vacation, and then you can also set the last day.
  • If you don’t check this, you can manually turn it off once you return.
  • Fill your Subject and message
  • Click on save changes
Google vacation responder

# 13 : you can reduce the amount of space that your Gmail account takes

with a free Google account you get 15 gigabytes of space and that’s shared across Gmail Drive and also Google photos. One of the best ways to save space from your email is rather than attaching files to insert a link to Drive.

You can insert a file using drive, why would you want to do this well the file is stored in the cloud so it won’t contribute any space to the email so you’re saving space and your recipient is also saving space.

# 14 : You can Access your Gmail in outlook or any other email client

  • Go up to the settings gear in the top right hand corner
  • Click on see all settings
  • Within settings go over to the tab that says Forwarding and pop imap
  • You can use either pop or imap to access your emails via your email client

what’s the difference, with pop it’s going to download all of the messages to the email client, with imap on the other hand you’re going to edit messages that are in the cloud , so it’s your choice which one you want to use for now i’ll enable imap and then

  • click on save changes
Access your Gmail in outlook or any other email client

within Microsoft outlook within the file menu, there’s an option to add a new account click on this and you could run through the prompts and you’ll then have your Gmail account in Microsoft Outlook or whatever other email clients you’re using

# 15 : Prioritize Your Inbox

when we look at all of our messages in the google inbox they’re sorted in chronological order but you don’t have to stick with this there are also many other ways to prioritize your inbox now.

  • Go to the setting
  • Scroll down go to the INBOX TYPE
  • sort your email by  Default , Important first , Unread first ,Starred first , Priority Inbox
    Multiple Inboxes.

In conclusion, these 15 features transform how you interact with Gmail. From undoing sent messages to customizing emails and enabling Dark Theme, each feature offers a unique advantage. Whether scheduling emails, using keyboard shortcuts, or managing signatures, Gmail’s functionalities are designed to streamline your emailing experience. Discover the power of Gmail and revolutionize your inbox management effortlessly.

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Last modified: December 31, 2023

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