As I begun my new job, I moved to Gmail from Outlook. I also upped my daily email barrage.
Zero Inbox suddenly became very relevant again.
Setting up Gmail, I hade these three goals in mind:
- Keep the inbox to zero while still using it as a dashboard for things to keep track of.
- The ability to send emails to myself as reminders (imho, better than using a secondary todo application).
- Make processing information as easy as possible
And this is the prize we’re after:
This is what the Inbox looks like with this setup (click the image for a larger version).
The Unread section is the “real” inbox. This, and the mandatory Everything else section, is empty after processing emails.
The other sections are more or less GTD contexts. One for conversations I need to follow up. Another for all other things that need my attention.
Configure Labels, Stars and Filters
Of course you want labels! Personally I have two types of labels:
- Based on what I want to do with the message: @action, @follow (@waiting-for), @ref, @review. (I also use stars for some contexts, as I will explain later.)
- Based on the context, project, and so on, where it belongs. For example specific to a team, forum, software release, and so on – depending on what makes sense.
Another lab feature gone mainstream in Gmail is custom stars. Instead of only a yellow star, you can use exclamation marks, question marks, different colored stars, and so on.
Enable this feature from the General tab in Settings. I use the stars in this way:
- The exclamation mark for things that need my attention, for me to take action.
- The information symbol for things I should review.
- The question mark for things needing clarification, where I need to get more information (this is really just another action, and only using the exclamation is probably enough).
- The yellow star as a “catch all” for things I want in the Starred section, but is related to a label.
The reason why I use stars instead of labels will become clear shortly.
I use filters in conjunction with the setup to accomplish two things:
- Mark mails sent to myself as an action/todo: this will star it, add the label @Action and mark it as read.
- Mark mails copied to me as a follow-up item: this will add the label @Follow and mark it as read.
Action Filter
Choose the drop-down arrow right to the search box to show the advanced search options and follow the steps below.
- Fill in the From field with your own email address (if you have multiple aliases, make sure it’s the address being used as the from-address.)
- Fill in the Doesn’t have field with your email address prefixed with “cc:”
cc:youraccount@gmail.com - Click the Create filter with this search link
- Here, mark Mark as read, Star it and Apply the label: @Action
- Click the Create filter button
Follow Filter
This is very similar to the action filter. So, from the drop-down arrow right to the search box:
- Fill in the From field with your own email address (if you have multiple aliases, make sure it’s the address being used as the from-address.)
- Fill in the Has the words field with your email address prefixed with “cc:”
cc:youraccount@gmail.com
- Click the Create filter with this search link
- Here, mark Mark as read and Apply the label: @Follow
- Click the Create filter button
Set Up Prioritized Inbox
The prioritized inbox feature groups emails into configurable sections.
The only problem (Google: Fix!) is that the number of sections is limited to four. Otherwise you could, for example, set up one section per label.
This is the main reason why I use stars instead of labels.
The other two sections are “unread and important” and “everything else”.
Enable Keyboard Shortcuts
This setting is also found under the General tab.
Once you learn the most important shortcuts, it will really speed up processing emails.
A complete list of the keyboard commands can be found here.
So this is what my Gmail inbox setup looks like at the moment.
Please share your own ideas on how the setup could be improved by dropping a comment below.
Looks like an incredible setup. I am saving this to try to implement myself.
ReplyDeleteThanks Gary.
DeleteMake sure to let me know if you have suggestions on how it can be improved.
Like your blog information
ReplyDeleteWebsite Design Company in Bangalore
Isn't this dangerous? You might loose some emails
ReplyDeleteAwesome article, I am a big fan of this website, keep on posting that great content, and I'll be a regular visitor for a long time...looking for the next one....keep it up!
ReplyDeletedenver heating and cooling
In order to get further help in relation to Gmail Password Recovery, Reset Support Phone Number, Gmail Password Recovery Verification Code, Gmail Customer Support by Email, Gmail Technical Support by Phone, Resetting Password without Verification, Password Recovery Code, etc. you need to dial the Gmail Password Recovery Phone Number specified on Gmailtechnicalassist.com and request for further Gmail Account Assistance from the Gmail Technical Support Experts and Level-2 Gmail Technical Support Engineers. Google Email
ReplyDeleteBefore applying to some job position you should have the winning resume. If you don't have it and want to order it online, just review custom resume writing companies firsta nd then refer to one of them.
ReplyDeleteI know how hard it is to find the best service among all resume writing services provided in the web. But if you are lucky to find it, you will be the happiest person ever as they create the most winning resume for you.
ReplyDeleteWhat a fun and upbeat read! I wanna start a blog now after reading this!,
ReplyDeleteWedding Planners in Delhi
But when you have the aid of the Gmail technical support team you can be sure that all the troubles would be solved with ease by the experts for you and your account would be working smoothly again, all by the virtue of a single phone call.
ReplyDeletehttp://robetbuckner.webnode.com/ways-to-change-gmail-username/
Today every concern of communication whether you'd like to send official mail to your co-worker, employees or client or want to send birthday wishes to your special friend is possible with emailing service and this is the reason behind availability of Email everywhere across the world. correo hotmail
ReplyDeleteYour post is incredibly fantastic with a lot of interesting information and impressive posting style. I appreciate you for the shar[URL=https://www.cheap-essay-writing.co.uk/phd-thesis-writing-services/]phd dissertation writing services[/url]
ReplyDeleteing of this great post
You left me wowed, I feel luck I found your website. Keep producing the great contentDissertation Writing Consultancy
ReplyDeleteThank you so much
ReplyDeleteLeading Event Management Company in Delhi, Gurgaon is Expanding Its Services
Event Management Company In Delhi/NCR
dd
ReplyDeleteThat is the best post, I like it Buy cheap Instagram followers
ReplyDeleteIt is very great post, Best Epilator 2019
ReplyDeleteLeading Event Management Best Pocket Knife 2019 Company in Delhi, Gurgaon is Expanding Its Services
ReplyDeleteLeading Event Management APK download Best Pocket Knife 2019 Company in Delhi, Gurgaon is Expanding Its Services
ReplyDeleteBefore applying to some job position you should have the winning resume. If you don't have it and want to order it online, just review custom gogoanime free animation its provide oyu free way to get more authentic ideas.
ReplyDeletePleasant to be going by your web journal once more, it has been months for me. Well this article i've been sat tight for so long. I require this article to finish my task in the school, and it has same theme with your article. Much obliged, incredible offer. Buy Gmail Accounts
ReplyDeleteYfinan-Virtual financial analyst solutions combining outsourced financial analyst capacity with knowledge-based automation.
ReplyDeleteinvestment banking outsourcing
Thanks for sharing such a great and informative post
ReplyDeleteYour article is very interesting. Also visit our website at:
ReplyDeleteEvent Management Company in Chennai
Wedding Planners in chennai
wedding photographers in chennai
You can submit for consideration an original article (not previously published anywhere else, including your own site), with content based on your personal experiences and/or professional expertise, and digital marketing "write for us" we will review it for potential publication on our site.
ReplyDeleteIn the world of fast fashion and ever-changing style trends, it’s so easy to accumulate more than you need. for example robyn hilton johnny carsonWhether your closet is busting at the seams, you’re moving to a smaller place, or you just want to simplify your life, you will benefit from a closet cleanout.
ReplyDeleteLet's take a look at some of the best blogging platforms out there for new writers: Medium. Medium continues to grow as one of the top free blogging platforms,buy gaming desk on amazon drawing businesses and publishers to its ranks.
ReplyDeleteWhich are best anime movies of 2018? That depends on your personal taste, but those listed below are all well-animated, entertaining, and otherwise a great what is putlocker.to
ReplyDeleteUsing the best-performing social channels, B2C social media marketing can help you raise brand awareness, acquire new customers dSmm Newz
ReplyDeleteI am happy I discovered this and got the opportunity to peruse it.
ReplyDeleteGmail accounts for sale
I am happy I discovered this best electric pressure washer reviews and got the opportunity to peruse it.
ReplyDeleteIt, in fact, is super annoying.
ReplyDeleteweb, web
I really appreciate your professional approach.A debt of gratitude is in order for sharing.
ReplyDeleteBuy YouTube accounts
Awesome blog. I enjoyed reading your articles. This is truly a great read for me. I have bookmarked it and I am looking forward to reading new articles. Keep up the good work!
ReplyDeletefind business email
Thanks for sharing us. 2014 Aged/Old Gmail
ReplyDeleteThis is very interesting reading . I found a lot of thing which I need. Great job on this content.
ReplyDelete