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Gmail: How to Write and Manage Emails Like a Pro

14 min read

Do you dread having to write and send emails? Do you feel like you’re not doing it correctly or that your messages are coming across the wrong way? If so, don’t worry — you’re not alone! Many people find email to be a difficult task.

But with a little bit of practice, and by using some of the tips and tricks we’ll share with you in this blog post, you can become an email pro in no time!

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What is Gmail?

First, let’s start with the basics. Gmail is a free email service offered by Google. You can use it to send and receive emails from personal and business accounts.

In addition, Gmail offers several features that make managing your emails more straightforward, including:

  • The ability to create folders to organize your emails
  • The ability to label your emails
  • The ability to search for specific emails
  • The ability to create signatures
  • The ability to schedule emails

How to Setup a Gmail Account

To use Gmail, you will need to create a Google account. Once you have created an account, you will be able to access Gmail by visiting mail.google.com.

Once you’ve created an account, you’ll be asked to provide some basic information, including:

  • Your name
  • Your email address
  • Your password
  • The country you live in

Create a Google Account

Create a Google Account

How to Send an Email on Gmail

Now that we’ve covered the basics, let’s talk about how to send emails on Gmail. The process of sending an email is relatively simple:

  1. First, compose your message in the “Compose” window
  2. Enter the recipient’s email address in the “To” field
  3. Enter the subject of your message in the “Subject” field
  4. Write your message in the body of the email
  5. Click on the “Send” button
  6. You can also add attachments to your emails by clicking on the “Attachments” tab and selecting the file you want to attach.

How to Filter Emails in Gmail

One of Gmail’s most valuable features is its ability to filter emails. This means that you can create rules that determine how an email should be treated.

For example, you can create a filter that automatically archives all of your old emails or one that labels all of your messages with a specific label.

Click on the Filters and Blocked Addresses tab in the Settings to create a filter.

GMail - Settings - Filters

How to Send an Encrypted Email in Gmail

Gmail also allows you to send encrypted emails. It’s called Confidential mode.

This means that the contents of your email will be hidden from anyone who might try to intercept it. The actions allowed to do with the email by the recipient will be limited too.

All you need to do is click on the Confidential mode button in the Compose window.

Confidential mode in Gmail

Set expiration date and switch on passcode for maximum protection

How to Retrieve Deleted Emails from Gmail

If you accidentally delete an email, don’t worry — you can still retrieve it! Gmail stores all of your deleted emails for 30 days, and you can access them by clicking on the Trash folder. If you want to delete an email permanently, select it and click the Delete forever.

How to Recover Gmail Password

If you forget your Gmail password, don’t worry — you can recover it! Visit https://mail.google.com/ and click on the Forgot password? link to recover your password. You will be asked to provide some basic information, including:

  • Your name
  • The email address associated with your account
  • The country you live in

Once you have provided this information, Google will send you a link that will allow you to reset your password.

How to Make a Signature in Gmail

A signature is a short message automatically added at the end of all of your emails. You can create a signature by going to Settings and scrolling down to the Signature option in the General.

You can then type your signature into the text field. You can also add a picture or a link to your website. Note that you can create several signatures and switch between them in the Compose mode (when writing an email).

Gmail signature settings

Important! Don’t forget to save the changes after adding a signature!

How to Get to Archived Emails in Gmail

If you want to access emails that you have archived, you’ll have to search for them in the All Mail tab in your right-hand menu. Those email will have an option to send them back to Inbox. Or you can drag them back.

How to Delete Old Emails in Gmail

If you want to delete old emails from your account, you’ll have to filter them out by conducting a search with “before:YYYY/DD/MM” command (without commas). You’ll see the list of all emails received before the date in the query. Select the all then and press Delete — Trash icon. If you wish to delete them forever, go to the Trash and delete them forever.

How to Change Your Gmail Address

If you want to change your email address, sorry, you can’t. However, you can add another email address to your Gmail and send mail from another address. That’s weird, but someone found this useful.

To add another email go to Settings and Account tab.

Gmail add another email

How to Select All Emails in Gmail

If you want to select all of the emails in your inbox, you can do so by clicking on the Select all button in the toolbar. This will select all of the emails on the page. But you will see a message on the top of the page telling “All 50 conversations on this page are selected” (it can be more depending on your page length settings). Near, Google will suggest you selecting other messages that are beyond that list. Do so.

You can then delete, move, or reply to them all at once.

Gmail select all messages

How to Schedule an Email in Gmail

If you want to schedule an email for a later date, you can do so by choosing a Schedule send option near the Send button in the Compose window. You can then enter the date and time you want the email to be sent. Gmail will then send the email at that time.

Tips for Managing Emails Like a Pro

Now that you know everything there is to know about using Gmail,

Here are a few tips for managing your emails like a pro:

  • Create folders to organize your emails: You can create folders in Gmail to organize your emails. This will make it easier to find the messages you are looking for.
  • Use labels to mark essential emails: You can use labels to mark important emails. This will make it easy to find the messages you need to refer to later.
  • Use the search bar to find emails: The search bar can be used to find specific emails that you are looking for. This can be helpful if you have a lot of emails in your inbox.
  • Use filters to sort your emails automatically: You can use filters to sort your emails automatically. This will make it easier to find the messages that you are looking for.
  • Block spam emails: You can block spam emails by adding the email address to the “Blocked Senders” list. This will prevent the emails from being sent to your inbox.
  • Enable two-factor authentication: You can enable two-factor authentication to increase the security of your Gmail account. This will require you to enter a verification code each time you sign in to your account.
  • Backup your emails: You can backup your emails by exporting them to a file or printing them out. This will ensure that you have a copy of your emails if something happens to your account.
  • Delete unnecessary emails: You can delete unnecessary emails to free up space in your inbox. This will make it easier to find the emails that you need.
  • Schedule emails to be sent at a later date: You can schedule emails to be sent at a later date. This can be helpful if you want to send an email at a specific time.
  • Use the “Archive” to store old emails: You can use the “Archive” to store old emails. This will free up space in your inbox and make finding emails easier.

Tips for Writing Professional Emails in Gmail

You are on a roll; now, we will share some tips to keep you headed in the right direction.

  • Always address the recipient by name: When sending an email to a colleague or client, it is important to address them by name. This will show that you are taking the time to personalize your message and that you respect them as a person.
  • Be clear and concise: When writing an email, be sure to keep your sentences short and to the point. This will make your email easier to read and understand.
  • Avoid using slang or informal language: Slang and informal language can make your email seem unprofessional. Instead, stick to standard English when writing emails unless you are sure that the recipient will be familiar with the slang terms you are using.
  • Avoid using abbreviations: Abbreviations can confuse the recipient and may not be interpreted the way you intend. Therefore, it is best to avoid using them altogether.
  • Proofread your email before sending: This is especially important when sending an email to a client or colleague. Typos and mistakes can make you look unprofessional.
  • Check the recipient’s email address: Ensure that you have the correct email address before sending your message. If you accidentally send an email to the wrong person, it can be embarrassing and damage your relationship with the recipient.
  • Format your email using a standard font: Arial or Times New Roman are good choices. They are easy to read and look professional.
  • Include a clear subject line: The subject line of your email should give the recipient a brief idea of what the email is about. This will help them to decide if they want to read it or not.
  • End your email with a courteous closing: “Sincerely,” “Best regards,” or “Thank you” are all good choices.

Now that you know how to write professional emails in Gmail, you can feel confident communicating with clients and colleagues. Just be sure to follow these tips, and you will be on your way to sending successful emails.

Emails are Important for a Successful Ecommerce Business

Ecommerce is a huge industry, and there are many ways to sell online. But, no matter what type of ecommerce business you have, an email will always be an essential part of the process.

Ecwid can help you get your online store up and running while providing helpful resources like managing listings on multiple sites, orders, inventory tracking, and more. Get started for free today and see how Ecwid can help!

 

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About the author

Max has been working in the ecommerce industry for the last six years helping brands to establish and level-up content marketing and SEO. Despite that, he has experience with entrepreneurship. He is a fiction writer in his free time.

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