Originally published on May 10, 2011 in our free SmallLaw newsletter. Instead of reading SmallLaw here after the fact, sign up now to receive future issues in realtime.
I am, by and large, a technology polygamist. I flit about from gizmo to gadget, hither and yon, going wherever the shiniest toy attracts my attention. I'll spend a few rapturous weeks or months entranced with some new tool, but inevitably the infatuation fades, something new attracts my attention, and I move on leaving a littered trail of discarded logins, bookmarks, and tears. Well, maybe not tears. Once in a blue moon, though, a product comes along that is so good and useful and dependable that I don't leave. Almost accidentally, I find myself in a long-term monogamous relationship. So it is with Gmail.
Gmail and I first met on August 9, 2004. I had to buy my invite on eBay from some guy in Italy like some sort of digital mail-order bride. But the lack of a storybook beginning has hardly lessened our union. It's been a good seven years. Sure, we've had our up- and downtimes, but all in all I can't imagine life without Gmail.
As with any long-term relationship, though, over time things can get … stale. You have to figure out how to spice it up and keep it fresh if you want to go the distance. Otherwise "useful" and "dependable" transmogrify into "boring" and "predictable" — and before you know it your eye begins to wander.
Hey, Thunderbird, you're looking good. Been working out?
To that end, below you'll find my top seven tips for spicing up your Gmail life so you can stay true and beat the seven year itch. All but the final two tips are available via Gmail Labs in Gmail's Settings. These tips apply to Gmail in both its forms — regular Gmail and Gmail in Google Apps using your own domain name.
1. Multiple Inboxes
Multiple inboxes enables you to subdivide your inbox into up to five different segments and define what goes into each segment through labels or filters. If you receive lots of email, this feature can be a real boon. I subdivide mine using labels: "Unprocessed," "Action," and "Waiting For" (I'm a GTD advocate). It's also great for filtering listservers and newsletters without removing them from sight.
2. Send & Archive
Send & Archive is a thoughtful gadget. When you reply to an email in Gmail, it gives you (in addition to the send button) a second button with the option to send and archive the entire conversation in one click. It's a handy little time-saver.
3. Auto Advance
Similar to Send & Archive, when you have a big pile of email in your inbox, Auto Advance moves you directly into the next message once you have disposed of the prior message rather than revert back to inbox view. This utility enables you to process large amounts of email.
4. Undo Send
Undo send puts in a short delay between the time you hit send and when Gmail actually sends the email. It gives you a second chance when you hit send too rashly. If only it worked on my speech, as well…
5. Google Voice Player
Many Gmail loyalists are also fans of Google Voice. With Google Voice's latest integration with Sprint, the number of fans will likely increase. Google Voice Player, unsurprisingly, enables you to play your voicemail within Gmail. If you use Gmail as your productivity nerve center, it's nice to be able to do as much as possible without leaving the application.
6. Address Alias
Gmail allows you to create unlimited personal email addresses by adding "+whatever" to the end of your username. It helps to effectively filter messages (as with multiple inboxes above), but even more useful is its ability to tell you who is selling your email address to spammers. If you create a unique email address for each Web site you use (e.g., username+eharmony@gmail.com), you will know who sells you out and to whom.
7. Two-Step Verification
Finally, if you love your Gmail account, you'll want to protect it and keep it safe. Google has recently upped the ante on security by offering two-step verification (or "two factor authentication" as it is more generically known). Two-step verification is an additional layer of security that requires you to enter a code in addition to your password when you login. It is an opt-in service that takes a few minutes to set up.
Conclusion
When you meet that special technology, you never want to let it go. If Gmail is that technology for you, keep your relationship fresh by experimenting and trying some new stuff. You might be surprised by what Gmail is willing to do for you. Better yet, if you mess up you won't need to send Gmail flowers or sleep on the sofa.
Written by Erik Mazzone of Law Practice Matters.
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