Ah, Gmail. We’ve been together for so long. If you’re like me, and probably the billion-plus other people who use Gmail on a regular basis, you have mixed feelings whenever you open your inbox. You probably spend more time reading, writing, sending, and receiving emails than you’d like—pulling yourself away from more profitable work. You probably have a sense that you could be getting more done, or could be working more efficiently, or could be enjoying yourself more in the process. With the right Gmail tools, these things are all true.
One of Gmail’s greatest perks is its openness to modification and addition. There are hundreds of Gmail tools, both within Gmail and offered by third-party companies, designed to make your Gmail experience better—whether it’s allowing you to write emails faster or helping you stay organized. If you’re able to make use of them, you’ll learn to fall in love with Gmail all over again, and you’ll be able to work more effectively and enjoyably in the process.
That’s why I’ve compiled this list of my 61 favorite Gmail tools, all of which have the potential to make your life better.
How to Use Gmail Tools
Gmail tools are all about improving your performance, in one way or another. But how you use those tools matters almost as much as the types of tools you use. So before I start digging into my 61 favorite tools, you should keep the following pieces of advice in mind:
- Recognize the different types of tools. The term “tool” is a bit vague, intentionally, because it can refer to several different options that can improve how you use Gmail. For example, there are some tools built into Gmail that you might not have known existed. There are also standalone apps that can be used by themselves or with Gmail to improve your experience. There are also Chrome extensions that work in your browser which, if used correctly, can improve how you email. These types of tools demand different levels of commitment and offer different levels of assistance, so be aware of how they can be used in different ways.
- Start with one. If you install and start using 61 different Gmail tools in one week, I guarantee that you won’t see much of a benefit from using them. You’ll be so busy toggling between the different tools that you won’t have a chance to get to know any of them extensively. It’s much better to focus on just one tool at a time. It takes longer to build your familiarity, but it’s worth it in the long run.
- Prioritize integration. Gmail tools work best when working closely with Gmail. If you have the chance to integrate an app within Gmail itself, rather than using the app separately, take advantage of it.
- Experiment with new tools. Chances are, some of these Gmail tools are immediately going to jump out at you. They may purport to solve some email-specific problem you’ve faced in the past, or may simply seem like they’re cool. I do encourage you to try these and gain familiarity with them, but I also encourage you to experiment with some tools you might not ordinarily consider. Breaking out of your comfort zone can introduce you to new ways of working (and thinking) that could dramatically improve your productivity.
- Be as consistent as possible. Most of these tools are designed to bring organization or efficiency to your life, but they aren’t going to work unless you do them consistently. Only using your calendar half the time won’t be much of an improvement over never using it. It takes time to see the effects, so stick with your apps as long as possible.
Gmail Tools Already Within Gmail
Let’s start by taking a look at the Gmail tools that are available within Gmail. These are some of the most notable:
Google Calendar gets a first mention because it’s the first add-on (by default) on the right-hand side of your Gmail desktop app. If you’re currently using Google Calendar to keep track of your meetings and events, you can click this blue button and get a quick view for all your current events. You can also use it to open Calendar in its own app, if you prefer that method of viewing your schedule. If you’re viewing an email, you can click on the stacked ellipses to create a new event based on the content in that email—think of it as an automated way to convert your emails to a calendar event. Of course, if you don’t use Google Calendar or don’t like its layout, this may not be a good app for you.
Google Keep is located in that same handy right-side toolbar as Google Calendar, directly underneath it as a yellow icon. Google likes to keep all its apps working well together, so if you’re used to relying on Google Keep to take notes and review information, you’re going to get enormous value here. With Google Keep, you can create lists and sub-lists on whatever you’d like—taking notes on meetings, converting emails to notes, or cross-referencing notes from different meetings or events. It’s super convenient for when you want to get your many job responsibilities in order.
Though it doesn’t exist as a standalone app the way Google Calendar and Google Keep do, Gmail offers a convenient “tasks” icon in the same location as those two aforementioned apps. With it, you can create and manage tasks related to your job (or your personal life, if you’re so inclined). Creating tasks is easy, and you don’t have to open another app to keep track of them. If you’re the type of person who likes to manage their life with tasks and sub-tasks, this is ideal—plus, you can convert your emails to to-do items with a single click.
Google Drive is yet another Google app that carries favor in the context of Gmail. If you use it to store files for your team, or keep track of your most important work, you can conveniently use the built-in Google Drive tool to attach your files to email drafts. With a composition window open, you can click the Drive icon (located at the bottom of the window) and pull up a list of all your stored files. From there, it’s a simple matter to find the exact file you’re looking for.
By the name, you might suspect that you’re already using Google Inbox, but Google Inbox is a tool that’s separate from the traditional Gmail experience. On the backend, the email service is the same, so it’s not like you’re switching providers, but Inbox has a completely different design and a different suite of features, most of which are designed for task-oriented people, such as built-in reminders, unsubscribe cards, and newsletter previews. Just act quickly if you want a taste—Inbox may be going away in a few months.
6. Canned Responses.
Canned Responses isn’t turned on by default in Gmail, but you can access it pretty readily under Advanced Settings. When turned on, you’ll have the ability to create and access “canned responses” (as the name suggests), or pre-built sentences and paragraphs you can call upon immediately. For example, if you find yourself writing out the same opening paragraph to almost all of your new leads, you could create it as a canned response and add it with just a click. Even if you only use it a few times, you’ll save yourself minutes to hours of productivity—and spare yourself the tedium of typing out the same responses over and over. See our full guide on setting up Gmail email templates for more information on how to use this handy tool!
7. Custom keyboard shortcuts.
Custom keyboard shortcuts are another built-in tool hidden under Advanced Settings (previously known as Gmail Labs). With this feature turned on, you can create your own keyboard shortcuts, so you can access your most important functions and favorite features with just a keystroke, instead of manually navigating to the right area and clicking with the mouse.
Snooze is a relatively new tool introduced to Gmail, and one that not many people know about. When you have an email open, you can click the clock icon at the top to “snooze” the email, directing Gmail to resend you that email at your chosen date and time. That way, if you have an important email that you can’t address until Friday, you can send it to yourself on Friday—clearing it from your immediate focus and simultaneously ensuring that you don’t forget to respond when it’s appropriate. You can also access your currently “snoozed” emails at any time by clicking on the clock icon on the left-hand side.
Gmail is packed with features, some of which are relatively unknown and (occasionally) hard to find, but I can’t really count them as “tools.” For example, there are more than 100 built-in keyboard shortcuts designed to save you time on manual actions, if you enable them. Keep reading the EmailAnalytics blog for more tips on how you can get the most out of Gmail—even without the use of outside tools.
Apps Designed to be Gmail Tools
Now, let’s turn our attention to apps specifically designed to work with Gmail (or at least with email platforms in general). These third-party apps and Gmail tools are meant to make your email experience better, oftentimes by relying on data generated in your account or by integrating with your platforms directly.
If your goal is working more effectively, or just better understanding your email habits, there’s no better Gmail tool than EmailAnalytics. When you sign up for EmailAnalytics, you’ll gain access to dozens of metrics about you (and possibly your team members’) email habits, including which days and times are busiest for you, how long you spend writing and reading emails, your top senders and recipients, and how many emails you send per day. It’s extremely useful for improving your productivity and understanding your work habits, which makes it ideal for use in combination with any of the other Gmail tools on this list. With EmailAnalytics, you can take a snapshot of your performance, then measure the productivity increases you see when using other apps.
If you’re looking for an add-on to make it easier to schedule reminders and email drafts to be sent in the future, Boomerang for Gmail is a strong choice. With it, you can create emails and choose when they’re sent out (so you can avoid late-night or weekend emails, or pretend you’re burning the midnight oil). You can also set reminders for yourself, and delay emails so you can read them when they’re most convenient for you. There are also peripheral features like Respondable, which can improve your email writing style.
If you’ve ever been concerned about the privacy or security of your Gmail account, consider using Virtru. It’s part of G Suite, and you can use it to protect all (or some) of your emails with end-to-end encryption. You can also customize viewing settings so the wrong people don’t lay eyes on your most important messages. With a full dashboard, you can manage permissions, set rules for certain types of content, and add watermarks to certain documents and attachments for even more protection.
If you open up Gmail and get frustrated, stressed, or just sad at the sight of the disorganized mess of your inbox, try using Mailstrom. It’s designed as a cleanup tool for Gmail (or pretty much any other email platform), intended to minimize the time you spend organizing things. With it, you can filter your messages based on several parameters, like subject, sender, subscriptions, time sent, and so on—once you’ve got the right collection of emails, you can delete them all at once, or sort them where they belong.
BombBomb may or may not be useful to you, since it has a somewhat niche functionality. This app makes it easier to record your screen and send the finished video over Gmail; it’s super intuitive, and makes attaching video a breeze. Plus, it’s equipped with tools that notify you when your videos are watched, so if you’re sending demo or instructional videos, you can get better metrics on how those videos are performing with your sales prospects. If you’re interesting in conducting video calls over Gmail, be sure to see our guide on how to Gmail video call.
That’s not a spelling error—Sortd is another Gmail tool that helps you get your inbox organized. With it, you’ll be able to categorize your individual emails into thematic lists, and capitalize on a Scrum board to keep track of your progress on each email. This can be used for almost any role or department, but is perhaps best for sales professionals, who can sort their emails into lists like “prospect,” “contacted,” and “closed sale.” You can create your own categories if you’re interested in experimenting.
If your Gmail is frequently cluttered, it’s probably at least partially due to a number of newsletter subscriptions that you no longer use or weren’t interested in to begin with. For some reason, it’s much easier to delete or ignore those cluttering emails than it is to click the link at the bottom of them that allows you to unsubscribe. But Unroll.me makes it easier to unsubscribe from all your unwanted email lists at once, or individually with a single click. All it takes is 10 to 15 minutes of your time.
SaneBox is yet another Gmail tool designed to clean your inbox—with a few extra features that might make it your favorite. It works with not just Gmail, but any email platform, and allows you to send any non-pressing or unnecessary emails to a “SaneLater” folder. You can also group all your email newsletters, or otherwise cluttering email types to a single folder that you can browse at any time, and create custom folders to help you keep tabs on your most important messages and threads.
Have you ever wondered if and when that sales prospect ever read the email you sent them? Gmelius is a Gmail tool that can make your life simpler. It offers a seamless integration with the Gmail app, and once baked in, you can use it to track when your messages are seen and when they’re read—as well as when your links have been clicked. You can also use it to schedule emails for the future and assign incoming customer messages to different members of your team. This makes it a good tool for collaborative environments, and for teams attempting to work better together.
18. Find Big Mail.
Have you guessed what Find Big Mail allows you to do? Google offers Gmail users ample storage for their emails, but if you find yourself frequently sending videos, high-res images, or other monstrous files, you’ll eventually come up against that limit. Find Big Mail is a Gmail tool that allows you to quickly and easily find your biggest, most space-intensive messages so you can delete them and move on with your life.
People don’t like running around or using multiple apps to get basic pieces of information. It’s also helpful to have your brand on display somewhere in your email so people know instantly who they’re communicating with. You can address both points with WiseStamp, a Gmail tool that allows you to customize a professional email signature. You can add pieces of information like your name, phone number, social media links, and even a headshot, depending on your preferences. And if you’re an independent contractor or business owner, you can also use it to create your own website or business cards.
20. Right Inbox.
Right Inbox is a Gmail tool that comes with four features designed to improve your email productivity. With it, you can schedule your emails in advance and set up email reminders, as well as create private email notes that only reach certain recipients. You can also create recurring emails, which are perfect for periodic tasks that eat up time when you have to manually create them.
One of the most stressful things about email is the constant bombardment of new messages. If you’re like most of us, you’re getting a steady stream of notifications throughout the day, distracting you from your more important tasks and occupying a disproportionate amount of your time. BatchedInbox attempts to relieve this stress by giving you the power to “batch” your emails, so you receive them only at designated times. For example, you might opt to only receive emails at the top of every hour, so you can stop the parade of notifications and get more work done without interruptions.
The next section features tons of CRM and project management platforms that also happen to offer Gmail integrations, but Streak is a bit different—it’s a CRM platform exclusively designed to work within Gmail. With it, you can track the people who have seen your emails, categorize the emails you’ve received, and share emails with the team—like if you need to assign an inbound customer email to someone in your service department. Like with most CRMs, it’s ideal for sales, marketing and advertising teams, but can also be used for anyone interested in better task management.
23. The Email Game.
The Email Game attempts to gamify the process of clearing out your inbox, and it does a pretty good job of it. When you link your Gmail account with this app, you’ll have a set amount of time to randomly view and analyze individual emails from your account, then sorting them to the proper folder or deleting them entirely. If you take one of these actions, a progress emoji gets a little happier, but if you skip an email, it gets a little sadder. It’s a bit of a gimmick, but it can be helpful if you want to feel like you’re achieving something measurable when organizing Gmail.
ActiveInbox is a Gmail tool as well as a Chrome extension designed to help you visualize your inbox as a mega to-do list. When you’re using the extension, you can set due dates and tasks for each individual email and cross them off as you complete them. You can also schedule reminders for your overdue tasks, sort your emails into various categories, and flag emails that require further attention (or more details). Not everyone will benefit from the to-do list approach, but many people will find it useful.
Apps That Support Gmail Integration
There are also standalone productivity and project management apps that offer the potential to integrate with Gmail. Historically, Google has made it easy for third-party developers to create apps that work well with Gmail, and developers have heeded the call by making sure their apps come with a Gmail add-on—or are able to use data from your email platform to improve your overall experience.
These are some of my top choices here:
In the last section, I mentioned ActiveInbox as a Gmail tool that can help turn your email inbox into a to-do list. Todoist does something similar, but it has more flexibility and some functionalities that exist outside of Gmail. With Todoist, you can easily manage your tasks within Gmail and keep track of different categories of to-do items with color coding. This makes it easy to rely on Todoist for both personal and professional tasks, or use it for multiple professional responsibilities and priorities simultaneously.
One of the less important (but more entertaining) options on this list is Giphy—a Gmail tool you can use to add animated gifs as a bit of flair in your emails. If you work for a company that’s strict about its professional image, this may not be a good choice, but if you’re working with a down-to-earth team, or if you’re relying on Gmail for lots of personal conversations, there are some feelings that are genuinely best expressed in gif format. Just try not to get too carried away.
If you’re already using Asana as your project management app of choice, it’s a no-brainer to start using it as a Gmail tool. With the core Asana app, you can create various projects, tasks, and sub-tasks for your team members to accomplish, assign the right people to those tasks, and manage the conversations necessary to get those tasks done. In Gmail, you can view those tasks and projects at any time, and automatically turn your emails into new tasks and projects, ultimately saving you tons of time.
Trello is another project management option if Asana isn’t your cup of tea. It offers a different layout for project management, focusing on a style of organization that relies on vertical boards to denote tasks in various stages of development (such as “being considered,” “in progress,” or “done.”). When you use it with Gmail, you’ll have a mini pop-up that gives you a status update on your current projects, and you can convert your emails into tasks with a click (turning your subject line into the task title and the body into the task description).
Copper is one of a few CRM platforms that work well as a Gmail tool. Like many CRM platforms, it focuses on customers, allowing you to create and track leads through various stages of the sales process so you can get a better feel for your conversion metrics. In Gmail, it helps you keep track of your conversations and turn Gmail contacts into new entries within the platform. It even has a chat bot that keeps track of new topics and changes in your team chats.
In the same family of project management apps as Trello and Asana, Smartsheet relies on calendars, forms, task creation, and chat features to help your team stay in constant contact. You can also utilize certain types of automation to help you handle work faster. When you integrate Smartsheet into Gmail with G Suite, you can take any open email and convert it to a task, or add it as a note (including all its attachments) to an open project in the platform.
Wrike originates as a project management app, but one that differentiates itself by putting focus on collaboration. When you add it to your Gmail account, you’ll be able to pull up detailed information on your tasks and projects within Gmail—so you can reference those bits of information when you’re drafting an email to a teammate. You can also take existing emails and convert them into tasks, and change some task details without leaving the Gmail app.
As a company, Dialpad is a business communications provider, so it makes sense that their G Suite addition attempts to make communication faster and smoother within your team. Within Gmail, you can send messages and make calls within Gmail using Dialpad’s services, making it an all-in-one communication suite. If you’re not already using Dialpad’s services, it may not be worth it purely for the Gmail benefits, but it’s a handy integration if you’re already a customer.
For most people, it’s much easier to dictate notes than it is to write them or type them, which is what makes Otter such a time saver. When you use it in Gmail, you can verbally communicate your thoughts and ideas, or dictate your email drafts so you can write them out faster. Otter’s error rate is super low, so you shouldn’t have much of a problem with misunderstandings, and if you use it consistently, you could save dozens of hours over the long term.
1Password is a little different than the other Gmail tools on this list. It’s not meant to make your experience within Gmail more efficient or add new features to your overall Gmail experience, but it will simplify your life if you find yourself logging into Gmail regularly, or forgetting your new passwords whenever you reset them. It’s a comprehensive password management tool designed to keep all your account logins in one place, so they can remain secure without requiring you to keep tabs manually on dozens of credentials.
35. Detective by Charlie.
Detective by Charlie bills itself as the “intelligence platform for sellers.” Within Gmail, you can use it to automatically do research on your incoming prospects. For example, as a sales rep, whenever you get a new email from a website signup, you can quickly search for information on the person who sent the message, analyzing where they work, how they use social media, and other information.
Chrome Extensions as Gmail Tools
Then there are Chrome extensions that function as Gmail tools. Assuming you use Chrome as your primary browser, you should be familiar with extensions—they’re (usually) small apps or bits of code designed to serve a specific purpose. Some of these extensions are designed specifically for Gmail (or, as usual, email platforms in general), while others provide functionality that just so happens to improve the average user’s email experience.
In any case, I recommend you try these extensions to improve your productivity and your overall experience with Gmail:
Like many of the Gmail tools on this list, BitBounce is free, and it’s ridiculously easy to use. With it, you’ll connect your existing Gmail account, and whenever someone you don’t know tries to send you an email, they’ll have to pay you a small fee. Your existing contacts will never see the auto-response message, and people who decline to pay will never make it to your inbox. You’ll either receive fewer spam and unfamiliar emails or you’ll get paid for the hassle of receiving them.
37. Send From Gmail.
Send From Gmail is a service that makes Gmail your default email app in Chrome. Whenever you click an email address on a website, you’ll automatically open a Compose window for Gmail. It’s a simple addition, but one that will spare you the annoyance of manually opening a Gmail window.
Actions for Gmail isn’t as useful as it used to be, but you may still find its icons preferable to the ones available by default within Gmail. This extension will present you with small buttons next to each email in your inbox so you can take action on it as conveniently as possible. Marking, deleting, archiving, and snoozing are all options here.
With Dittach, users have now deleted nearly 6 million files from their inboxes. If you find yourself consistently coming up against storage limits in Gmail, or if your bosses are on you to keep your storage levels low, you can use Dittach to find the biggest files occupying space in your inbox. From there, you can delete the attachments without deleting the emails—so you can keep the valuable information, and declutter the files just taking up space.
You might have heard of FlowCrypt before, when it was called CryptUp. As the name suggests, this Gmail extension is all about encrypting the emails you send—so you can rest assured they get to your recipients securely. You can choose between a traditional Compose window and a Secure Compose window when you draft a new email, and rely on PGP encryption when you send an email with Secure Compose.
41. Rename Email.
Do you ever get frustrated by receiving emails with subject lines that don’t make sense? Now you can manually adjust them to better reflect their contents. Rename Email allows you to, well, rename your emails to whatever you’d like. It’s ideal for the organization-obsessed emailer who just wants things named appropriately.
42. Clearbit Connect.
From Clearbit, there’s Clearbit Connect, an extension that makes use of Clearbit’s data collection and management technology to give you more information on the people you’re messaging. It’s ideal for salespeople and entrepreneurs who want fast facts on their top prospects—without having to abandon Gmail to log into a separate CRM platform or search window.
43. Just Not Sorry.
Little tendencies in your speech patterns can have a massive effect on how you’re perceived by others in a professional environment. If you frequently use words that undermine your thoughts, like “I think,” “I’m sorry,” or “I’m not an expert,” it can weaken your credibility over time. Just Not Sorry is a Gmail extension that automatically detects and highlights these phrases, so you can see them and edit them before you send the email.
44. Inbox When Ready.
One common theme in this list is managing your incoming emails to minimize interruptions throughout the workday, and Inbox When Ready is another Gmail extension that grants you that functionality. When enabled, your inbox will be hidden, and you can set limits on yourself to check your inbox a specific number of times each day—that way, you can gain more awareness of how often you check your inbox, and reduce your reflexive impulse to check for new messages.
45. Batch Reply.
If you’ve ever found yourself facing several emails from employees or customers asking the same question, you’ll immediately understand the value of Batch Reply. As the name suggests, Batch Reply allows you to open multiple emails and reply to all of them with a single response. It spares you the effort of retyping or copying and pasting your reply—just make sure your message is appropriate in tone and wording for all the recipients on your list.
Ginger is one of a few grammar and spelling checker Gmail tools on this list. It’s true that Gmail has a spelling checker built in, but it isn’t exactly comprehensive. With Ginger, you’ll get automatic notifications when something you’ve written is “off” in one way or another, and some predictive suggestions on ways you could correct the error.
Like some of the other items on this list, the Dropbox Chrome extension is only really useful if you’re already using Dropbox as your file storage and sharing platform of choice. If you’re jealous of Google Drive’s built-in features to make attaching stored files easier, this extension is right for you—it allows you to seamlessly share and attach your Dropbox files within Gmail (and any other email platform you might use).
48. Hubspot Sales.
Hubspot Sales used to be known as Sidekick because it’s designed to play the role of an assistant. With it, you can keep track of the emails you’ve sent and received in Gmail, you can draft and schedule emails to be sent in advance, and you can create and manage an archive of documents your entire team can share, such as contracts. It’s good for keeping tabs on your prospects, especially if you use Hubspot’s other software.
Earlier in this list, I referenced the many keyboard shortcuts built into Gmail, and the possibility of creating some of your own. They all have tremendous potential to save you time, but only if you can learn them—and nobody has time to sit down and memorize them. KeyRocket helps you out by giving you a prompt whenever you take an action that could have been simplified with a keyboard shortcut, so you can learn those shortcuts faster and more conveniently.
When you install Mailtrack, you’ll be able to keep track of when your emails are received or opened—which is ideal for sales staff or entrepreneurs who want to know whether their prospects are receiving or opening their messages. A simple system of green checkmarks will let you know which emails meet which criteria. Just make sure you use the professional version, as the free version will notify your recipients that the email was sent with Mailtrack.
51. Simple Gmail Notes.
I hesitated to include Simple Gmail Notes on this list, since Gmail has a built-in Notes app, but everyone has different preferences for how they write and retrieve notes, and this extension might suit your needs better. Give it a try if you’re looking for something different.
HelloSign is perfect if you find yourself sending or receiving documents that require signatures on a regular basis. With it, you can preview and fill out documents that require information from you, and sign and initial wherever it’s appropriate. It simplifies the signing process, while keeping your signatures secure.
53. LinkedIn Sales Navigator.
The Gmail tool formerly known as Rapportive has evolved to become LinkedIn Sales Navigator, a tool designed to help you find more information on your sales prospects (or spare yourself the embarrassment of forgetting key details about your clients). When enabled, you’ll automatically view LinkedIn information on whomever you’re emailing, and you’ll get profile previews when mousing over each contact’s name. Be sure not to miss our detailed overview of Linkedin Sales Navigator vs Linkedin Premium and our guide on how to use Linkedin Sales Navigator.
Digify gives you more control over the attachments you send over Gmail. For starters, you can get notifications when someone receives or opens your attachment, which is ideal if you’re sending out quotes or bids. You can also set a timer for your attachments to self-destruct after a set period of time, which is useful for documents that expire, and you can revoke some attachments completely.
Like Mailtrack, Followup.cc allows you to get a notification when your email is received or opened, but it comes with a few extra features. With it, you can get a notification when an email you’ve sent hasn’t gotten a reply within a specified period of time, and you can even schedule automatic follow-ups if you don’t hear back within a few days.
56. Checker Plus.
Checker Plus is best used for people who have multiple Gmail accounts to manage. Once you have it enabled, you can take advantage of color-coded desktop notifications, so you get automatic notifications across all your accounts without getting confused on which emails are associated with each account. It’s a good way to keep an eye on all your communications throughout the day—especially if you always have a Chrome window open.
If you’re tired of people tracking whether you’ve received or read an email, it’s time to start using PixelBlock. With this Chrome extension, you’ll get an automatic notification whenever someone attempts to track an action you take within Gmail. By default, you’ll automatically block these attempts—so nobody can tell when you’ve read their email. Be aware that extensions like these exist if you plan on tracking read receipts with an app like Mailtrack.
58. Strikethrough, etc.
I feel like Strikethrough, Etc. was made for people who were unhappy with the amount of flair in their current emails. As a Chrome extension, it allows you to use formatting and text options that are otherwise unavailable, like using micro capital letters, upside down text, and, as you might expect, strikethroughs. It’s better for use in casual environments, but can help you mark up important emails as well.
If you frequently email people you don’t know very well (or total strangers as prospects), you should try using Discoverly. When you draft an email to someone, you can call upon this Chrome extension to learn their name, employer, and other information drawn automatically from social media. It doesn’t work on everyone since it relies on public information, but it can be a useful tool in your arsenal.
Grammarly has become the top name in the realm of grammar checking tools for a reason. Its Chrome extension will constantly monitor your typing, so it can alert you when one of your email drafts contains a spelling error, or a sentence structure that doesn’t make sense. Again, Gmail does have a built-in spell checker, but it isn’t comprehensive, so if you want an extra set of digital eyes to check your work before sending, this is the tool for you.
61. Auto Text Expander.
Not everyone will benefit from the Auto Text Expander Gmail tool, but for some Gmail users, it’s going to be a godsend. With it, you can program a set of premade chunks of text and corresponding keystrokes so you can access those chunks quickly. For example, you can set a frequently-used paragraph to appear every time you type a unique word or string of characters, so you aren’t forced to type it out (or find, copy, and paste it) every time you need it. Just be careful not to use it so much that people catch on to your repetitiousness.
If you try just one of these Gmail tools every week, it’s going to take you more than a year to go through them all. And by then, there will probably be even more Gmail tools, apps, extensions, and add-ons to try. If you experiment freely, and keep the ones that work, you’ll have the power to multiply your productivity many times over—and enjoy yourself in the process.
Everything starts with a better understanding of how you’re using Gmail—how many emails you send, how you spend your time on Gmail, and how productive you are, overall. Once you have a solid measurement for how you’re improving, you can decide which tools to keep more intelligently. Be sure to also check out our big post on Gmail tips to supercharge your productivity!
To get that measurement, start by enlisting the help of EmailAnalytics. With it, you’ll learn dozens of metrics about you (and your team’s) email habits, so you can spend your time on Gmail more efficiently, communicate more effectively, and ultimately get more done. Start your free trial today!
Jayson is a long-time columnist for Forbes, Entrepreneur, BusinessInsider, Inc.com, and various other major media publications, where he has authored over 1,000 articles since 2012, covering technology, marketing, and entrepreneurship. He keynoted the 2013 MarketingProfs University, and won the “Entrepreneur Blogger of the Year” award in 2015 from the Oxford Center for Entrepreneurs. In 2010, he founded a marketing agency that appeared on the Inc. 5000 before exiting it in January of 2019, and he is now the CEO of EmailAnalytics, and co-host of the podcast The Entrepreneur Cast.