1 of 24

A Twelve-Step Program

for Managing Your Inbox

Gmail Intervention

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Mountain View 2014

http://tinyurl.com/gmailintervention

Google Education Trainer

2 of 24

Highly efficient professionals will:

  • systematically manage the volume of messages in their Gmail inboxes.
  • use Gmail keyboard shortcuts to save time.
  • distinguish between “delete” and “archive”.
  • apply labels to messages to manage archives and searches.
  • defer messages in appropriate ways to avoid using their inbox as a to do list.

​

Learning Targets

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

3 of 24

tinyurl.com/ gmailconfession

OK, ‘fess up!

Oh-oh!

STEP 1: Admitting the problem

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

4 of 24

INBOX ZERO Delegate it - f

​

INBOX ZERO

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

STEP 2: Goal setting

Google Education Trainer

5 of 24

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

6 of 24

    • Delete/Archive It - e
    • Defer It - Shift-T
    • Delegate It - f
    • Do It - r

​

​

The 4 D’s

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

7 of 24

Delete It vs. Archive It

Delete/Archive It - e

Archived messages will still exist in All Mail but won’t be displayed in your Inbox.

You can search for and recover archived messages.

​

Deleted messages will be kept in the Trash folder�for 30 days before being permanently deleted.

​

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

STEP 3: Letting go...

Google Education Trainer

8 of 24

STEP 4: Apply Labels

Multiple Labels

applied to one message

Use Labels to tag and organize your messages into categories; then archive them.

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

9 of 24

Applying Labels

You can apply labels to messages several ways:

​

  1. From your mail list, select one or more messages using the checkboxes, then click the Labels button, and click the label you want (or check the�boxes next to several labels) and click Apply.
  2. Alternatively, you can click and drag a label from�the left side, and drop it on the message to apply it.
  3. When viewing a single message, click the Labels�button to add one or more label(s) to the message.
  4. When writing a new message, click in the bottom right corner of the compose window, then click Label, and then select one (or more) label to apply.

1

1

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

10 of 24

Like all other Google services, using the search box near the top of the screen is the preferred method of finding something you are looking for.

  • Type a relevant name, email�address or keyword and press�the button (or the Enter�key on the keyboard)
  • Click the down arrow (just left�of the spyglass) to expose the�advanced search options
  • Become a pro at searching by�learning the gmail search�operators

After you apply labels, you can find archived emails by searching.

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

11 of 24

Defer It

  • Filter messages
    • Apply labels
    • Automatically archive (skip inbox)

​

  • Boomerang for Gmail

​

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

STEP 5: Timing is everything

Google Education Trainer

12 of 24

Filter messages to auto apply labels and skip inbox

3

1

2

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

13 of 24

Boomerang for Gmail

​

Chrome Extension allows you to compose mail now and auto-send it later

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

14 of 24

Key

Definition

Action

c

Compose

Allows you to compose new message; Shift + c compose in new window.

/

Search

Puts your cursor in the search box

n

Next

Moves cursor to next message. Enter expands or collapses message (in conversation view only).

p

Previous

Moves cursor to previous message. Enter expands or collapses message (in conversation view only).

o (or enter)

Open

Opens conversation. Also expands/collapses message if you are in conversation view.

u

Return

Refreshes page and returns you to inbox or list of conversations.

e

Archive

Archives your message/conversation from any view.

m

Mute

Archives conversation and all future messages skip inbox unless sent or cc’d directly to you.

g i

Go to Inbox

Returns you to inbox

x

Select

Automatically checks/selects conversation/message so you can archive, apply a label, or choose another action from the drop-down menu.

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Keyboard Shortcuts/Hotkeys

Shift ? for all shortcuts

STEP 6: Take shortcuts!

Google Education Trainer

15 of 24

Keyboard Shortcuts/Hot Keys

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

16 of 24

Key Rocket

Chrome Extension teaches shortcuts/hotkeys

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

STEP 7: Work with a coach

Google Education Trainer

17 of 24

Shift-T

After you create your task (with its attached email), delete the message from your inbox!

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

STEP 8: Schedule tasks

Turns an email message into a Task on your Google Calendar (the original email is attached to the task. You may also set a due date to remind yourself to attend to the message on a specific day.

​

Google Education Trainer

18 of 24

Google Tasks (To Do List on your Calendar)

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

19 of 24

Do it - r

  • Respond immediately to emails that will take only a few minutes

​

  • Send “canned responses” and follow up later.

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

STEP 9: Just do it!

Google Education Trainer

20 of 24

Settings: Labs: Canned Responses

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

21 of 24

Delegate it - f

  • If a response would be better answered by another person, immediately respond to the sender with a message explaining that you are forwarding the question to another party.
  • Share your inbox with your secretary who will manage certain messages for you.

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

STEP 10: Share responsibility

Google Education Trainer

22 of 24

The Email Game: emailga.me

Practice your tips and tricks to achieve Inbox Zero by playing The Email Game. Earn points by performing time-saving tasks. The more time you save, the more emails you attend to, the more points you earn.

​

It’s a fun way to train yourself to manage your inbox more efficiently.

​

For a video tutorial, click here: The Email Game Demo

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

STEP 11: Make it fun!

Google Education Trainer

23 of 24

The Email Game

​

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

Google Education Trainer

24 of 24

Resources

Melinda Larson-Horne, EdTech/EE Coach

melindamlarson@gmail.com - @melindamlarson

STEP 12: Keep Learning

Google Education Trainer