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This blog will focus on the solution for user query “Gmail Storage full not receiving emails”. Here, we will explain multiple techniques to delete emails to create space in your Gmail account. Read all the methods carefully to fix the Gmail storage space issue.

Why Gmail storage space issue arrives?

Gmail is a well-known cloud-based web application that provides its user advanced features. Many people use it to send and receive email messages, Google photos, Google docs, and many more. Gmail is used extensively for both professional and personal purposes.

Gmail account has a storage capacity of 15 GB for its users and it covers Gmail, Google Photos, and Google drive. As the size of the email is rapidly growing due to an increase in the size of attachments such as docs, sheets, images, etc. This arises Gmail storage space issue, and user stops receiving emails in this Gmail account and all the incoming emails get bounce back.

To resolve the Gmail storage space issue for continuing receiving emails, it’s better to delete unwanted / less important emails from the Gmail account.

Methods to resolve Gmail storage full not receiving emails issue

Below, we have listed few methods to resolve Gmail storage full not receiving emails query of Gmail users.

We need to go to the URL as ‘myaccount.google.com’. Then, we need to choose ‘Data & personalization’ mentioned on the left sidebar. Then on the right-hand side, we need to select ‘ Account storage ’ and then ‘Manage storage’ to get the storage details.

The storage details are bifurcated into Google Drive, Gmail, and Google Photos with the storage used corresponding to them. Here, we can check which part of storage is taking more space. So, we can easily locate and remove the unnecessary file from that portion and create some space.

But, before deleting emails from your Gmail account, make sure to backup Gmail emails & attachments first to have a copy of emails for future need. Then, delete the emails to create space in your Gmail account.

For Business Gmail: Know How to Download G Suite Emails to Local Computer

Method 1: using Google in-build utility for backup

The simplest way to generate the storage space is to remove the unnecessary files, attachments, photos, and data in Google drive.

The backup can be taken by going into ‘https://myaccount.google.com’. Then, selecting ‘Data and personalization’ and click on ‘Download your data’.

Steps to delete Gmail emails to free up Gmail storage space:

In case of deletion of data date wise, we need to enter the date in the format in the Gmail account.

For example: In the search bar of the Gmail account, we can enter ‘before:2021/01/01’ in order to get the emails dated before 1 January 202. In order to get the emails after 1 January 2021, we need to enter ‘after:2021/01/01’ in the search bar of the Gmail account.

We can also delete the old data according to the file size. Here, we need to use the format ‘Larger:5M’, ‘Older_than:1y’ or we can customize the file size and the year in the search bar and then remove the files.

We can make deletion according to the selected folder. In this case, we need to click on the selected folder and then, manually choose the unnecessary files that we don’t want to keep.

Therefore, we can see that there are three ways of manually filtering the data as follows:

  • Date wise
  • File Size
  • Folder wise

The drawback of such an activity is that it does not allow the deletion of the intermediate data. The date filter option ranging ‘from’ and ‘to’ is not available.
It is very important to take the backup of data before deletion. Therefore, it is not possible to take up the backup of folders manually as it may take long hours or days.

Method 2: automatically backup & delete emails to free up space

There are third-party tools available as an instant solution to archive Gmail emails and the option to automatically delete them in order to create storage space. It does not take hours or days as it is taken while doing manually. In just a few minutes you can create space in your Gmail account to continue receiving new emails. You can also use the folder filter of the automated tool to take the backup of particular folder emails and delete only those folder emails to create more storage space.

Method 3: using emails in another Gmail account

In case all of our emails are important and we don’t want to delete any one of them, then we can migrate those emails to a new Gmail account.

In order to migrate the emails from one Gmail account to another Gmail account, then we need to do the following steps:

  1. We need to create a new Gmail account.
  2. Now, we need to go to the settings of the old Gmail account from where we need to migrate our emails.
  3. Now, we need to click on ‘ Forwarding and POP/IMAP ‘ then, choose the option ‘ Enable POP for all mail ‘ and choose ‘ delete Gmail’s copy’.
  4. Now, we need to open the new Gmail account and go to the settings. Now, select ‘ Accounts and Import ‘ from the above menu and then, click ‘Import mail and contacts‘.
  5. A pop-up window would appear on the screen. We need to enter the email id from where we want to import the email files and then click on ‘ Continue ‘.
  6. Another pop-up window would appear now to ask for our permission. So, now click on ‘Allow’ and then choose the import options and then click the ‘Start Import’ button.
  7. Now, we need to wait for Google to transfer all the emails to our new Gmail account. Once the transfer is complete then we would be able to see all the emails in the new Gmail.

However, the drawback of such an activity is that it may take long hours or days to complete the transfer of the data. Also, if internet issues arise, it may lead to loss of data too.

Why do we care?

If Gmail is your default email client, then you are continuously receiving emails, either personal, business, or promotional. In just a matter of years, your Gmail will run out of storage space and you will stop receiving emails anymore. So, it’s better to occasionally back up your account and delete unwanted emails and documents.

If you are also a user who is also facing ‘Gmail storage full not receiving emails’ then this blog provide helps you with multiple techniques to take the backup of your emails and delete them to create storage space and continue receiving emails.

 [Source: This article was published in bestinau.com.au By Robert Allardice - Uploaded by the Association Member: Alex Gray]
Categorized in Social

Find the exact email you've been looking for, or finally reach Inbox Zero

Gmail is one of Google's best products, as it's far more than just a simple service for sending and receiving email. It has dozens of powerful features lurking under the surface to help you manage the onslaught of messages, which can come in handy during this age of increased remote work. With the right know-how, you can tell Gmail to find and sort your messages exactly how you want, potentially saving you many hours of micro-managing your inbox.

In this guide, we'll go over the basics of Gmail search, then cover the more advanced filters. Whether you just want to find specific messages or set up long-term filters to help with overflowing inboxes, you've come to the right place.

The basics

Gmail has a large search bar at the top of the screen, typically used for searching by names or simple phrases. When you start typing something, the first few results appear below the bar, or you can press Enter (or click the search button) to see all available results. Pretty simple.

image-2020-12-30-06-19-27.png

Gmail's regular text search includes results from an email's subject field, senders, and message contents. That means searching for common words and phrases can sometimes give you too many messages to look through. That's where filters come in — they can trim the results down to more manageable sizes.

You might have noticed the small buttons that appear on search pages. These are called 'chips,' and they can help you filter results without opening the Advanced Search panel or typing your own filters. For example, clicking the 'Has attachment' chip will hide all messages that don't have an attached file.

Simple words and phrases combined with Gmail's chips will usually help you find the exact messages you're looking for. But what if you want to set up permanent filters for a specific search? That's where Gmail's advanced search functionality comes in.

Advanced search

You might have noticed the 'Advanced search' link that appears below the search bar after you search for something — it's also accessible by clicking the downwards-pointing arrow in the search bar. The advanced search is a popup with various fields to help you narrow down results. You can filter messages by the sent date, message size, sender name, subject phrase, and more.

The advanced search popup has two buttons at the bottom. The 'Search' button shows you the results for whatever you type in, but the 'Create filter' button will create a message filter with the options you've entered. Clicking the latter option will take you to a second screen, where you can define exactly what happens to messages that the filter catches.

Screenshot-from-2020-12-30-21-36-30.png

Once you have everything set to how you want, you can click the 'Create filter' button to activate the filter. By default, filters don't do anything to existing messages, but you can change this by clicking the checkbox for 'Also apply a filter to matching conversations.'

You can access all your saved filters by going to Gmail's settings (click the Settings gear -> 'See all settings') and clicking the tab for 'Filters and Blocked Addresses.' This page also allows you to export filters to an XML file, for importing later into another Gmail account.

Screenshot_2020-12-30-Settings-davenportcorbin-gmail-com-Gmail.png

Let's go over a few practical examples of Gmail filters. Maybe you're subscribed to a few newsletters, but you don't want them mixed in with regular messages in your inbox. A simple way to do this is by creating a filter with "Unsubscribe" in the "Has the words" field, then setting it to skip the inbox and apply a label (e.g. make a new one called 'Newsletters'). Then you could check your newsletters at any time by clicking the proper label in the Gmail sidebar, instead of seeing them pile up in your inbox.

Screenshot-from-2020-12-30-21-58-34-329x200.png

Sample Gmail filter for organizing newsletters

Alternatively, let's say a certain company keeps emailing you with spam, even though you've tried unsubscribing. Gmail allows you to block addresses, but automated messages sometimes use multiple addresses. You can create a filter with an asterisk (*) in parts of the field, which functions as a wildcard. For example, typing "*@newegg.com" in the From field would match all emails with the domain newegg.com. After you have a search set up, you can set the filter to automatically delete all matching emails.

Screenshot-from-2020-12-30-21-58-34-329x200.png

Gmail's default search fields, combined with the filter options on the second screen, should be enough for most use cases. However, if you need layered searches (e.g. do this OR that if X is true) or a filter option that Gmail doesn't show in the popup, read on.

Multi-step filters and basic operators

You might have noticed that Gmail's search/filter interface adds terms like "from:" or "to:" or "subject:" to the search field. These are called search operators, and they can be combined to trim down your results. Gmail types these for you when you use the search interface, but once you grasp how they work, you can make your own complex searches and filters by typing directly in the search bar.

Let's say you wanted to search for all your delivery emails from Amazon. You could type something like this in the search bar, which would show messages sent from any Amazon address with the word "delivery" in the email somewhere:

from:*@amazon.com "delivery"

However, this might not catch all delivery emails. If your package wasn't delivered, the email might not say "delivery" exactly. Adding additional terms like "package" or "order" could give you better results. This is where Gmail's "OR" operator comes in. Here's an updated example:

from:*@amazon.com ("delivery" OR "package" OR "order")

Now we're using parentheses to add nested logic to the filter. In the above example, two factors have to be true: the email has to be from Amazon, and it must contain either "delivery," "package," or "order." If you wanted to keep going and add more retail stores, you could do something like this:

(*@amazon.com OR *@target.com OR *@walmart.com) ("delivery" OR "package" OR "order") 

Now we have a search that looks for emails from Amazon, Target, and Walmart with the phrases specified in the second half. If it helps readability, you can also add "AND" to the middle (between the two sets of parentheses), and Gmail will still understand it.

Hidden operators and filters

Gmail has many more operators and filter options than the advanced search popup shows. You can sort by attachments (even by file type), links to Google Drive files or YouTube videos, dates, messages from Google Chat, message size, and much more. Below is the full list of filters from the Gmail support website, as of January 2020.

What you can search bySearch operator & example
Specify the sender from:
Example: from:amy
Specify a recipient to:
Example: to:david
Specify a recipient who received a copy cc: bcc:
Example: cc:david
Words in the subject line subject:
Example: subject:dinner
Messages that match multiple terms OR or { }
Example: from:amy OR from:david
Example: {from:amy from:david}
Remove messages from your results -
Example: dinner -movie
Find messages with words near each other. Use the number to say how many words apart the words can be Add quotes to find messages in which the word you put first stays first. AROUND
Example: holiday AROUND 10 vacation
Example: "secret AROUND 25 birthday"
Messages that have a certain label label:
Example: label:friends
Messages that have an attachment has:attachment
Example: has:attachment
Messages that have a Google Drive, Docs, Sheets, or Slides attachment or link has:drive
has:document
has:spreadsheet
has:presentation
Messages that have a YouTube video has:youtube
Messages from a mailing list list:
Example: list:This email address is being protected from spambots. You need JavaScript enabled to view it.
Attachments with a certain name or file type filename:
Example: filename:pdf Example: filename:homework.txt
Search for an exact word or phrase " "
Example: "dinner and movie tonight"
Group multiple search terms together ( )
Example: subject:(dinner movie)
Messages in any folder, including Spam and Trash in:anywhere
Example: in:anywhere movie
Search for messages that are marked as important is:important label:important
Starred, snoozed, unread, or read messages is:starred
is:snoozed
is:unread
is:read
Messages that include an icon of a certain color has:yellow-star
has:blue-info
has:purple-star
Recipients in the cc or bcc field cc: bcc:
Example: cc:david
Note: You can't find messages that you received on bcc.
Search for messages sent during a certain time period after: before: older: newer:
Example: after:2004/04/16
Example: after:04/16/2004
Search for messages older or newer than a time period using d (day), m (month), and y (year) older_than: newer_than:
Example: newer_than:2d
Chat messages is:chat
Example: is:chat movie
Search by email for delivered messages deliveredto:
Example: deliveredto:This email address is being protected from spambots. You need JavaScript enabled to view it.
Messages in a certain category category:primary
category:social
category:promotions
category:updates
category:forums
category:reservations
category:purchases
Messages larger than a certain size in bytes size:
Example: size:1000000
Messages larger or smaller than a certain size in bytes larger: smaller:
Example: larger:10M
Results that match a word exactly +
Example: +unicorn
Messages with a certain message-id header Rfc822msgid:
Example: rfc822msgid:This email address is being protected from spambots. You need JavaScript enabled to view it.
Messages that have or don't have a label has:userlabels has:nouserlabels
Example: has:nouserlabels
Note: Labels are only added to a message, and not an entire conversation.

Let's go over a few helpful examples that use the above operators. Maybe you're a student with a professor who sent out a message with an important document attached, but you can't find it. Something like the below search could help you out:

from:This email address is being protected from spambots. You need JavaScript enabled to view it. has:attachment

Another helpful search is using the "size" operator to look for large messages that may be cutting into your Gmail/Google account storage. The below example would find all messages 5MB or larger:

size:5m

In terms of filters, maybe your friends and family are constantly sending you videos, and you want to keep them all in one easy-to-access location. You can use a search like the one below, then create a filter with it that adds a label like 'Videos':

has:youtube OR "twitch.tv" OR "tiktok.com"  OR "dailymotion.com"

However, there is one issue that affects filters like the one above — Gmail doesn't have a way to search by link URLs. For example, the above filter would only work for messages where the link's text was the URL. The filter would catch messages that spelled out "youtube.com" or "tiktok.com", but not messages where the link text said something different.

[Source: This article was published in androidpolice.com By Corbin Davenport - Uploaded by the Association Member: Issac Avila]

Categorized in Internet Search

Source: This article was Published legalreader.com By Olivia Ryan - Contributed by Member: Barbara Larson

Can you imagine life without Google or spending more than a few seconds searching for any information? I bet you can’t because it’s a privilege that makes your life much easier and more comfortable. But there is a big problem with search engines – they damage privacy and it becomes an issue.

It’s almost impossible to protect personal data since everybody is collecting information these days. For instance, Facebook recently announced that it can track even non-users when they visit a site or app that uses their services.

In such circumstances, it is crucial to understand how search engines function and what they do with your personal data. This post will explain to you how things work in this field.

How Search Engines Collect Data

Search engines possess every user’s browsing history. It may not sound like much, but let’s see what it really means in case of the biggest player on the search engine market, Google.

This company collects all sorts of user-related data, but it can be divided into three basic sections:

  • Things you do. Google monitors every action you take online, including search queries, websites you visit, videos you watch, ads that you click on or tap, your location, device information, and IP address and cookie data.
  • Things that you create. This section consists of emails you send and receive on Gmail, contacts that you add, calendar events, and photos or videos that you upload. Besides that, it holds documents, sheets, and slides on Drive.
  • Things about you. These are essentially personal information such as your name, email address and password, date of birth, gender, telephone number, and location.

It’s a short list of data mining units, but it obviously consists of everything you’ve ever done online. Unless you’ve been living in a cave for the last couple of decades, Google knows a lot about you and uses this information to provide you with tailored online experience.

Why Search Engines Accumulate Personal Information

The more you know about users, the easier you can approach them. Search engines know this very well and so they collect personal information to enhance their services. First of all, they do it to improve website ranking.

According to SEO specialists at aussiewritings.com, Google analyzes user behavior and learns how people react to online content, which helps this company to upgrade search engine algorithms. As the result, only the best and most popular websites can make it to the first page in search results.

Secondly, Google can serve you personalized ads because it knows what you do, feels, and like. It can put things into perspective and display the right advertisement at just about the right time. That way, Google drastically improves the effectiveness of digital advertising.

How Does It Jeopardize Privacy?

With so much information hovering around the Internet, it is reasonable to assume that security breaches will happen from time to time. Identity theft is one of the biggest concerns because it’s getting easier to find someone’s personal information online and use it to steal their money.

Most websites ask you to leave your name, email, and birthday. Although it seems like nothing more than useless basic information, hackers can easily exploit it to access your bank account or any other digital property for that matter.

At the same time, continuous data accumulation also means humans are being treated primarily as consumers. You can’t hide from search engines – they will always find you and serve you customized ads.

If you are a 30-year-old mother, they will offer you baby clothing. If you are a high school boy, they will suggest you buy video games. In each case, there is no way to hide from search engines and that’s something that scares us all.

Final Thoughts

Search engines damage privacy and it becomes an issue because there is no way to protect yourself completely. Google and other platforms use personal information to improve user experience and customize advertising, but it comes with a cost.

Categorized in Search Engine

Source: This article was Published thehayride.com By Bethany Blankley - Contributed by Member: Alex Grey

DuckDuckGo is a search engine that doesn’t track its users and offers a level of privacy– for free– that hasn’t existed on the Internet because of Google.

Gabriel Weinberg, CEO & Founder at DuckDuckGo gives 10 reasons why DuckDuckGo is a better, safer service for users. Below are five:

DuckDuckGo doesn’t track its users. Google does.

All of a user’s personal information: medical, financial and anything else should be private, but on Google, it’s not. On Google, your searches are tracked, mined, and packaged up into a data profile for advertisers to follow you around the Internet.”

Weinberg says, “To keep your searches private and out of data profiles, the government, and other legal requests, you need to use DuckDuckGo. We don’t track you at all, regardless of what browsing mode you are in. Each time you search on DuckDuckGo, it’s as if you’ve never been there before.”

DuckDuckGo blocks Google trackers lurking everywhere.

Google tracks users on more than just their search engine. They track everyone on YouTube, Gmail, Chrome, Android, Gmaps, and all the other services they run.
Private alternatives like DuckDuckGo can enable people to live Google-free. Google trackers lurk behind the scenes on 75% of the top million websites. Facebook is the next closest with 25%.

DuckDuckGo provides unbiased search results.

Weinberg notes that when people google information they expect to find unbiased results, but that’s not what they get. On Google, results are tailored to what Google thinks the user is likely to click on, based on the data profile its built on each user over time from tracking everything everyone does online.

Users can search without fear.

“When people know they are being watched, they change their behavior” Weinberg notes. Called the chilling effect, an MIT study found that people began searching less online after Snowden revealed they were being watched. People became afraid that their personal medical issues might be publicized. It reported:

“Suppressing health information searches potentially harms the health of search engine users and… In general, our results suggest that there is a chilling effect on search behavior from government surveillance on the Internet.”

Weinberg says, “Your searches are your business, and you should feel free to search whatever you want, whenever you want. You can easily escape this chilling effect on DuckDuckGo where you are anonymous.”

Google is simply too big, and too powerful.

Weinberg notes that Google is a monopoly, with a market cap of at least $750 billion (at the time of writing) with at least 75,000 employees that dominate search, browsing, online advertising, and more. Its tentacles are in everything tech, online and offline Weinberg warns.

Because of their size, their influence on politics is disproportionate. Last year Google outspent every other company lobbying in Washington, D.C.

DuckDuckGo is a team of 45 worldwide. Its focus is narrow: helping people take control of their personal information online. “The world could use more competition, less focus on ad tracking, fewer eggs in one basket,” Weinberg says.

Categorized in Search Engine

Source: This article was published cnet.com By MATT ELLIOTT - Contributed by Member: Grace Irwin

Want to quietly opt out of an email chain or take back that pathetic note to your ex? Gmail can help.

Google overhauled Gmail with a new look and a host of new features including Smart Compose, and you can get the new Gmail right now. While the new additions are appreciated, Gmail has a number of oldies but goodies that you may have overlooked. Here are seven such features that make Gmail awesome.

Mute annoyingly noisy email threads

Muting group texts are probably the single greatest thing about owning an iPhone at Cricket Wireless) (or at least texting on an iPhone), and Gmail offers a similar ability to mute noisy email threads. If you got put on a group email and no longer care to follow the back-and-forth replies, you can opt out. Open the thread, click the triple-dot button at the top and click Mute. The conversation will be moved to your archive, where it will remain even when more replies arrive. 

If you later get curious about what you missed, you can always find it in the All Mail view of Gmail, which includes your archived messages. You can then unmute the conversation if you so choose by opening the conversation and clicking the Move to Inbox button at the top of the page.

Send and archive for the win

You can add a second send option for all replies and email forwards that archives the conversation with your reply or forward. It's helpful for keeping your inbox orderly. And don't worry, the conversation will pop back up in your inbox if someone replies to it. To set it up, click the gear icon in the top right and go to Settings > General > Send & Archive, select Show "Send & Archive" button in reply and then scroll down and hit the Save Changes button. Now, you'll see a blue Send-and-archive chive button next to the regular Send button at the bottom of replies and forwards.

gmail-send-and-archive
Screenshot by Matt Elliott/CNET

Set undo send to 30 seconds

There's an undo option for emails you send and then immediately regret sending, whether it's because of a typo or your current emotional state. Or maybe you just hit send by accident when you were in the middle of composing your missive. Go to Settings > General > Undo, select the maximum time limit of 30 seconds and then scroll down and hit the Save Changes button. (The other options are 5, 10 and 20 seconds). After you hit send, look for the banner that pops up at the bottom of the screen that says "Your message has been sent." Click Undo to bring it back.

Hiding in plain sight: Advanced search

With Google behind Gmail, it's no surprise that Gmail offers powerful search functionality. You've likely used the search bar above your inbox to dig up an old email based on a keyword or sender, but it can do so much more. Click the little down-arrow button on the right of the search bar to open Gmail's advanced search panel where you can search for date ranges and attachment sizes, by subject line and with other filters.

gmail-advanced-search
Screenshot by Matt Elliott/CNET

Preview pane for an Outlook-like look

If you've got a big display, then I encourage you to make use of your luxurious screen real estate and use Gmail's preview pane. It makes Gmail look and feel more like Outlook, where you can view and respond to messages without leaving the inbox. Head to Settings > Advanced, click Enable for Preview Pane and then scroll down and hit the Save Changes button. You'll see a new button at the top of your inbox that lets you toggle the preview pane on and off and choose to split your inbox horizontally or vertically.

Choose your tabs

Gmail does an admirable job of filtering your inbox so the messages you care about go to your inbox while the rest get relegated to the Social or Promotional tabs. Go to Settings > Inbox > Categories and you can choose which tabs you want at the top. Or if you simply ignore all tabs other than your Primary inbox, then you can uncheck all but Primary for a streamlined, tab-less Gmail experience.

Email large attachments via Google Drive

There's a little Drive icon at the bottom of Gmail's compose window. It lets you attach files you have stored in Drive or simply send a link. For Google Drive formats -- Docs, Sheets, Slides and so on -- your only option is to send a link to the file. For other file types -- PDFs, Word docs, images -- you have the option of sending them as an attachment or a Drive link, which lets you share files larger than Gmail's 25MB size limit for attachments.

Categorized in Research Methods

Source: This article was published cio.economictimes.indiatimes.com - Contributed by Member: Bridget Miller

San Francisco, Google took action on nearly 90,000 user reports of spam in its Search in 2017 and has now asked more users to come forward and help the tech giant spot and squash spam.

According to Juan Felipe Rincon, Global Search Outreach Lead at Google, the automated Artificial Intelligence (AI)-based systems are constantly working to detect and block spam.

"Still, we always welcome hearing from you when something seems phishy. Reporting spam, malware, and other issues you find help us protect the site owner and other searchers from this abuse," Rincon said in a blog post.

"You can file a spam report, a phishing report or a malware report. You can also alert us to any issue with Google search by clicking on the 'Send feedback' link at the bottom of the search results page," he added.



Last year, Google sent over 45 million notifications to registered website owners, alerting them to possible problems with their websites which could affect their appearance in a search.

"Just as Gmail fights email spam and keeps it out of your inbox, our search spam fighting systems work to keep your search results clean," Rincon said.

In 2017, Google conducted over 250 webmaster meetups and office hours around the world reaching more than 220,000 website owners.

"Last year, we sent 6 million manual action messages to webmasters about practices we identified that were against our guidelines, along with information on how to resolve the issue," the Google executive said.

With AI-based systems, Google was able to detect and remove more than 80 percent of compromised sites from search results last year.

"We're also working closely with many providers of popular content management systems like WordPress and Joomla to help them fight spammers that abuse forums and comment sections," the blog post said.

Categorized in Search Engine

Written By Rachel Summers

The Email was intended to make communication quicker and easier but sometimes it’s more of a hindrance than a help. We now spend too long at work checking emails, trying to find old emails, searching through relevant chains for the information you need or trying to delete old mail. It seems emails are put as a priority above too many other business activities.

Remember email is a tool to help not a priority. Here are ten tips to improve email management.

  1. Process Once a Day
  • In some businesses, you have to check email several times a day just to stay in the loop but you should only process them once a day. Try marking your calendar and setting your availability to busy to prevent interruptions.
  • Set aside a dedicate time in your daily life to process your emails. Prioritise the most important ones and then let the others go. Make a system that works for you, making sure you still acknowledge time-sensitive emails. Don’t let your email account run your life.
  1. Prioritize
  • The 80/20 rule is a great way of dealing with emails. “The 80/20 rule is the idea that twenty percent of inputs are responsible for eighty percent of outputs, meaning you should prioritize the twenty percent high-value emails which will lead to maximum output,” advises leading email marketing manager Angela Bradley, from the Australian Reviewer.
  • These prioritized emails should be replied to immediately, if not at least get back in less than three days. For the other eighty percent, you can allow yourself to take more time to reply if you do feel the need to engage with them.
  1. You Don’t Have to Reply to Everything
  • Don’t feel obliged to reply to every email, no reply can often say as much as writing out an email. If you spend your day replying to emails just to acknowledge you’ve received them it will take you away from the things that actually need doing. Only reply if the cost of replying doesn’t outweigh the benefits then it’s not worth worrying about. Especially when so many emails are sent out to more people than necessary or are impulsive and often not relevant to your work.
  • For those, you feel obliged to respond to create a folder for the lesser important emails that require responses. Set aside a day once every three days in a week to respond to these emails, it will take away the pressure to reply immediately and quell the fear of ignoring someone.
  1. You Don’t Have to Answer Everything Urgent
  • This may sound a little counterintuitive, but a lot of seemingly urgent emails resolve themselves without your assistance. Any urgent email about something going missing or not being able to get hold of a person are often resolved by themselves, wait an hour and see if you get a follow-up email. The follow-up email will declare if the situation has escalated or has been resolved.
  • This method also trains people to be more self-reliant and to have realistic expectations about how connected their colleagues can be to their inbox. This idea does require some common sense depending on which industry you work in, if you work in customer service and deal first hand with customers this will work differently.
  1. Use a Template
  • There is probably a trend to the things you respond to. Use a template if you find you are repeating yourself on a daily basis. Customize the template to fit the needs of the email and it could save you vital work hours.
  1. File into Categories
  • Folders, or labels for the gmail user, can be a great way to organize your mailbox. Use a relevant name system that works for you and sort them into a hierarchical structure. Remember just because you have folders and subfolders you don’t have to keep everything, don’t be afraid to delete messages you won’t ever need to look at again.
  • Prioritize, group, sort and file messages, this will make it easier to locate a specific email in the future. Create parent categories for broad subjects and then use subcategories related to more specific topics like a client or a work colleague’s correspondence.
  • Make sure you use obvious email subjects and put keywords in emails so they will be easy to relocate at a later date. Get help writing the best email subjects with UK Top Writers and Via Writing.
  1. Be Ruthless in unsubscribing
  • We’ve all been guilty in signing up to newsletters in the hope of getting a discount code, but these impulsive sign-ups can quickly clog up an inbox. If you find yourself repeatedly deleting this type of mail from your inbox it means you should probably unsubscribe immediately.
  • To quicken the unsubscribing process search your inbox for the term “Unsubscribe” and determine whose emails you continue to want and those you find useless.
  1. Send Less Emails
  • It may sound simple, but a golden rule of email management is if you send less you receive less. The less people you send the email to the less response you’re likely to get, so when you go to send that email think about who really needs to see this information.
  • If you want to send an email but do not really want a response use declarations not open ended questions. Questions will generate more emails, which will require you to give more attention to your inbox.
  1. Take It Offline
  • Email can be as destructive as it can be productive. Sometimes nuanced and often sensitive subjects can create inbox arguments. Words can easily be misconstrued and tone mistaken, and the outcome can be combustible. If you find yourself in an antagonistic discussion stop, take it offline. Pick up a phone or have a face-to-face interaction, it is likely to douse the flames before they become too heated. An aggressive chain email will not help any situation and will seriously damage work productivity.
  • Only write an email if it’s necessary and avoid using anything personal that could initiate conflict. If you are concerned your emails could be misunderstood use a writing service like Revieweal.
  1. Use Autoreply
  • The out of office message can have lots of alternative uses. Set it up to inform people you are minimalizing your email time, but put an emergency number or your assistant’s contact details for the sender to refer to. If you are receiving a high level of emails about one subject, maybe the time of a meeting or a certain piece of data, if it’s not highly confidential add this to an out of office message.
  • Like any regimes, there is no overnight results but the most critical step is sticking it for the long run. The keys tips to remember is not to let your inbox control you and to regular housekeeping to avoid being overwhelmed. At first, you may struggle but following these steps will, in the long run, simplify your life.

Rachel Summers is a social media manager with seven years’ experience in the industry, working for big and small companies, including Best British Essays. Rachel, in their free time, advises small and start-up businesses on their social media campaigns.

Categorized in How to

Looking for an important file or message among endless emails in your inbox is no fun, especially if you need it right before a meeting starts. You’ve tried using the basic search box at the top of Gmail and found out that it didn’t help either. Don’t worry, we’ve rounded up 6 search operators that will help you sort through your inbox to get what you need in a jiffy.

1. Where did I put that file?

Looking for a file your colleagues sent you ages ago? Don’t remember the file’s specific name but you do recall some keywords? That’s a good start. Simply type a keyword after filename: to search for a particular file. For example, you can type filename: minutes to search for a file named meeting minutes. Don’t even remember a part of the name but know what type of file it is? Then you can also use the same search operator to search for a file type. For example, type filename: doc to search for document files.

2. CC or BCC

There are times when you want to narrow down the recipients: whether they are direct, carbon copy (cc), or blind carbon copy (bcc) receivers. The basic “To” search boxes are proven to be useless in this case. What you can do to be more specific is to type cc: or bcc: followed by the recipients’ names or email addresses. For example, instead of typing “anna” in the “To” search box, you can type cc: anna to look for email sent to Anna as a carbon copy (cc) only. Note that you won’t be able to find messages that you received on bcc.

3. Search by time period

You don’t have to remember the exact dates to be able to search for a specific email. With the search operators before: or after:, you can just type the period when the email is sent or received. Don’t forget to use the date format yyyy/mm/dd, otherwise, Gmail wouldn’t get it. By typing after: 2016/07/01before: 2016/07/15, Gmail will look for emails sent or received between July 1, 2016 and July 15, 2016.

4. Search for read, unread, or starred messages

You can search for messages that are read, unread, or starred by using is:read, is:unread, is:starred. By typing is:read is:starredfrom:Anna you are searching for messages from Anna that have been read and marked with a star. If you have more than one type of stars (or if you don’t, we suggest you learn how to manage your emails with Gmail’s stars option), you can type has:green-star to search for messages marked with that color.

5. Don’t ignore Spam or Trash

Whether using the simple search box or search operators suggested above, both ignore emails that are in Spam or Trash box. And from time to time, important emails can mistakably be thrown into Trash box for some unknown reasons. Use in:anywhere to look everywhere in your inbox, including those two places, to make sure that no important email has slipped through.

6. Look in the chat box too

We all hate it when our colleagues send important files or message via a chat box. That makes it difficult when searching for them later. But by typing is:chatfollowed by keywords or name of the person you’re communicating with, you can actually search for messages or files in the chat log. Next time you can tell your colleagues to send vital files or information via proper email instead. But if that still doesn’t work, now you know how to help yourself.

When it comes to managing and sorting through confidential emails in your inbox, no one can do it besides you. Yet there are still the matters of database management and security to take into consideration. Why not outsource those issues to us and enjoy a more carefree communication with your colleagues and customers? Call us today to see what our experts can do for you.

 Source: This article was published techadvisory.org

Categorized in How to

Click to viewIt's no surprise that the killer feature in Google's email offering, Gmail, is its search capability. Google's king of the web because it makes information on its billions of pages findable; likewise, Gmail makes the megabytes of messages that get pumped into your inbox every day manageable through laser-specific search. If you know how to construct the right query in Gmail, you can slice and dice your messages any way you see fit. Plug those queries into filters and Gmail will automatically process your mail for you as it arrives. Gmail's advanced search, filters and labels make it a god amongst insects in the world of web-based email, but it takes a little know-how to get it working for you.

Let's talk search

18s0etp8spopipng.png

From its inception, the Gmail philosophy has been "Search, don't sort." While that works for finding a specific message, it's not the best way to get organized with your email. There's a point at which sorting is essential, especially for those of us who deal with a lot of email. Luckily, searching and sorting are not mutually exclusive. Gmail came with filters and labels baked in, and a little extra-Gmail ingenuity gave us persistent search. Below I'll go into both in detail. 18s0etp8o9qm4png.png

Gmail has an extensive list of simple search operators, and a serious Gmailer should get to know and love most of them. However, there are two Gmail search tricks that aren't well-known (one isn't even documented) that, combined with the search operators, turn Gmail searches into something fierce: parentheses and curly brackets.

And/Or searches

When you construct a complicated query in Gmail, the search terms are all by default grouped with AND, meaning that every match to a search like to:adam subject:iPhone is both to me and has iPhone somewhere in the subject. The a Gmail documentation recommends using the OR operator when only one term needs to match. Our search might then become to:adam OR subject:iPhone meaning that every match is either addressed to me, has iPhone in the subject, or both. The problem with using OR is that complex queries tend to turn into endless strings of ORs, and they're just not all that manageable.

Instead, surround the disjunctive search terms with curly brackets {}. Searching Gmail with {to:adam subject:iPhone}will yield the same results as the OR search above while allowing you more room for tweaking the terms and saving you from typing an endless string of ORs. Everything inside the curly brackets is assumed to be linked with OR.

Similarly, search terms surrounded by parentheses () group every item with an AND. Granted, AND is the default for search terms, but parentheses can still come in very handy when things get complicated. For example:

{to:(This email address is being protected from spambots. You need JavaScript enabled to view it. This email address is being protected from spambots. You need JavaScript enabled to view it.) subject:Quicksilver}

This query will match all emails that are addressed to both This email address is being protected from spambots. You need JavaScript enabled to view it. and This email address is being protected from spambots. You need JavaScript enabled to view it. or that contain Quicksilver in the subject. Before I got into brackets I'd have probably written this query as(to:This email address is being protected from spambots. You need JavaScript enabled to view it. to:This email address is being protected from spambots. You need JavaScript enabled to view it.) OR subject:Quicksilver which isn't terrible, but becomes more and more complicated as search terms grow.

Now that you understand how to construct complex queries for Gmail using brackets and parentheses, how can you put them to good use?

Persistent search 

 18s0etr7n07g0png.png

Since it's not worth your time to create complicated search queries every time you want to find a group of emails, especially if it's a search you're going to make often, you'll want to create persistent searches.

Using either the a Better Gmail Firefox extension with persistent searches enabled, you can create and save persistent searches in Gmail that work like Gmail labels, except that they're dynamic. That makes persistent searches more like Smart Folders; labels, on the other hand, are more like traditional folders. For example, when persistent search is first enabled (whether with Greasemonkey or Better Gmail), it comes with several saved searches already built in, like the TODO search, which submits the following search query:

to:me {in:inbox is:unread}

Clicking on the saved TODO search will give you a dynamic list of emails addressed to you that are

Click to viewIt's no surprise that the killer feature in Google's email offering, Gmail, is its search capability. Google's king of the web because it makes information on its billions of pages findable; likewise, Gmail makes the megabytes of messages that get pumped into your inbox every day manageable through laser-specific search. If you know how to construct the right query in Gmail, you can slice and dice your messages any way you see fit. Plug those queries into filters and Gmail will automatically process your mail for you as it arrives. Gmail's advanced search, filters and labels make it a god amongst insects in the world of web-based email, but it takes a little know-how to get it working for you.

Filters and building large queries

 18s0etr7rtppcpng.png

Filters come in handy when you want to perform certain actions on email when it arrives—actions like archiving, forwarding, and labeling.* If you're planning to set up complex filters, the first thing you should do is expand Gmail's filter input,** turning it from a one-line input box to a textarea. That way you can add line breaks to your queries to help keep them much better organized.

 Since Gmail search operators work in filters, you can forego the other filter inputs and push your query into the Has the words field (or not, depending on which you prefer). To give you an example of why this sort of multi-line input is useful, I'll show you a filter I use to label and archive all of my Lifehacker tips email so that my inbox only shows email from my fellow editors and bosses across the Gawker media network.

-from:{ *@lifehacker.com *@gawker.com *@gizmodo.com *@defamer.com *@wonkette.com *@idolator.com *@fleshbot.com *@kotaku.com *@deadspin.com *@gridskipper.com *@consumerist.com *@valleywag.com *@jezebel.com }

As you can see, this query uses the hyphen -, which negates the content of the following curly bracketed section. In my example, any email that does notmatch one of these handles (i.e., any email not sent from A or B or C...) gets archived and labeled "Lifehacker Tips." If I decide a contact has earned inbox status, I can just add their email to the end of the list (luckily Gmail doesn't remove the line breaks so the query retains its friendly format when I need to edit it).

This particular filtering technique may not be practical if you don't receive hundreds of email a day like we do at Lifehacker, but it's a great way to keep your inbox streamlined to only the most important messages, and it illustrates how much easier it is to understand and organize the search in expanded form with brackets than in one long line connected with OR. Handy, right?

So how do I use this?

How you put these tips to use is completely dependent on your needs. If you have never had any trouble building a filter or persistent search that does exactly what you need, then you probably won't need the parentheses and curly brackets. On the other hand, if you've had problems getting just the right query, those two tools combined with the rest of Gmail's search operators can get you nearly any result you need.

The examples above are intended to provide a framework for understanding how to construct complex filters and persistent searches in Gmail, but if you've already put together your own killer filters and searches, please share them with the class in the comments.

*Remember, the label, in, and is search operators will not work in filters because filters are only applied to emails when they arrive. These operators should be reserved for your [persistent] searches.

** While I don't know of a useful way to expand the regular search input boxes to textareas, enabling multi-line input box pasting should let you construct your more complex queries in a text editor and then copy-and-paste them to the Gmail search box.
Source: This article was published lifehacker.com
Categorized in Search Engine

Gmail’s a Google product, so of course, it has powerful search features. But some of Gmail’s search features are hidden and don’t appear in the Search Options pane. Learn Gmail’s search tricks to master your massive inbox.

You can also create filters from any search you can perform. Filters automatically perform actions on incoming emails, such as deleting them, applying a label, or forwarding them to another email address.

Basic Search Features

Instead of just typing a search query in the search box, click the down arrow to reveal more search options.

The search options dialog exposes many of Gmail’s basic search operators. But there are some search options that don’t appear in this dialog.

You can skip this dialog for basic searches. Perform a search with the search options dialog and you’ll see the search operator you’ll need in the future. For example, if you type howtogeek.com into the search box, you’ll see the following search appear in the search box:

from:(howtogeek.com)

Useful search operators you can access from the basic dialog include:

  • to: – Search for messages sent to a specific address.
  • from: – Search for messages sent from a specific address
  • subject: – Search the subject field.
  • label: – Search within a specific label.
  • has:attachment – Search only for messages that have attachments
  • is:chat – Search only chats.
  • in:anywhere – Also search for messages in the spam and trash. By default, Gmail’s search ignores messages in the spam and trash.

Constructing Searches

To put together more complicated searches, you’ll need to know the basics.

  • ( ) – Brackets allow you to group search terms. For example, searching for subject:(how geek) would only return messages with the words “how” and “geek” in their subject field. If you search for subject:how geek, you’d get messages with “how” in their subject and “geek” anywhere in the message.
  • OR – OR, which must be in capital letters, allows you to search for one term or another. For example, subject:(how OR geek) would return messages with the word “how” or the word “geek” in their titles. You can also combine other terms with the OR. For example, from:howtogeek.com OR has:attachment would search for messages that are either from howtogeek.com or have attachments.
  • “ “ – Quotes allow you to search for an exact phrase, just like in Google. Searching for “exact phrase” only returns messages that contain the exact phrase. You can combine this with other operators. For example, subject:”exact phrase” only returns messages that have “exact phrase” in their subject field.
  •  – The hyphen, or minus sign, allows to search for messages that don’t contain a specific term. For example, search for -from:howtogeek.com and you’ll only see messages that aren’t from howtogeek.com.

Hidden Search Tricks

You can access many search operators from the search options dialog, but some are hidden. Here’s a list of the hidden ones:

  • list: – The list: operator allows you to search for messages on a mailing list. For example, list:This email address is being protected from spambots. You need JavaScript enabled to view it. would return all messages on the This email address is being protected from spambots. You need JavaScript enabled to view it. mailing list.
  • filename: – The filename: operator lets you search for a specific file attachment. For example, file:example.pdf would return emails with a file named example.pdf attached.
  • is:important, label:important – If you use Gmail’s priority inbox, you can use the is:important or label:important operators to search only important or unimportant emails.
  • has:yellow-starhas:red-starhas:green-check, etc. – If you use different types of stars (see the Stars section on Gmail’s general settings pane), you can search for messages with a specific type of star.

Saving a Filter

Create a filter to automatically perform actions when a message matches a specific search.

To create a filter, click the down arrow again, then click the “Create filter with this search” option.

Select an action and click the “Create filter” button.

You can manage your filters from the Filters pane on Gmail’s settings page.

 Source: This article was published howtogeek.com By Chris Hoffman

Categorized in How to
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