5 Gmail tricks to boost productivity

By , CIO |  On-demand Software, gmail

If you own multiple Gmail accounts, say one for your personal correspondence and one for work, signing in and out between the accounts can get tedious. That's where a feature called "email delegation" comes into play.

This feature lets you grant access to someone--a personal assistant, for example--allowing him or her to read and respond to your email on your behalf.

To do this, click the gear icon at the top-right of your Gmail homepage and choose Settings. On the "Accounts and Import" tab near the bottom is the option "Grant access to your account." Click "Add another account" and follow the steps. The person accessing your account must also be a Google Account holder.

4. Protect Your Account With Advanced Sign-In

Regardless of how strong your Gmail password is, the threat of a hacked account, spam attack or phishing scam always exists. To further protect your information, try Google's two-step verification feature.

Two-step verification is an opt-in security feature that makes your Google account more secure by helping to verify that you're the real owner. It requires two independent factors for authentication: your password, plus a code obtained using your phone.

To enable two-step verification, visit your Account Settings page. Next to Security, choose "Using 2-step verification."

Setting up two-step verification could take up to 15 minutes, so be patient. Follow the prompts to complete the process, which includes setting up a backup phone and creating backup codes. After you enter your password, Google will either call you with the code, send you a text message or give you the choice to generate the code yourself using a mobile app on your phone. You'll be required to enter this code every time you log in to your account.

5. Choose Search Over Folders

If you're someone who sorts your emails into folders to stay better organized, you may be doing yourself a disservice: Research shows that you'll save time by using a search function to find emails instead of categorizing them in folders.

Gmail's "Advanced Search" feature, which you can find by clicking the drop-down menu in the search bar, lets you search folders and your inbox for keywords that the email you're looking for may contain. You can also specify whether an email contains an attachment as well as estimate the date that it was sent or received.


Originally published on CIO |  Click here to read the original story.
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