Ravi Shankar

Tweaking Apps

GMail

Create a gmail group from mail recipients

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In this article, let us see the steps required to create distribution list in gmail for email addresses in To, Cc or Bcc fields.

Step 1: Open Gmail with recipients for which you want to create a mail group.

Step 2: Select “Reply all” option so that you can see Cc and Bcc fields as well.

Step 3: Select the To option to launch the Contacts screen.

Step 4: In the Select Contacts page, the recipients email addresses in the To fields would have been already selected. Now click the Manage labels option.

Step 5: Select Create label option and enter a name for your new mailing list and then Save the list.

In the above example we have created group based on the email addresses in To fields. You can follow the same steps for creating a mail group recipients in cc or bcc fields.

Create distribution list in Gmail

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Distribution list or mailing list is quite useful when you want to send email to multiple recipients at the same time. You can create a distribution list using Google Contacts and this can be used in Gmail for sending emails.

  • Access Google Contacts. – contacts.google.com
  • Click “Create Label” option available on the left hand sidebar.
Create labels in Gmail
  • Provide a name to the label. I am planning create a mailing list for all freelancers.
  • Go to contacts and select the contacts which you want to add it as part of “Freelancers” label

Once all the contacts have been added, navigate to Gmail compose window . Now the newly added distribution list / label will be available..

De-Clutter Gmail Inbox using filters.

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One way of organising Gmail Inbox using the Filter option available as part of the settings. Let us say you want to move all your “Amazon” related emails from Gmail Inbox to another label.

Navigate to Gamil Settings then “See all settings”

Click “Create a new filter” option under Filter and Blocked Address tab.

In the From field enter “Amazon” or the address/mails which you want to move from your Inbox then click “Create filter”

I have gone with the above option, Skip the Inbox, Mark as read, Move the emails to a label “Amazon”. To apply this filter immediately, select “Also apply filter to matching conversation.

Now all the matching emails will be moved to the “Amazon” folder and marked as unread. Initially this operation might take time depending upon the no of emails matching the filter criteria. Any new email matching the filter condition will be automatically moved to this label.

How to remove automatic hyperlink in Gmail Signature

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In Gmail, any websites addresses in signature are automatically converted in to hyperlinks. For example, if you have added signature with web address and when you do a compose new message, it will automatically display the web address as hyperlink.

There is no settings that is currently available in Gmail that would turn off these hyperlinks. But there is a work around which can be done for each individual email message.

Gmail Plain Text Clicking the Compose Mail button would open a new compose mail window populated with signature. Now click the Pain Text option above the message text area to remove the hyperlink. In case if you plan to use other formatting option for writing the email then click the Rich formatting option. By this way you can manually remove the hyperlink from the web address in Gmail.
Gmail Rich Text Formatting

How to recall a message in Gmail

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Gmail provides similar feature like Outlook which can be used to recall a message. This feature can be enabled using Gmail Settings.

1. Logon to your Gmail account.

2. Click on the Settings link available at the top right hand corner next to your email id.

3. In Settings screen, navigate to Labs section.

4. Scroll down to Undo Send section and select the Enable radio option and Click Save changes button to apply the changes.

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5. In the General section, navigate to Undo Send section and set the cancellation period. The available values are 10 and 20 seconds. This specifies the time before which you can use the recall or undo send feature. Click on the Save changes button.

Now if you send any email message, Gmail will display a Undo link as shown below.

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If you click on the Undo link, the email message will be recalled. This Undo link will be available only for the time period specified in the Gmail General Settings.