What is Gmail?

Every week, users spend hours checking and managing their emails. But do you know all the features and benefits that Gmail offers? In this article, Signitic gives you the keys to mastering this Google email service. Learn how Gmail can improve your daily productivity.

Why use Gmail?

Developed by Google, Gmail is a free and secure email service. Integrated with Google Workspace, Gmail allows access to tools such as Google Docs, Drive and Calendar, thus facilitating the management of emails, documents and appointments within the same platform.

More than just an email service, Gmail offers an intuitive interface and a multitude of features designed to optimize the management of your emails and improve your productivity.

The benefits of using Gmail for your business

• Centralization of communications: Manage your emails, contacts, and appointments all in one place. You can also integrate other email accounts, such as Outlook or Yahoo, to centralize your messages.
• Collaborate easily: Gmail allows files to be shared directly via Google Drive, making it easy to collaborate with colleagues or with external partners.
• Security and confidentiality: Gmail offers advanced protection against spam, phishing, and malware, while integrating two-factor authentication to secure your accounts.
• Multi-platform access: Whether on a computer, smartphone or tablet, Gmail is accessible from any device connected to the Internet.

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Organize your Gmail inbox

• Create labels: With Gmail, you can easily create labels (or tags) to organize your emails by project, customer, or theme. Access your labels via the sidebar and personalize them with colors for greater clarity.
• Use filters: Gmail filters allow you to automatically classify your emails based on criteria such as sender, keywords, or the presence of attachments.
• Scheduling shipments: Gmail offers the “Scheduled Sending” feature that allows you to choose when and when to send your messages.

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Set up an automatic reply on Gmail

If you are going on vacation or are unavailable for a period of time, Gmail makes it easy to set up an automatic response:

1. Access your Gmail settings by clicking on the gear icon.
2. Select “See all settings.”
3. Go to the “Automatic Reply” tab and activate it.
4. Write your absence message and set the start and end dates.
5. Save changes.

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Gmail shortcuts you should know

To work faster with Gmail, here are some essential keyboard shortcuts:

• Create a new email: Press the button C to compose a new message.
• Reply to a message: Use R to respond to an email directly.
• Search for an email: Type / to access the search bar.
• Archive an email: Press E to quickly archive a message.

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Add a signature in Gmail

Here are the steps you need to follow to personalize your signature in Gmail:

1. Click on the gear icon and then click on “See all settings.”
2. Go to the “Signature” tab.
3. Create a new signature by clicking “Create.”
4. Write and format your signature: add text, images, links to your social networks, or even a banner.
5. Select this default signature for new emails and replies.

With Signitic, you can centralize and personalize the signatures of all your collaborators directly from Gmail, and synchronize them with Google Workspace.

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Use Outlook with Gmail

Yes, you can use Gmail in Outlook. Here's how to add your Gmail account to Outlook:

1. Open Outlook and go to “File” then “Add Account.”
2. Enter your Gmail address and follow the instructions to authorize the connection to your Google account.
3. Outlook will then synchronize your Gmail emails, allowing you to manage them from a single interface.

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