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Google Apps – Tips and Tricks for a more Efficient User Experience

google_apps6464Improving one’s efficiency in the world of Google Apps can not only save precious time, but can also lead to a more organized and productive user experience. Our elaborate resource of Google Apps tutorial videos – GoogleGooru, provides step by step guidance from basic to advanced features.  In this post we’ve compiled a selection of  tips and tricks to help make your Google Apps experience more efficient and enjoyable.

Gmail:

Multiple Inboxes – Keeping Your Inbox Organized:

If you are using Gmail on a regular basis, there is a very high chance that you might find yourself spending a lot of time prioritizing your emails. Have you ever imagined what it could be like to have your emails arrange themselves automatically across multiple inboxes of your choice? In our Top Gmail Labs series we’ve provided a detailed video tutorial as to how to do exactly that.

One of the more powerful Gmail Labs is the ability to create multiple inboxes. In order to enable multiple inboxes (Mail Settings > Labs > Multiple Inboxes) please make sure your inbox type is set to classic. Go ahead and enable it.

Now you can use the mail settings interface to easily specify what type of email you want to appear in each inbox; such as drafts, sent mail  or a certain label.

Labels & Filters – Be More Efficient With Your Emails

One of the best ways to save time in Gmail is through the use of filters. By automatically applying actions to incoming messages, filters can help become more efficient in your workspace. According to the rules that you set – you can label, archive, star, forward, and delete messages automatically. Moreover, the process is rather easy: Gmail filters work just like search: just click the drop-down arrow in the search bar and set your own parameters.

Gmail also offers more organizational features such as labels. Unlike Outlook, Gmail allows you to apply multiple labels to a single e-mail. Using this method, you can organize, file, and later retrieve your emails more efficiently.

Canned Responses – Save Yourself Some Time

As one of the most popular Gmail Labs, Canned Responses allows you to create templates of emails that you send often, and quickly insert the entire template into an email.  That way, messages that are composed on a regular basis can be prepared in advance and later extracted rapidly, saving precious time.

Drive

Keyboard Shortcuts for Google Docs

If you are using Google Drive, you must be using Google Docs on a regular basis. In order to save some time while working with Google Docs, you might want to consider learning some keyboard shortcuts. While most of you must be already familiar with the basic  shortcuts such as cut, copy, paste, undo etc, our tutorials expose you to more advanced shortcuts such as copy and paste of formatting as well as keyboard shortcuts for headers. Check out the video on GoogleGooru to see a few of our favorites.

Advanced Search Operators

If you are a daily Google Drive user, your Google Docs must be rapidly accumulating within your Drive Library. While you can store and organize documents in different folders, it can sometimes be hard to find specific documents you’re looking for. Using Drive’s Advanced Search Operators you can find your Docs using not only their titles as the search word, but also through searching for keywords, frequent words and key phrases used within the Doc you are looking for. In addition, you can narrow down your search using sharing policies.

How to Copy a Collection of Google Docs

Another popular way to save time is through the editing of existing docs. In order to do so, most of us simply copy the docs we are interested in editing. However, Google Drive does not allow for the copying of multiple documents at a time. Fortunately, there is a way to do this using the offline version of Google Drive.

Open the desktop version of your Google Drive > Right click a folder of documents that you wish to copy, and click copy. Now right click again within your Google Drive, and click paste. You should see an identical version of your folder with ‘Copy’ in front of it. Next time you sync your desktop Drive with your browser version, you should see this copy in your Drive.


Matan Levin @thegoogleguru: The Google Gooru is your #1 resource for Google Apps how-to videos and for keeping up to date on the latest updates and new features in Google Apps.