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15 Best Gmail Organizing Tips For Cleaner Inbox in 2023

An ipad with the google logo on it.An ipad with the google logo on it.

Gmail is a free email service operating on the popular Search Engine, which, to be fair, does not look too far from Google itself. It appears simple and focuses more on accessibility and speed. Gmail Inbox has a good data storage system, an excellent anti-virus and anti-spam system. It is simple and considered one of the best and most accessible email services in the world at the moment. If you're having trouble signing in to this email service, see our article How to Login Gmail on Desktop & Mobile here.

What's Good About Gmail

In this digital age, communication technology has advanced drastically and rapidly. Sending and receiving emails has become easier than ever, and Gmail is a popular email service we would like to recommend. Here are the reasons why Gmail is the best choice for us.

  • It is free. No surcharge.
  • Large data storage system helps you keep important emails.
  • Different tools and features help you organize your account easily.
  • Compatible with smartphone, which is somewhat mandatory for Android users as they need a Gmail Account to access resources.
  • Access to other services under Google; Drive, Docs, Meet, Photo, Classroom, Youtube, etc.

Google knows what the users need from using their services, that's why they introduced many features that users might have overlooked or simply never knew existed. These features will make your Gmail experience faster, easier, and more potent. Let's get to know these not-so-hidden features of Gmail.

Email Composing Features

Gmail Smart Compose

1. Smart Compose

This is a feature that helped us saved a lot of time trying to write an email. By suggesting or filling the words automatically according to how you write, this feature makes composing an email a pleasant routine.

If you want to activate this feature, go to Settings > General, click "Writing suggestions on" under Smart Compose. Once that's done, click Save Change. Smart Compose is now enabled, and you will get suggestions when writing new emails.

2. Responses Templates

Another useful feature for writing new emails that helps you save email templates that can be applied instantly without having to write down every word again.

Go to Settings >Advanced, then activate "Templates".

To create a new template, write down texts on your compose window, then click "More options" which is represented by triple dots at the bottom, then click Canned Responses > New Canned Response.

3. Snooze

This is a feature that helps you notify yourself to come back to an important email when you are not able to at the moment. Users can set the date and time for notification on https://keep.google.com and the Keep mobile application.

4. Full-Screen Compose

Usually, Gmail prompts a tiny window to write an email on at the bottom right corner. If you prefer it to be full screen instead, just click on the Full-Screen Arrow button at the top right corner of the compose window beside the X button.

If you want it to be full-screen every time, you can configure it by clicking the More Option (the triple dots) beside the Discard Draft button, and select "Default to full Screen", now your compose windows will become full-screen.

5. Undo Send

You can undo sending emails in case you change your mind or need to make adjustments. You can turn this on by going to Setting > Undo Send, here you can set the time limit of 5, 10, 20 and 30 seconds, this means the users have up to 30 seconds to undo sending emails.

Gmail Inbox Features

6. Inbox Type

Users can classify what they want to see in their inboxes. Go to the inbox tab to the left. While hovering over the inbox, click on the upside-down arrow button. Here you will see 5 inbox type options that you can choose to your liking.

  • Default: the normal inbox type
  • Important first: the inbox will sort your most important emails to appear first
  • Unread first: emails that are not yet read will always appear at the top
  • Starred first: emails that are labelled with stars will appear at the top
  • Priority inbox: will gather unread and starred emails at the top

7. Inbox Type: Default

If you are using the default inbox, you can choose to organize email categories to make your inbox a bit cleaner. Go to Setting > inbox, then choose the categories you want to pin to the top of the inbox. Once that is done, click save change.

Gmail Inbox Type

8. Inbox Type: Priority Inbox

If you are using the Priority Inbox to classify emails, you can select additional options to tweak your inbox a bit more. Go to Setting > inbox, then choose your preferred inbox sections > Save change.

9. Display density

Users can modify the number of emails to be displayed on one page. Go to Setting > Display density. There will be options for Display Density: Default, Comfortable, and Compact. Choose the one you prefer then click OK

10. Preview Pane

A preview pane shows part of your email instantly on the inbox page. You can enable this feature by going to Quick Settings > Reading Pane > Enable.

Preview Pane

11. Stars

Labelling your emails with stars signify their importance, making them pop out from the rest of your inbox. There are more than 11 labels to choose from in Gmail. Go to Setting > Stars, put the ones you would like to use in the 'In Use' box and you're all set.

12. Labels

You can opt out labels you are never going to use at the left of the inbox. Go to Settings > Labels, you will see section "System labels" and "Categories", opt in and out all you need.

You can also customize your own labels as well. If you don't see labels you are looking for, try clicking More to see the rest.

13. Tasks

This feature will help notify while synchronizing between Task and Calendar applications. Access your Calendar app or go to https://calendar.google.com to connect to tasks.

Once you're on the Calendar page, go to My Calendars > Reminders > click the triple dots and then Switch to Tasks. Now whatever job you have specified dateline or tasks you added on the app will appear in Google Calendar automatically.

14. Filters and Blocked Addresses

Get rid of junk mails, spam, and irritating ads in your primary inbox by filtering out these pests. Click on the pesky email then click the triple dots at the top right corner > click Block to add that email address into your spam list.

To modify your spam lists, go to settings and click on Filters and Blocked Addresses.

15. Offline Mode

Gmail Offline Mode lets users read and draft emails even when they are not connected to the internet. Go to Setting > Offline, here you can choose how long you keep the emails in your system for as long as 90 days, so you can read and download attached files until the time runs out and they get deleted.

Don't forget to enable Offline Mode on the same page, now you can read and write emails without the need for an internet connection. Emails you write when the connection is off will be saved in the outbox and will be automatically sent out once the connection is back on.

Get Started With Gmail

Frequently Asked Questions

How To Login To Different Gmail User Account

On the top right of your Gmail screen, select your profile image or initial. Choose "Add account" from the menu. Follow the steps to sign in to the account you want to use.

Can I have 2 Gmail accounts?

Yes, you can easily sign up and manage multiple Gmail accounts and use them for different purposes.

How many devices can use the same Gmail account?

Apparently, there is no preset limit. If a bunch of devices are being used in this manner, Google will impose a limit on each email account instead. There are cases where one person's limit could be 35, while the other is 60.

How do I log out of my Google account?

Open the Gmail app. In the top right, tap your profile picture. Tap "Manage accounts on this device."
Choose your account then tap "Remove account" at the bottom.

How do I remove my Google account from all devices?

On your mobile device, open the Settings app. Go to sections you manage your Google Account. Tap Security. Under "Signing in to Google," tap 2-Step Verification. You might need to sign in again. Under "Devices you trust," tap Revoke all.

How can I see what devices are connected to my Google account?

Go to your Google Account. On the left navigation panel, select Security. On the Your devices panel, select Manage devices. You'll see devices where you're currently signed in to your Google Account. For more details, select a device.

Find This Article Useful?

If you like these Gmail tips to better organize your inbox, you should definitely check out our other digital marketing news and guides on our Articles page. If you are looking for helping hands in digital marketing, our team at Sphere Agency is here for you! Check out our services and contact us today!

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By Yaya Adam on May 27, 2023


Sphere is a digital agency that helps brands create meaningful relationships with today’s highly-connected consumers. Based in Bangkok, Thailand, we offer end to end digital solutions built on strategy and driven by data.

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