Virtual PA Studio

Gmail tricks for a virtual assistant

Email tricks on gmail

According to Statista, Gmail accounts for 1.8 billion of the 4.1 billion active email accounts today. With so many active Gmail accounts, knowing some hidden hacks and tricks is helpful for optimizing your Gmail experience.


Creating labels in Gmail


Using labels for Gmail can keep your mailbox looking clean and make it easier to organise. You can use any name and colour and apply several labels to a single email, all your labels can be found on the left panel making it easier for you to scroll through and find what you are looking for.


How to create a label in Gmail


  1. Go to settings, the gear icon on the top right, and select “see all settings”
  2. Click the labels menu item. It’s next to general
  3. Scroll down the page and click on the “create new label” button
  4. Name your new label
  5. Click create


Colour-coding your labels


Now that you have created your label, it’s time to bring it to life by adding colour coding. When you colour code in Gmail, the colour draws your eyes and helps you quickly identify items by their category.


Colour-code your labels in Gmail


  1. Find your label’s name on the left-hand side of your Gmail inbox. Scroll through the left-hand-side panel of your Gmail account until you find the created Gmail label.
  2. Click the 3 dots. Hover over it and click on the 3 dots display a number of options. …
  3. Select Label colour. …
  4. Pick your colour.


How to unsend an email


According to statistics in 2020, over 300 billion emails were sent every day, so it’s not surprising that we’ve all sent an email we wish we could take back. With Gmail, you can.

After sending an email, a small box will appear in the lower right asking if you would like to unsend. You can alter the settings so that it appears onscreen for longer than the standard five seconds.


How to Enable Undo Send in Gmail


  1. Navigate to Settings in Gmail, under the mechanical gear icon.
  2. Scroll down in the General settings tab to the Undo Send option and check the box next to it. Adjust your window of time as necessary.
  3. Click “Save Changes” to save your new settings.


Advanced search


Gmail’s advanced search operators allow you to quickly find emails that you need. You can search by sender, receiver, date, words or even attached file and more.

Gmail search operators are text strings made up of words and symbols that you can use in the Gmail search box. You can also combine operators to filter your results even more.


Here’s what they look like:


Specify by sender – from: Sarah

Specify by recipient – to: David

Messages that have an attachment – label: attachment

Search for an exact word phrase – “dinner and movie tonight”


You can see the official documentation from Google here


Gmail is free, but that doesn’t mean it has to be basic in function. Get the most out of your account by applying all the available features and let us know what email system you prefer, Outlook or Gmail?