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Three Mail Labs features that enhance Google Mail

Explore Google Mail Labs to add new capabilities or change how Google Mail works for the better.

Google provides plenty of ways to customize Mail settings. Click on the sprocket-shaped icon in the upper right while in Mail and then choose Settings from the drop-down menu. You'll see the General Mail settings. Here you can choose how many conversations (or emails) display per page, create a custom signature, or configure a vacation responder message.

If you choose the "Web Clips" menu tab, you can turn off "web clips", those brief bits of miscellaneous information that appear at the top of the column where email is displayed.

This blog post is also available as a TechRepublic Photo Gallery.

Labs

There's also a "Labs" tab. Each Google Mail Labs feature adds new capabilities or changes how Mail works. For example, the "Google Maps previews in Mail" lab adds a feature: it shows a Google Map of an address in the text of an email. The "Default 'Reply to All'" lab changes how Mail works. It makes "reply to all" the default, instead of "reply to sender".

At the time of this writing, there are at least 39 Labs features available. You can enable or disable each of the features anytime. (If you use Google Apps and don't see the "Labs" option in your settings, your Administrator may have disabled access to Google Mail Labs.) After you "enable" or "disable" a Lab feature, remember to click "Save" at the bottom of the Labs list to keep any changes.

Should a Lab feature break or cause problems, you can disable all Labs features and access your email at https://mail.google.com/mail/u/0/?labs=0.

Here are three Labs features you may find useful:

Create a Document from email

This Labs feature does exactly that: creates a new Google document using the contents of an email.

Google Documents enable effective multi-person text editing. Email works quite poorly for editing. The next time you realize you're editing text, adding to a list, or providing extensive comments in email - STOP! Instead, move the conversation to a Google document.

To use Create a Document from an email:

1. Enable Create a Document within Google Labs.

2. When an email is open, click on the "More" menu button at the top of the screen, then choose "Create a document". Google Docs will open and the text from the email thread will be displayed in the document.

3. Edit the text as desired.

4. Use the Share button in the upper right to share the document with your email correspondents. You've now successfully moved from an email-centric conversation to a document-centric one.

Canned Responses

Canned Responses let you insert saved blocks of text into an email. Use Canned Responses for frequently emailed information such as directions, replies to common inquiries, or descriptions of products or services.

Canned Responses can include links to web addresses. These links can be from text or images. I use a Canned Response as a signature that includes a link to my Google+ profile.

To use Canned Responses:

1. Enable Canned Responses within Google Labs.

2. Click on "Compose" to create a new email.

3. Enter the information you want to use as your canned response in the body of the email.

4. When you're finished, click on Canned Responses and select "New canned response..." from the drop-down menu. You'll be prompted to give the Canned Response a name.

4. From now on, anytime you want to insert that text into an email, simply choose the Canned Response menu and select your canned response.

Message Sneak Peek

Some Google Labs features are most useful in unusual circumstances. Message Sneak Peek displays the contents of an email without opening the email. Viewing a "Sneak Peek" keeps the status of an email as "unread".

Message Sneak Peek is especially useful if more than one person accesses an email account. For example, I have one client where Susan uses Message Sneak Peek to look at an email. If it is something she needs to handle, she can then open it. If not, she can proceed to the next email. Later, when her colleague Mary views the account, the email will still be displayed as unread. This saves time, since they do not have to constantly mark email as "unread" thanks to the Message Sneak Peek feature.

To use Message Sneak Peek:

1. Enable Message Sneak Peek within Google Labs.

2. Right-Click on an email in the Inbox to "Sneak Peek" at the message contents.

I have 14 Google Mail Labs features enabled for my account. Which Google Mail Labs features do you use?

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About

Andy Wolber helps people understand and leverage technology for social impact. He resides in Ann Arbor, MI with his wife, Liz, and daughter, Katie.

3 comments
ricardoc
ricardoc

I'm using: - Google Calendar Gadget - it is nice to have a sneak preview of what the day looks like - Google Docs Gadget - I write technical documents a lot and switch back and forth with other tasks. This is a quick access to the latest documents you have been working on - Quick links - Do you have a task in Google Apps that requires you to go through a few clicks to get there? Or do you do frequent searches for something? By adding the URL of the Google App page of what you want to get to the Quick links will allow you to get that with just one click. - Signature tweaks - I like my signature right after my reply, not at the bottom of the email and after all quoted messages as it is by default. This lab tweak will bring the signature up to the top of the email. There are other features that I miss a lot from MS Outlook; one of them is mentioned by "ziffdavis" which is the re-send option. Other features I would like to see are: - Sort messages by date, sender or subject - Labels for calendar items - they exist for emails, why not for calendar? - Sorting contacts by company, and that this field is visible in the list of contacts - Attach a message to a message - I used this feature a LOT in Outlook; whenever I needed to remind someone of a previous email where we had a discussion about something I would just attach the email to the new one. I can't remember other things I have missed but that's the bulk. I know I went on talking about not just email features but since these Apps are all integrated I though I might point them as well. Thanks,

ziffdavis
ziffdavis

For several years, user forums have asked and re-asked Google Labs and GMail for a "re-send" feature to be added. But no-one seems to be listening (or maybe they just don't have the feedback mechanism to explain why this feature is impossible to implement?)

Mark W. Kaelin
Mark W. Kaelin

Have your explored the Mail Labs section of the Google Mail settings? What lab features are you using?