Software optimize

Make Gmail act like Outlook with these two quick tips

Bill Detwiler shows you how to make Gmail work like Outlook by turning off conversation view and sorting mail with filters and labels.

Whether you willingly moved from Outlook to Gmail, or you've been forced to move as part of your employer's use of Google Apps, the transition can be a little jarring. Features that many Gmail users love, such as conversation view, often annoy people accustomed to Outlook's default method of arranging messages by date and time.

Luckily, with a few clicks of the mouse, you can tweak Gmail's web interface to work like Outlook. During this week's TR Dojo episode, I'll show you how to turn off Gmail's default conversation view and how to create filters and labels, which help you sort mail similar to the way you did with Outlook rules.

For those who prefer text to video, click the View Transcript link below the video player window or read Mark Kaelin's article, "Quick Tip: Change the conversation view in Gmail".

You can also sign up to receive the latest TR Dojo lessons through one or more of the following methods:

About

Bill Detwiler is Managing Editor of TechRepublic and Tech Pro Research and the host of Cracking Open, CNET and TechRepublic's popular online show. Prior to joining TechRepublic in 2000, Bill was an IT manager, database administrator, and desktop supp...

37 comments
ElisabethBaker
ElisabethBaker

Thanks for your informative video. Is there a way to automagically convert/import Outlook Rules to Gmail Filters? I have too many rules. I guess if I just open Outlook (when I get back to the office where I have my Outlook client!), everything will get pushed through those rules as it comes in, right?

greatidea
greatidea

How can I create detailed rules like outlook, because we cannot filter mass mailers as spam. Actually they have a different mail id everytime, but they have a common source email id, but a different sender id which changes everytime and they deliberately spam Gmail boxes

stevef61
stevef61

To those who wonder why, becuase Outlook uses all the STANDARD methods of sorting etc. Which even with these "tips" don't happen. The standard sort by which ever column you want doesn't exist and labels etc is a BS way around it. Simply put Google doesn't sort. I use Gmail for a personal mail but would NEVER for business. ANY E-mail client offer the basics first put out for desktops by Eudora for the PC and Microsoft for the Mac in the late 1980's. If you have a problem with Outlook then you have a problem with mail sorry to say.

cwarner7_11
cwarner7_11

I'm sorry but I am missing something here. I have not bothered to read the article, comments, or viewed the video, but I am really curious about something. Why in the world would anyone want to ruin gmail by making it act like outlook???

jamesvolume
jamesvolume

Is it possible to run the filter on messages that came in previously to when your created the filter? I like this feature of Outlook

Alan-Chantler
Alan-Chantler

I use Outlook on my PC, including the calendar. I have a Gmail account which I use to maintain my mobile phone Contacts list. My Gmail account 'imports' my Outlook emails. My Outlook calendar is synchronised with the Google calendar. My phone (Android 2.3) can then sync. the Contacts, email and Calendar so I'm always up to date everywhere. This is what the technology was invented for.

anilgurwara
anilgurwara

Pls put snapshots of changes required. It makes it more easy. Thanks

JRLBell
JRLBell

Does the Duhjo actually use software or just read about it? If you want gmail to look like outlook, simply use an outlook pop3 account to download your gmail e-mail to outlook. You can leave downloaded email on the server indefinitely (not recommended) or for a length of time, like, the amount of time you typically are away from the office, so you can access your mail on-line. Of course, this works for any stand-alone email client, not just outlook.

khoot6
khoot6

The video cuts off at 2:32 and looks like there is more information.

Regulus
Regulus

Bill, Sorry about your video issues. Regardless, you almost always include a 'text version' of the video that I am extremely thankful for. The ability to copy and paste this to a Word Doc is extremely valuable to me. Please keep up the good work.

twocsbo
twocsbo

Why would anyone want to make gmail work like outlook?

ezrabm
ezrabm

Really? make gmail like outlook? That;s funny, I gave up outlook for gmail and haven't regretted it one email!!!

glennwd
glennwd

seems this half of the instruction was missed?

pfeiffep
pfeiffep

I use T-Bird (http://www.mozilla.org/en-US/thunderbird/) to access Gmail. Additionally Gmail consolidates my yahoo and verizon email accounts so I access all three using T-Bird, also my Google calendar is available in T-Bird. IMAP enables me to access email from any computer with access to the web. T-Bird also has a preview window. Neither Chrome nor IE9 presented the entire video

Treybeau
Treybeau

The biggest complaint I get is that gmail had no preview pane. Any way to activate one?

rhonin
rhonin

Had to swtch from my iPad2 to my Transformer to view. Not bad. Now we need one o make Outlook work like Gmail ;)

RB1955
RB1955

the '07 version really. sigh. we're so far behind the times, it's like looking at an antique mrror or something.

Bill Detwiler
Bill Detwiler

During the process of creating the label, you can check the "Also apply filter to" option to filter existing messages.

Bill Detwiler
Bill Detwiler

The video contains screenshots that illustrate each step in the process.

Bill Detwiler
Bill Detwiler

Wile you can use Outlook as a client for Gmail, this option may not work or be possible in all situations. For example, if an organizaton is moving to Google Apps they may stop supporting or buying licenses for Outlook or other MS Office products.

tHeSmUrF300
tHeSmUrF300

So using Outlook to get Gmail may not be an option for a lot of people.

tHeSmUrF300
tHeSmUrF300

I'm one of those people that hate the way Gmail works and will take Outlook over Gmail anyday. For those who also have access to OWA (Exchange), know that it's a far richer web client than Gmail. But all of this comes back to personal opinion and deciding which tool is the best one for the job for you. In my case it's Outlook, for others it's Gmail.

Bill Detwiler
Bill Detwiler

Sorry for the inconvenience. Our video encoder somehow lost the last part of the this week's TR Dojo episode. The full video is now available.

Bill Detwiler
Bill Detwiler

There was an issue with the video encoder that cut off the last half of the video. The full episode is now live. Sorry for the inconvenience.

Bill Detwiler
Bill Detwiler

There was a problem with our automatic video encoding process that cut off the last 1/2 of the video. The full video is now live. Sorry for the inconvenience.

tomuky2k
tomuky2k

Outlook 2010, supports conversation view, :-)

edwinkelleys
edwinkelleys

Provide more information on topic that's useful to us.

JefferyS_TheTech
JefferyS_TheTech

I am only seeing about 2 minutes 30 seconds of the video but below the video it says it should be a bit over 6 minutes long. Jeff

JRLBell
JRLBell

Granted if your company moves to google apps, you are probably stuck with the google calendar. I would also think that you would quickly adapt to the google interface, since we are only talking about e-mail here. I have a student e-mail account that is strictly google apps. The pop3 download works the same way. I'm not sure if you can sync your google calendar, etc. to outlook because I don't use them. (Note to self: check that out). I would think that if you want your PIM to look like outlook, you would use outlook, and if you want your PIM to work like gmail, you'd use gmail apps.

Bill Detwiler
Bill Detwiler

The was a problem with our video encoder that cut off the last half of the video. The complete episode is now live. Again, sorry for the problem.

Bill Detwiler
Bill Detwiler

Sorry for the incomplete video. Something happened with the encoding process prevented the full video from appearing on the site. We should have the complete episode up shortly.