Typing emails every day is a task many of us tend to do, and for some, Gmail is at the center of it all. The big question right now is whether or not it is possible to type and send emails faster when using Gmail.
Type emails faster in Gmail with these built-in features
From our point of view, the answer to that is yes, and it has much to do with key features released by Google in the past. The tools on offer are quite effective, and to be frank, some of us at The Windows Club have made use of them quite often.
- Stop typing and use Smart Replies
- Use the Smart Compose tool
- Take advantage of Templates
Let us talk about this in more detail.
1] Stop typing and use Smart Replies
The article is centered around typing emails, so we know it will sound weird that we are here championing a tool that forgoes that altogether. You see, a lot of emails do not require an entire paragraph or more.
A few texts are all that is needed in some instances, and that is why the Smart Replies feature makes a lot of sense. You see, this option reads the email sent you and then recommends three responses. You will have the ability to choose from any one of the three.
If this feature is not turned on, then click on the Gear icon located at the top-right corner, then select See All Settings > General. Under the section that says Smart Reply, be sure to select Smart Reply On, and that’s it.
Gmail will now display three response options, so just select the one that makes sense and send your email message when done.
2] Use the Smart Compose tool
OK, so Gmail has an autocomplete tool built-in, and it is called Smart Compose. It’s an interesting feature that reads your email, then attempts to predict what you’re going to type. As you type, you see suggestions in real-time that you can choose to select or not.
If you are all about privacy, then we believe this feature might not be for you. For those who do not care, let us discuss how to activate it if it hasn’t been already.
To enable Smart Compose, click on the Gear icon from within Gmail, then See All Settings. Under the General tab, scroll down to Smart Compose and be sure to select Writing Suggestions On. Finally, hit Save Changes, and that’s it.
3] Take advantage of Templates
Did you know it is possible to use your most frequently sent messages with recurring emails? Yes, you can do this, but only via Templates.
Now, we should first enable Templates. To do this, click on the Gear icon, See All Settings > Advanced. Go to Templates and click Enable to activate this feature.
The next step, then, is to create a template. Click on the Compose button to create a new message. Type the subject but be sure to leave the Recipient area blank. Type your message, then click on the three-dotted button at the bottom.
Finally, click on Template > Save draft as template.
To load a saved template, just click on the three-dotted button again, go to Template, and select one from the list.
Date: November 9, 2020 Tags: Gmail
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Vamien McKalin possesses the awesome power of walking on water like a boss. He’s also a person who enjoys writing about technology, comics, video games, and anything related to the geek world.
Here’s how it works for both Mac and Windows:
Email Dictation on Mac
Step 1: Activate Dictation
To translate speech into text on Mac, we need to activate a program called Dictation. Here’s how:
1. Go to System Preferences by clicking on the Apple icon:
2. Choose Keyboard from the menu:
3. Click On to enable Dictation and check the boxed for Use Enhanced Dictation.
Step 2: Open your email client
It doesn’t matter whether you’re using Gmail, Outlook, or Apple Mail. Dictation will work for anywhere you’re typing text. By default, Apple sets the shortcut as pressing the function key twice. When I do that, it automatically starts typing what I say:
The cool part is that Dictation recognizes when you say punctuation words, such as period, comma, and question mark.
Now I can “type” emails incredibly fast, without wasting time actually typing. And in all honesty, it’s nice getting a break from typing all of the time. I suppose my 80-year-old non-arthritic hands will thank me later.
Email Dictation on Windows
Step 1: Turn on Windows Speech Recognition
To turn speech into text on Windows, we need to activate Speech Recognition. Here’s how:
- Open the Control Panel
- Click on Ease of Access
- Click on Speech Recognition
- Click on the Start Speech Recognition link
- In the “Set up Speech Recognition” page, click Next
- Select the type of microphone you’ll be using (headset microphone, desktop microphone, or other)
- Read prompted speech to ensure the feature can hear you
- Pick an activation mode (manual activation vs. voice activation)
- Select whether the feature will start automatically when you start your computer.
Step 2: Open your email client
It doesn’t matter whether you’re using Gmail or Outlook, Windows Speech Recognition will work anywhere you type. I don’t believe there is a shortcut for activating Speech Recognition, so I’d suggest leaving it open while typing.
For further set up details, depending upon which version of Windows you’re using, refer to this quick-start guide.
Still not convinced it works?
I get it. It’s weird talking to your inbox versus typing in it. But when I discovered my typing speed (86 WPM) using this free tool below, it became more real for me. See how fast you can type by clicking where it says “type the words here:”
Next, I took a reading quiz (try it here) to see how fast I could read. I scored at 616 WPM.
That means I personally validated I could read (i.e. talk out loud) at 7x the speed I could type:
Calculate your own reading-to-writing ratio with the above formula. It’s basically guaranteed you read faster than you type.
Which brings me back to my original question — why do we keep typing emails? Because that’s how it’s always been done? It just doesn’t make any sense.
Stop doing what 99% of people are doing and start getting 8x the results.
It works for me, and I promise it will work for you.
Hat Tip: Thanks to Ginny Soskey, who inspired this article from her article on using Evernote’s speech recognition: How I Wrote This 1,000 Word Blog Post In 10 Minutes.
Collecting leads is an important part of selling, and giving potential customers a way to request your services is vital for an effective growth strategy. All your marketing efforts would be wasted if there were no way for potential customers to get in touch, and Typeform is a cool way of this process delightful for your customer.
However, it’s important to be quick and act on those requests ASAP. Clients may lose interest from one day to the next, and it’s not a great feeling to lose a sale because you were too slow on getting back to someone, or didn’t see that a request was sent in the first place!
We’ll teach how to make the whole process automatic, so potential clients are dazzled by a lightning fast experience.
Time to build the tool ⏱:
- 4’57” on average.
1. Step One: Creating your form.
Go to Typeform and create a new form with all the information you’ll need from your lead. Usually, this means personal information that helps you reach out to them (such as name and email address), as well as inquiry info that helps you understand what they’re looking for.
Tip: Typeform lets you customize not only the data fields, but also a lot of aesthetic details, so take advantage of this! A sleek, beautiful form can really help your customer trust your company.
2. Step Two: creating your leads pipeline.
Create a table in Jestor, name it “Leads”, and add all the fields you’ve created in the form in Step One. The idea here is to get the information submitted and organize it into an easy to use database. You can also create a single select field for status, and then click on “Flow” to activate a workflow view. This effectively turns this table into a CRM, making it easier to manage leads as you get in touch with them.
3. Step Three: integrate the form to the pipeline.
Now, let’s get the information from Typeform automatically. Open the tricks panel (by clicking on the bunny in the hat icon) and create a new trick. Give it a name and description so you can later identify this trick should you need to edit or deactivate it.
Now, as the trigger for this automation, select When a new response is received in Typeform. Connect your Typeform account and select the form you’ve created in Step One in the “Choose the form” dropdown field. Now, create a “create a new record” action to every time someone submits the form, the information will be automatically sent to Jestor.
4. Step Four: Sending an automatic email.
Choose the “Gmail – Send email” action. Connect your Google account and set up the email by filling in all the required fields. You can do so by writing in things directly, by using information from Jestor, or a mix of both. In this case, we’ll go with:
- To: we’ll click on the lead’s email
, so this changes dynamically.
- Subject: we’ll write “Thanks for your inquiry!”
- Message: we’ll add a standard Plain Text message, but get the lead’s name dynamically: “Hey,
! Thanks for the interest in our services. How about a 15 minute chat?”
By doing this, your customer won’t have to wait: they’ll instantly have a way of setting up a call with you.
5. Step Five: Setting up an alert.
Now, just leads are receiving automatic emails, that doesn’t mean you shouldn’t be aware of when a new form entry is submitted! Setting up a Slack alert is a great way of keeping up with all the leads coming in.
Choose the “Slack – Send a message in a channel” action. Connect your Slack account and choose the channel the alert will be sent to. Now, type in the message that you want to receive by using a mix of fixed text and dynamic information.
6. Step Six: test your automation to make sure everything is working as planned.
Submit a new form entry with your own information. If you’ve set up everything right, three things should’ve happened:
- A new lead record was created in your Jestor workflow.
- You should’ve gotten an email as set up in Step Four.
- You should’ve received a message in Slack telling you a new lead was created.
Now, you have a functional pipeline that automatically reaches out to new leads, shortening the sales cycle and helping you keep track of every deal with little to no manual work required. You can also create more automations for follow up emails, or even a Slack message for when a deal is won. There’s nothing better than celebrating when things are running smoothly 😎
You can let Gmail help you write emails faster. The Smart Compose feature is powered by machine learning and will offer suggestions as you type.
Note: Smart Compose is a Google Account-level setting. Changes to Smart Compose settings are applied on any device where your account is signed in.
To accept a suggestion, press Tab.
Turn Smart Compose on or off
By default, Gmail will offer suggestions automatically.
- On your computer, open Gmail.
- In the top right corner, click Settings See all settings.
- Under “General,” scroll down to “Smart Compose.”
- Select Writing suggestions on or Writing suggestions off.
Note: Smart Compose is available in English, Spanish, French, Italian, and Portuguese. Smart Compose is not designed to provide answers and may not always predict factually correct information.
Turn custom suggestions on or off
By default, Gmail automatically offers suggestions based on your writing style.
- In the top right corner, click Settings See all settings.
- Under “General,” scroll down to “Smart Compose personalization.”
- Select Personalization on or Personalization off.
About custom suggestions
Smart Compose personalized suggestions are tailored to the way you normally write, to maintain your writing style. Only you see your own private, personalized suggestions for your account. No other users, including administrators for your organization, can see your personalized suggestions. When personalization is turned off, you see generic suggestions as you type.
You can send feedback after you use Smart Compose. We can’t respond to all feedback, but it can help us improve.
To send us feedback, follow these steps:
- To start a new email, at the top left, click Compose.
- In the bottom right corner, click More .
- Click Smart Compose feedback.
- From the list, select the Smart Compose suggestion you want to give feedback on.
- Select the issue that best describes your feedback.
Note: If you choose Other, write your own description of the issue.
- Click Submit.
About machine learning
As language understanding models use billions of common phrases and sentences to automatically learn about the world, they can also reflect human cognitive biases. Being aware of this is a good start, and the conversation around how to handle it is ongoing. Google is committed to making products that work well for everyone, and are actively researching unintended bias and mitigation strategies.
Are you using Gmail to communicate with your friends or deal with works? Is your Gmail slow? What can you do if you encounter this error? Here, MiniTool Partition Wizard provides some methods to speed up Gmail and you can have a try.
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Gmail is an email service provided by Google, and it is preferred by over millions of people. However, many users report that the Gmail gets stuck on the load screen or loads slowly sometimes.
Is your Gmail slow to load, too? Don’t worry. You can try speeding up it with the following methods.
Method 1: Clear Browsing Data
Why is Gmail so slow? If you are using Gmail in Google Chrome, the first thing you need to check is the browsing data, as the accumulated or corrupted data like cookies or cache data would take up your disk space and lead to various errors at the same time.
To speed up Gmail, you should clear the browsing data in Google Chrome. Here are the detailed steps.
Step 1: In Google Chrome, click the three-dot icon and select More tools > Clear browsing data.
Step 2: In the Time range section, select All time from the drop-down menu.
Step 3: Check Browsing history, Cookies and other site data, and Cached images and files options. You can also select other options according to your needs.
Step 4: Click Clear data to start the process.
After clearing browsing data, you can relaunch Google Chrome and enter Gmail to check if the problem has been solved. If Gmail slow error still exists, please move on to the next method.
Do you know what are cookies in browsers? You can find some basic information about cookies and how to clear cookies on some web browsers in this post.
Method 2: Disable Extensions in Chrome
Besides problematic browsing history, some extensions could also lead to “Gmail slow to load” issue. To troubleshoot the problem, you should try disabling your extensions in Google Chrome.
You just need to type chrome://extensions/ in the address bar of Google Chrome and press Enter to view the extensions which have been installed. Then toggle off the button for all the extensions to disable them. If the issue disappears after that, you should find out the problematic extension and remove it.
Are you using Gmail? Do you encounter Gmail not loading in Chrome issue? Don’t worry. You will get several solutions to Gmail not loading in this post.
Method 3: Reset the Browser
Another way to fix slow Gmail is to reset your Google Chrome. You can follow the step-by-step guide below.
Step 1: Open Google Chrome. Then click the three-dot icon and select Settings.
Step 2: Scroll down to find Advanced button and click it.
Step 3: Under Reset and clean up section, click Restore settings to their original defaults.
Step 4: In the pop-up window, click Reset settings.
Now, you can restart Chrome and open Gmail.
Method 4: Use Gmail in Another Browser
Is your Gmail slow even if you have tried all the methods above? Here is another method you could have a try. Some users find that Gmail loads slowly in certain browser. Therefore, you should try another browser, such as Microsoft Edge.
In addition, you should also troubleshoot any potential network issues. The following post might be helpful for you: Top 4 Ways to Fix Slow Internet Speed on Windows 10.
ABOUT THE AUTHOR
Sherry has been a staff editor of MiniTool for a year. She has received rigorous training about computer and digital data in company. Her articles focus on solutions to various problems that many Windows users might encounter and she is excellent at disk partitioning.
She has a wide range of hobbies, including listening to music, playing video games, roller skating, reading, and so on. By the way, she is patient and serious.
If you use Gmail's previously mentioned Mail Fetcher tool to grab email from other POP3-enabled email accounts, you may have noticed that it sometimes checks for new mail on very slow intervals—particularly if you're importing from a mostly inactive account.
Gmail Mail Fetcher gets widespread launch
Good news: the Mail Fetcher utility of Gmail has finally shown up in the settings of my Gmail…
Weblog TINYenormous explains:
This hack might not be for everyone, but if you have Gmail set up to check your pop accounts, [Google doesn't] let you set the polling frequency anywhere. This can be bad because it makes you go to the settings page [if you want] to hit the refresh button on each one of your accounts! After a little digging it turns out it uses a weird formula to determine the polling frequency. Let's say it checks your account and finds an email. The next time it checks it will wait for _slightly less time_ before it checks again. If it finds email a second time it will continue to shorten the interval until it is checking every 5 minutes or so (maybe even less!). The purpose of this is so that Google doesn't waste resources checking an account that only gets one email a month.
The downside of this approach is that if you are eagerly waiting for that one email you might be waiting for a long time (i have seen wait times up to 58 minutes!)
Prime time savings
Uncover the latest and greatest bargains from across categories, curated by the Kinja Deals staff.
The solution, then? Your account needs to get more email. Naturally, though, you don't want to flood your Gmail inbox with new email just so you can be sure your POP account is checking at more reasonable intervals. The post suggests setting up some Terminal scripts with Automator to send your POP account emails on a regular basis, then filtering out those emails when they hit Gmail so you never have to deal with them.
If you're not on OS X or you don't love the Automator idea, you could probably offload the frequent emailing duties to some other web service. An active Google Group seems like a good option; you could sign up for the group, set the Google Group to send emails for all new posts, and then just filter the Google Group email out when it hits your Gmail inbox (via the POP inbox).
If you give this a try—or if you've developed your own methods for overcoming the slow POP check—let's hear about it in the comments.
Our new assessment helps your organization prepare for the new era of work.
As the pandemic forced millions of people to work from home, many of us found ourselves spending more time in video meetings and in our inboxes as a way to bridge the distance from our colleagues. When the workplace became the living room or the makeshift home office, and as professional and personal responsibilities sometimes collided, we had to find new ways to manage time and attention and to sustain human connection.
When it comes to work emails during the pandemic, we were sending more of them, to more recipients, and we often sent them outside of normal business hours. A study conducted by the Organizational Behavior Unit of Harvard Business School assessed email statistics eight weeks before the start of the pandemic-related lockdowns and eight weeks after. The study concluded that after lockdowns, employees sent 5.2% more emails a day, emails had 2.9% more recipients, and about 8.3% more emails were sent after business hours.
Many of the latest Google Workspace features are designed to help people save time, find focus, and manage tasks more efficiently, whether it’s with smarter emails, writing suggestions, Google Assistant, segmentable working hours, or predictive search. These features combine to save the equivalent of a full working month every year, per person, so that you can spend more time on what matters instead of managing tools.
With that in mind, let’s take a deeper look at how Gmail can help you better manage time and attention.
1. Use dynamic email to help recipients complete tasks directly inside an email message. With the new dynamic email support in Gmail, you can easily send and receive emails that enable the reader to take action directly from within the message. This removes the burden of opening multiple documents and tabs. Email recipients can grant access to Drive files, respond to or resolve comments in Docs, Slides, or Sheets, and RSVP to events—all without leaving the message. Learn more.
2. Stay productive, even when you’re offline. Gmail Offline lets you read, reply, delete, and search your Gmail messages when you’re not connected to the internet. Once you set it up, an outbox will appear in the left panel. When a connection later becomes available, Gmail will automatically send the messages from your outbox, and download any new messages to your inbox. This is great for those working on the frontlines who need to stay productive and informed, even when they’re offline.
3. Get organized and prioritize your work with Tasks in Gmail. This feature allows you to easily convert emails into tasks with just one click. You can create due dates that will automatically appear in your calendar, and check tasks off as you complete them. Baked directly into the side panel, you can create, view and manage your task lists without leaving Gmail.
4. Spend time innovating, not writing emails. Gmail’s template functionality lets you create standardized email messages that can be edited and sent out to different recipients in a matter of seconds. If this feature sounds appealing, check out Smart Reply and Smart Compose to learn more ways to write and reply to emails faster.
5. Get search results faster in Gmail. Search chips help you find what you’re looking for in Gmail faster, without needing to sort through irrelevant results or use search operators (e.g., from: [email protected]). For example, you can search a colleague’s name and further narrow your results by selecting search chips like attachment type (Doc, Sheet, PDF, etc.) or a specific timeframe. You can even exclude specific keywords and calendar invites from your results. You can also use search chips to search your Google Chat history, directly from within Gmail. To use search chips, all you need to do is type in a Gmail search, click on the search filter chips below the search box and Gmail will take care of the rest.
Click to enlarge
Gmail recently introduced Smart Reply, a way to make it easy to respond to emails with short answers generated by Google. While these are very helpful, Gmail users should also look at Canned Responses to speed up their email tasks.
Canned Responses is a Labs feature that allows you to create email templates so you don’t have to type the same thing over and over. And the name is somewhat misleading because you can use these templates in emails that aren’t replies.
Here’s how to use canned responses and how you might use it to save time.
Enable Canned Responses in Labs
Go to your Gmail settings and enable the lab.
Create your canned response
Now you will create your canned response, i.e. template. To do this, create an email as if you were sending a new message to someone.
Then you need to save the canned response. Click the downward arrow button in the lower right hand corner of the email (1), select “Canned responses” (2) and then click “New canned response” (3).
A browser alert will ask you what you want to name your canned response. Enter a name and click OK.
Your response is now saved.
Insert canned responses
To use the canned response, create a new email or open the email you want to respond to. Click on the arrow button again, select “Canned responses” and then look for your template under “Insert”. Select the one you want and it will be added to the email.
Ideas for using canned responses
You can use canned responses to start a new email, respond to an email, or add uniform text to an email you’re sending. Here are a couple of ways I use it:
1. Add a disclaimer to domain name inquiries.
When I receive an email request for a price on one of my domains, I type a personal response and then insert my “domain sales” canned response. This inserts a disclaimer at the bottom of the email noting that the domain might be listed for sale on a marketplace and so the domain is subject to sale until I hear back from the person, even if I’ve provided a quote. It also includes a quote expiration.
2. Send out regular emails.
I have to send out a half dozen confirmation emails each week for my PodcastGuests.com service. These include instructions that are the same for each email other than one URL. My canned response includes the instructions and a placeholder for the URL.
I also have to send about a dozen follow up emails to people that use the service each week and I use canned responses for these.
If you frequently send out emails with similar content, canned responses is a great Labs plugin for you. It sure beats copying and pasting a template from notepad. Or worse, re-typing the messages.
Are old emails and ones with large attachments hogging up all your Gmail storage space? Have trouble finding the exact email message you want? Luckily, Google has added more ways to find what you’re looking for and, perhaps, clean out those huge emails you no longer need.
To find emails larger than a specific size, use the larger: operator with the size of the email and K for KB and M for MB. For example, entering “larger:500M” will find all emails larger than 500MB. (You can also use the new size: operator, but then you have to specify the size in bytes, e.g., “size:500000000” for 500MB, which is a little more mentally challenging.)
If you want to find very small emails, you could use the smaller: operator similarly. (Though I’m not sure how useful that is.)
Find older or newer emails by using the older_than: and newer_than: operators. For example, if you enter “older_than:1y” Gmail will show you all messages older than 1 year (use “m” for months and “d” for days). To find emails received within the last 4 days, use “newer_than:4d”.
Want to look for an email with a specific word in the message but not related words? Use the + (plus sign) operator. For example, if you search for “+universe” you’ll get every email that contains “universe” but not those that have “universes” or “universal”.
See the whole chart of Gmail advanced search operators here so you can find the emails you need (or no longer need) more accurately and quickly.
This story, “Find emails much faster and easier with new Gmail search operators” was originally published by ITworld .
Melanie Pinola is a freelance writer covering all things tech-related. A former IT admin and occasional web developer, she is also the author of LinkedIn in 30 Minutes, a Lifehacker writer, and the Mobile Office Technology expert at About.com.
The opinions expressed in this blog are those of the author and do not necessarily represent those of ITworld, its parent, subsidiary or affiliated companies.