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21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
21 Tips for Gmail Ninjas
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21 Tips for Gmail Ninjas

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The workshop that accompanies this slide deck by Jeremy Caplan @jeremycaplan will catch you up on the Gmail ninja tricks that digital gurus use to save time and get more done. For the full outline, …

The workshop that accompanies this slide deck by Jeremy Caplan @jeremycaplan will catch you up on the Gmail ninja tricks that digital gurus use to save time and get more done. For the full outline, visit bit.ly/ninjagmail

This session is full of specific tools and techniques. Among the dozens of specific session takeaways, you’ll learn:

- The most effective time of day to send email
- Surprising strategies for when to check email and why
- 5 EMail Techniques, including batching, filtering and “Inbox Zero”
- 6 Most Useful GMail Labs
- 3 Hidden Settings You Need to Fix
- 7 Keyboard Shortcuts You’ll Want to Start Using
- When NOT to use labels/folders and why
- How to Quickly & Easily Set up Email Filters
- The 3 Best Gmail Apps to Download
- Quick tips for mobile GMail

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  • 1. 21 Tipsfor GMail Ninjas by @jeremycaplan 1
  • 2. 21 Tips for Gmail Ninjas by @jeremycaplanGmail Tips for getting more done and freeing up creativity Tactics Tools Turbo Search, Don’t File Tweak Gmail Settings Post-Date Email Send Email Early Master Gmail Shortcuts Get Context for Contacts Be Super Brief Unify Inboxes Filter for the Future Batch, Don’t Squirrel Avoid Email Disaster Unsubscribe Schedule Email Sessions Automate Typing Make Email Your Info Hub Act, Don’t Postpone Bookmark Messages Backup Quicken Email Add Useful Apps Full Notes: bit.ly/ninjagmail 2
  • 3. Today’s Notes:bit.ly/ninjagmail 3
  • 4. 4
  • 5. TACTICSBEST PRACTICES FOR MAKING THE MOST OF GMAIL 1TOOLSSETTINGS, LABS AND TRICKS FOR EFFICIENCY 2TURBOAPPS AND ADD-ONS TO MAKE GMAIL SHINE 3 5
  • 6. Why bother becoming a GMail Ninja? 6
  • 7. INBOX = SWAMP 7
  • 8. 150+Daily E-Mail Messages 8
  • 9. Estimated Average # of Daily Actionable Email Messages 200 150 # of Email Messages 100 200 180 160 13575 82 110 88 502008 2009 2010 2011 0 2012 2013 2014 Year 2015 9
  • 10. More Messages, Less Time# of Messages Vs. Avail Time # of Daily Emails # of Spare Hours 2008 2009 2010 2011 2012 2013 2014 2015 Year 10
  • 11. “...Such is the flood that eventhings that might have done somegood lose all their goodness...”- Erasmus 11
  • 12. We Haven’t Even Mentioned... 12
  • 13. 13
  • 14. 14
  • 15. 15
  • 16. Techniques and ToolsManaging email efficiently = Using a system & learning tools System Batch, filter, automate, 1-touch and inbox zero Tools Gmail labs and useful apps 16
  • 17. Email Adoption CurveThe hottest thing in email keeps evolving... Gmail Revolutionary. Rethought everything - from account size to conversations. Hotmail The first mass-email product that got the attention of the masses Sparrow? Mailbox? New email tools are recognizingAOL how email has changedThe first email account many of us The Chasmhad: not fancy, but eye-opening Innovators Early Adopters Early Majority Late Majority Laggards 17
  • 18. #EmailFail 18
  • 19. Email Efficiency= Key to Success 19
  • 20. 1.Search, Don’t File 20
  • 21. Search, Don’t FileFinding a message by hunting through folderstakes 3.4 times as long as searching for it. Source: IBM Research 21
  • 22. FOLDERS 22
  • 23. Find Web Info= Google Search 23
  • 24. Find Email Info= GMail Search 24
  • 25. 4 Most Useful Searches: has:attachment from:caren subject:budget newer_than:2d 25
  • 26. Or use a combo:has:attachment budget 26
  • 27. Or use a combo:has:attachment budget 27
  • 28. Lostphotosapp.com 28
  • 29. Use Personal Hashtags 29
  • 30. Examples: #ej13 #fms12 @Sandy 30
  • 31. 31
  • 32. Search Across Services: GMail/Evernote/Docs/ Twitter/Facebook 32
  • 33. 33
  • 34. 34
  • 35. 35
  • 36. 36
  • 37. 37
  • 38. 1.Search, Don’t File 38
  • 39. 2.Send Email Early 39
  • 40. Send @ 6am Not 4pmA message sent at 6am is three times as likelyto have a link clicked on than one sent at 4pm Source: ReviveYourInbox.com 40
  • 41. Sunday = Good day toreach people by email27% of Sunday emails are read Source: Yesware Study 41
  • 42. 3.Be Super Brief 42
  • 43. Be Super Brief73 SecondsEmail replies take an average of 73 secs to compose Source: ReviveYourInbox.com 43
  • 44. Seefive.sentenc.es= a plea for short email 44
  • 45. 3 Word Subject 45
  • 46. 4.Batch, Don’t Squirrel 46
  • 47. Batch, Don’t SquirrelFocus on 1 thing at a time.Your attention is valuable. Don’t squander it. 47
  • 48. Peek, Don’t Plod 48
  • 49. Don’t Be a SquirrelCheck email every hour, not every minute 49
  • 50. 5.Schedule Email Time 50
  • 51. Schedule Email Time12 messages per day on average require substantialeffort. That takes an average of 90 minutes Source: ReviveYourInbox.com 51
  • 52. #Chronoplan =When’s your emailing sharpest? 52
  • 53. #Chronopeak =When you’re at your best 53
  • 54. 6.Act, Don’t Postpone 54
  • 55. 37%% of emails on whichrecipients defer action Source: Carnegie Mellon Research 55
  • 56. Do, Delegate or DeleteDo = Quick ReplyDefer = Sked/DelegateDump = Archive 56
  • 57. Turbocharge Your EmailTo boost your email productivity, learn shortcuts,turn-on helpful features, and add handy apps Photo by dawgbyte77 - http://flic.kr/p/5EfSFx 57
  • 58. 7.Tweak GMail Settings 58
  • 59. Tweak Gmail Settings 59
  • 60. Customize Your Email 60
  • 61. 8.Master GMail Shortcuts 61
  • 62. 4 Gmail ShortcutsC  =  ComposeR  =  ReplyA  =  Reply  AllF  =  Forward 62
  • 63. 4 More Gmail ShortcutsE  =  ArchiveL  =  Label  V  =  Move  S  =  Add  a  Star 63
  • 64. 9.Unify Inboxes 64
  • 65. 65
  • 66. Send & Receive Email from Your Preferred Account 66
  • 67. Reply from Other Email Addresses 67
  • 68. 10.Avoid EMail Disasters 68
  • 69. Turn On GMail Labs 69
  • 70. Gmail Labs 70
  • 71. Most Useful Gmail LabsUndo  SendCanned  ResponsesQuick  Links 71
  • 72. Most Useful Gmail LabsAuto  AdvanceSend  and  ArchiveCreate  a  Doc 72
  • 73. 73
  • 74. 74
  • 75. 11.Automate Typing 75
  • 76. Automate TypingType something once, fine.Type it twice, fine.Type the same thing 50 times?You’re wasting time. 76
  • 77. 77
  • 78. TextExpander 78
  • 79. Agileroute.com/clipboardhistory 79
  • 80. 12.Bookmark Messages 80
  • 81. Bookmark Email 81
  • 82. Bookmark Email 82
  • 83. 13.Quicken EMail Usage 83
  • 84. 84
  • 85. 85
  • 86. 86
  • 87. More Gmail Labs 87
  • 88. 14.Post-Date Email 88
  • 89. Boomerang 89
  • 90. Boomerang 90
  • 91. Nudgemail 91
  • 92. Nudgemail 92
  • 93. 15.Get Context for Your Contacts 93
  • 94. Rapportive 94
  • 95. Rapportive 95
  • 96. WiseStamp 96
  • 97. WiseStamp email signature 97
  • 98. 16.Filter for the Future 98
  • 99. Fool me once, shame on you...Fool me twice, I need a filter 99
  • 100. Filter By:Sender’s Name or AddressSubject LineRecipientsKeywords 100
  • 101. Create a Filter Step 1 101
  • 102. Create a Filter Step 2 102
  • 103. Create a Filter Step 3 103
  • 104. 17.Unsubscribe 104
  • 105. Pick your top 4 newsletters.Unsubscribe from the rest 105
  • 106. A few newsletters I like: Tech: Netted.net Photo: Photojojo.com Local: DNAInfo.com News: TheSkimm.com 106
  • 107. Unroll.me 107
  • 108. 18.Make Email an Info Hub 108
  • 109. Use Email to Send to: Evernote Instapaper Pocket Dropbox Toodledo 109
  • 110. 110
  • 111. Instapaper 111
  • 112. bit.ly/500dropbox 112
  • 113. Toodledo 113
  • 114. Make and receive calls within GMail 114
  • 115. Google Voice 115
  • 116. 19.Backup your Gmail 116
  • 117. Backupify.com 117
  • 118. WeTransfer.com 118
  • 119. WeTransfer.com 119
  • 120. GetCloudApp.com 120
  • 121. 20.Add Useful Apps 121
  • 122. YesWareContactuallyActiveInbox HelloSign Sanebox 122
  • 123. Yesware.com 123
  • 124. Contactually.com 124
  • 125. Contactually.com 125
  • 126. ActiveInbox.com 126
  • 127. Sanebox.com 127
  • 128. 21.Turn Email Off 128
  • 129. Schedule a Tech Sabbath 129
  • 130. Tech SabbathNo-Tech Saturday or SundayNo Tech Before BedNo Tech Before Breakfast 130
  • 131. The Benefits of Getting Better at GmailInvest some time, then reap the rewards Before After‣ Lots of time spent filing ‣ Quick searches‣ Looking at each email multiple times ‣ Acting on each email once‣ Stressing over a messy inbox ‣ Feeling confident with inbox zero‣ Interruptions every 10 minutes for email ‣ Dedicating time to focused work‣ Wading thru junk next to important email ‣ Filtering out email that’s not actionable 131
  • 132. Use EMailFuture.com tosend yourself an email in 30 days w/ 3 objectives 132
  • 133. 133
  • 134. Connect:Twitter: @jeremycaplanjeremy@jeremycaplan.combit.ly/jcfaves = some of my current favorite sites 134

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