4 Unknown Features of Gmail

4 Unknown Features of Gmail

4 Unknown Features of Gmail: 

Add a vacation reply:
Once you proceed for vacation, you may not be able to check your email for several days. Therefore, if someone shall send a message, he/ she will not receive the anticipated reply. Worse, the sender may not realize that you are not receiving the messages, being on vacation. 

The sender has no way to know, the alternate ways to reach out to you for responses. The sender may even feel that you are deliberately ignoring him. 

How to Prevent This?
You can solve this problem, by creating a vacation reply. It’s an automated reply to anyone who shall email you. It can contain any message you want, but usually it contains:

  • Date of your return from vacation
  • Your alternate contact information 
  • Contact information of co-worker who shall handle questions (if you are unwilling to take up questions during the vacation). 

How to Add a Vacation Reply:

  • Step 1: Click on the gear icon in the top-right corner >Select “Settings”.
  • Step 2: Scroll down to “Vacation Responder” section. Here click on the “First day” field to choose the date you want the vacation reply to start. Now, click on the “Last day” to choose the day, the reply shall stop. It’s not compulsory to choose the Last day.  
  • Step 3: Type the desired subject and the actual message.
  • Step 4: You may like to select “Only send a response to people in my Contacts”. This is because, otherwise the vacation details along with contact and other information, will also be sent even to strangers. Therefore, preferably choose the former. 

However, if you feel that you may receive an urgent message from outside your contacts, you can leave it unchecked. When finished, scroll down to the bottom of the page and click on “Save Changes”. 

Additional Points:
When your vacation reply will be active, a bar at the top of the Gmail window will show your message. To end the vacation reply, you may click on “End now”.

Email formatting:
Gmail allows you to add various types of format to your text, to enhance the look and feel of your emails. To perform formatting, you should click on the formatting button at the bottom of the compose window to see the different formatting options. Now, use them as per your need and requirement. 

However, for serious emails like job applications take care not to format the emails in such a way that makes it look too informal. For example, by use of bright colors  

Adding a signature:
A signature is an optional text that may appear at the end of every email you send. By default, Gmail does not include a signature in the mails, but it's super easy to create one. It typically includes the name of the sender and some contact information like your phone number or email address. However, you can add more information, if you want. For example, you may also add your company’s website URL, work address etc. 

How to Add Signature?

  • Step 1: Click the gear icon in the top-right corner of the page >select “Settings”.
  • Step 2: Scroll down the page until you find the “Signature” section.
  • Step 3: Type your desired signature in the box. You can also change the font and insert an image if you want.
  • Step 4: Scroll down to the bottom of the page, then click on “Save Changes”.

Some Pro Tips:

  • Keep your signature brief and to the point. 
  • Keep in mind that your signature may be seen by complete strangers too (if someone forwards your emails), so take care not to include sensitive personal information like home address, or family member’s phone number etc in the signature.