How to Optimize Gmail to Make it Your Most Effective Business Tool

Gmail is one of the most popular web-based email apps on the web for both personal and business. When using a Google email account for business, the needs are very different than the needs of someone using Gmail for personal reasons.

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How to Optimize Gmail to Make it Your Most Effective Business Tool

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Gmail is one of the most popular web-based email apps on the web for both personal and business When using a Google email account for business, the needs are very different than the needs of someone using Gmail for personal reasons

Google Apps vs Gmail

Many companies have adopted Google email as their email provider of choice When this

happens, the email account will have the company’s domain name, not @gmail.com at the end This is what’s referred to as a Google Apps account

The main differences are Google Apps accounts have some limitations Not with the apps themselves The limitation might come from the IT department who wouldn’t want you to use your work Google Account to subscribe to YouTube videos While the accounts can have

limitations imposed, upgrades can also be added to make the Google email account more of a tool

Here's a rundown of the tools this Lesson will cover and we will help you to get them all working together The detailed tasks will help you set them up and configure them to get you up and running and there are plenty of videos to help you install and configure each one of the tools

Labels

Labels are how Gmail helps you sort your emails They are kind of like the folder system other email apps use They will help you separate emails into groups to make them easier to find later

Filters

Gmail’s filters are the equivalent of the Rules system in other email programs use Not only are there plenty of choices for choose what emails to filter, there are also a lot of different options for what to do with the incoming email after it’s found ● Add a label ● Reply with a canned response ● Automatically archive the email ● Mark it as read ● Forward the email to a different

address ● Delete the email

Canned Responses

Think of Canned Responses as having several responses similar to a vacation reply A Canned Response is a template email you can either add to an email manually or you can have it

automatically sent as a reply to incoming emails using Gmail Filters

Boomerang

Boomerang is an essential part of your business email Aside from being able to schedule

emails to send later, you can also have an email pop back into your inbox to remind you when you haven't heard back from someone

Yesware

Yesware is a great tool to turn your Gmail inbox to a sales tool Yesware adds features to Gmail and Google Apps to benefit your small business ● Read receipts let you know when someone read your email This is great because you will know if they are ignoring your emails after they are reading them or not even opening them If they are opening them, you can try to reword the email If they are not opening the email, you can try another way to contact them ● Syncing with your CRM service if you use one is also an added feature When you send a

trackable email, you can BCC your CRM account so you can easily see all of the contact

attempts you’ve made to a prospect or client ● Email Templates in Yesware are a little

different than a Canned Response If you have a prospecting email you find works really well, you can save it as a template Five different categories help you sort your email templates so you can find them fast

ActiveInbox

ActiveInbox is a really handy Gmail add-on for Google Chrome to help people using the Getting Thing Done task management method Even if you do not use the GTD way of managing your tasks, you can use ActiveInbox to keep track of emails you requiring an action from you, when you can take that action and quickly see the emails you are waiting for a reply to Some of the features here will overlap with Yesware and/or Gmail’s own filters and labels It’s up to you what you are most comfortable using Running through the tutorial will help you decide what

features will be ideal for you

Mobile

Using email while mobile is essential for anyone in any business While Gmail’s web app offers a lot of really useful features, many of those have not migrated over to the mobile apps yet To help, here are a couple of Android apps to help bridge the gap

Gmail Canned Responses BETA

Gmail Canned Responses BETA is an app for Android that lets you access your Canned

Responses and copy them so you can paste them into an email while on your Android phone It isn’t like using it on the web, but is a good patch for the missing feature

Email Templates

Email Templates will cost you about 2 dollars And let me tell you, it’s well worth it You can load

in preset emails with everything ready to go You can have these fields typed out and ready to email: ● To: ● CC: ● BCC: ● The body of the email ● Signature ● Attach files

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