12 Unknown Tips to Use Google Apps efficiently

//12 Unknown Tips to Use Google Apps efficiently

12 Unknown Tips to Use Google Apps efficiently:

Google Apps offers a cheap and effective suite of apps for businesses or colleges or schools looking to move to the cloud.

Here are 10 ways to improve your Google Apps experience. As many Organisations and companies think about the switch to Google Apps, the question is raised of how productive one can be on the cloud-based system. Everyone wants to work with fewer hassles, and i have a handful of Unknown tips for you to use Google Apps efficiently:

1. Access Gmail Offline: If you don’t have internet access, or if you just need to stop the flood of incoming emails while you organize, Their Offline feature lets you work through email without an internet connection. Google app lets you view emails, reply to threads, archive messages and label conversations all while you’re unplugged from an internet connection. Once you get online again, it syncs all of your changes to your account automatically.


How to install Gmail Offline for your Desktop:

  • Go to the app’s page in the Chrome Web Store
  • Click the + Free button
  • Click Add



2. Access your Google Drive files Offline: You can read and edit your saved Google Drive documents when you’re offline. Google Drive offline access is available only on Chrome devices. The way to access this feature now is to copy and paste the below URL into your browser:

  • On a Chrome browser, go to drive.google.com
  • In the top right, click the Settings icon
  • Choose Settings.
  • Check the box next to “Sync Google Docs, Sheets, Slides and Drawings files to this computer so that you can edit offline.” To disable offline access, uncheck the box.


Note: Keep in mind, that this can only be enabled on one Google account per computer.

3. Action buttons in Gmail: With quick action buttons in Gmail, users can respond to event invitations, check-in for flights, view attachments, and review products, among other things, without opening an email. When checking your email in Gmail, look on the far right of the individual subject line and, if there is an action available, there should be a drop-down button where you can select how you want to respond.

4. Use Drive to share files: Google Apps limits attachments to 25 MB, but it will let users to put a link to a Google Drive file, up to 10 GB in size, in an email. When in the “Compose” window, hover over the + at the bottom of the window and it will change to show you  a few different options. Click the Drive logo and you will be able to choose a file from your Google Drive to insert into the email.

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Once you put a file into an email, you will be bring on to pick what access you want to give the recipient. When you have selected the access for the recipient, click “Share and Send” to send your email with the file. The file will appear as a blue link in the body of the email and recipients will have the option to save the file to their own drive.

5. Use Canned Responses for Quick Replies : It’s a lightweight feature in Google Apps but it’s maybe one of the most productive ones. When you find yourself composing the same email over and over again, create an easy to access template for it by adding it to your “canned responses” library. How to Enable Canned Responses:

  • Click on the gear icon in the upper right corner of your Gmail.
  • Go to “Settings.”
  • Click on the “Labs” tab.
  • Go to “Search for a lab,” and type Canned Responses in the search bar.
  • Press the button for “Enable.”



6. Transform Emails into To-Dos: Some people prefer to organize their inbox like a to-do list. If that’s you, check out ActiveInbox: it turns your emails into tasks, showing your action items and replies that you’re waiting on from other people. Or, if you’re fond of Google’s Tasks app, you can make any email an item on your built-in checklist: when you’re viewing any email, click the “more” drop-down under the search box, and select “Add to Tasks”


7. Email filters: This is a great resource for folks who are making the move from Microsoft Outlook and are looking for a feature that is similar to the “rules” feature of Outlook. How to access filters:

  • First click the gear icon on the top right of your Gmail page.
  • Select settings, and Filters tab will be at the top of the settings page toward the middle.
  • Click “Create a new filter” to create a filter based on sender, recipient, included words, attachments, and a couple other options.
  • The import filters options will let you upload an XML file to import filters from that file.


8. Choose the Inbox Look that Works Right for You: If you want to play around with your inbox layout, go to settings (gear icon), click on the “Inbox” tab, and look at the drop-down next to “Inbox type:”.


9. Label emails: One of the easiest ways to quickly clean up your inbox is through the use of labels. Labels are essentially tags to help your categorize certain emails. Labels took the place of the previously-available folders for your inbox. You have the option to create new labels, and the color code them to help with organisation. For example, I use red for my “Urgent” label. How to create new Label:

  • Click on the gear icon in the upper right corner of your Gmail.
  • Go to “Settings.”
  • Click on the “Labels” tab.
  • On Bottom of the page Click on Create New Label button.


Once you have labels created, you can set up email filters to send emails from certain contacts or with certain subjects to a label, bypassing the inbox altogether. This has the potential to save you a lot of time in the morning as you sift through your new emails.

10. SMS appointment reminders: Getting appointment reminders from your Google calendar sent to your phone can really help if you are away from your desk during the day. The first step to setting up the SMS alerts is to enable the feature and link your mobile number in calendar settings. Click the gear icon on the top right of your calendar page and select “Settings.” Then, click the “Sync with Mobile” option and fill out the forms on that page and click save.


Once you enable the feature, you will need to select the reminder to be sent to your phone. When you are creating the event, or viewing an event, you have the option to select a reminder. Once the SMS feature enabled, it should show up on the drop-down menu next to “Reminders.” Once you have selected SMS, finish creating the reminder and it should text you at the appointed time.

11. Sign Out from Gmail Remotely: If you use multiple computers or devices to sign into Gmail and think you forgot to log out, you can do so remotely.

  • Scroll to the bottom of your inbox: You’ll see information about the time and location of the last activity on your account.
  • Click “Details” to see whether your account is still open in another location.



The page that pops up as a result of those commands reveals whether your Gmail account is open in another location, as well as showing recent activity, (which includes whether it was accessed by browser, mobile, POP3 and so on) the IP address; and the date and time. You can also log out of all other sessions from here.


12. Access Google Calendar Offline: If you’re traveling and don’t have access to an Internet connection, you can still access your calendar on your laptop. To enable Offline, you must download the Google Chrome browser.

Click the gear icon and choose “Offline” from the drop-down menu. You’ll be prompted to install the Google Calendar Web application from the Chrome Web Store.

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Once the installation is complete, a new Chrome tab will open and the Google Calendar Web app icon will appear. Click the icon to go to Google Calendar. Next to “Offline,” you should see a green icon with a checkmark. This indicates that your calendar is synched and ready to use offline. If your calendar is still syncing, you’ll see a green spinning icon.



By | 2015-08-25T14:09:30+00:00 August 25th, 2015|Categories: Blog|0 Comments

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