Google Mail, or more simply known as Gmail, has long been the one of the most preferred, if not the most preferred, electronic mail service providers ever since it was first created. Of course, its primary uses, coupled with its well designed User Interface, make it highly viable for many people around the world.
In spite of the platform’s popularity, the Gmail team has not stopped improving their services, or including bonus features that users can easily access, including some of the nifty hidden features that you probably haven’t heard of before.
Do you know that you can unsend an Email? Do you know that you can use one email as several “different emails” and still control all of them in one account? Gmail has very interesting hidden features, and here are some of the top ones that you can definitely use no matter what your profession is:
Of course, because the errant nature of humanity, you would experience, at certain times, sending an email to the wrong person, or sending the wrong email to a person. Either way, there’s usually nothing else you can do because the recipient have already got the digital mail in a matter of seconds.
What you may not know is that you can still avoid these situations – especially the ones that can humiliate you, put you in a tight spot, lose your client, or maybe lose your job – because of a bonus feature in Gmail. You can actually recall a message you sent when using Gmail.
Yes, you can undo sent emails even when you’ve already sent it, ultimately prevent the recipient from reading your erroneous message. Here’s how:
First, turn on Undo Send
- On your computer, open Gmail.
- In the top right, click Settings.
- In the “Undo Send” section, check the box next to “Enable Undo Send.”
- In the “Send cancellation period” section, set the amount of time you want to decide if you want to unsend an email.
- At the bottom of the page, click Save Changes.
To Undo sending your message
- After you turn on Undo Send, you can cancel sending an email.
- After you send a message, you would see the message “Your message has been sent” and the option to Undo or View message.
- Click Undo.
Creating Unlimited Number of Aliases
Your Gmail email address can be used in many ways using different aliases. The best thing is that these aliases all receive their mails and keep them in one account. For example, your email firstname.lastname@example.org can be used as email@example.com. Here’s how:
If you want to keep track of how your email address is used (i.e., when you sign up to a newsletter), add “.” (period only) anywhere in your username. This way you create a new alias email address and all the messages sent to that new ‘alias‘ address get forwarded to your primary Gmail address.
For example, if your Gmail address is firstname.lastname@example.org then you can make variations like
Note: You can only change the username, not “@gmail.com”
Any email sent to the alias email addresses goes straight to email@example.com. This trick can be really useful when you sign up to different newsletters and you start receiving spam. With this, you would know which newsletter gave your email address to spammers.
You can also append a plus (“+”) sign and any combination of words or numbers after your email address. For example, if you are using firstname.lastname@example.org, you could send mail to email@example.com or firstname.lastname@example.org. You get the same results as above and can instantly recognize where the email was entered. This is also the best way to subscribe to many different websites because you can easily manage your inbox accordingly.
In doing so, you can also register newsletters from CNN with email@example.com and from the New York Times: firstname.lastname@example.org. You can even use email@example.com, firstname.lastname@example.org, email@example.com, and infinitely many other websites. You can even use a combination of the above 2 tricks. You can build something like firstname.lastname@example.org
All emails sent to the alias email addresses get forwarded to email@example.com. The real value in being able to manipulate your email address is that it makes it really easy to filter on those variants. You could use firstname.lastname@example.org when you sign up for online banking and then set up a filter to automatically start, archive or label emails addressed to username+bank. You can also use this when you register for a service and think they might share your information.
There are still people who are using fax today, and with businessmen, faxing as a technology is more than relevant even with the modern age. Because of this, the Google fax service has become totally relevant and highly useful especially for entrepreneurs. Google fax is basically a channel for the physical fax messages to be sent and distributed through email, and vice versa.
While new cloud technologies continue to evolve, faxing is still recognized as an effective mean for business communications worldwide, since no single technology has actually superseded faxing. In fact, many businesses are adopting a cloud-based fax model that simplifies their existing workflows with email-based faxing with the added benefit of eliminating the need to maintaining fax servers, telco lines, maintenance agreements, etc.
Here’s how to use it:
Using Google fax is very simple. It is similar to traditional emailing but with a few differences, mainly that the fax number is entered on the TO field, the fax contents are attached to the email and that the MESSAGE field is the cover page. Please note that to try out the steps below, you need an account with a fax service.
STEP 1. Enter your Gmail account, and click on the COMPOSE button to start creating a new email.
STEP 2. On the TO field, enter the desired fax number followed by “@faxprovider.com”. Here, replace faxprovider.com with the domain given by your Gmail fax service provider. As an example, you would send a fax using eFax like this: email@example.com.
Please refer to your service’s welcome email or Help section to learn which domain to use.
STEP 3. Enter the message you want to appear on the cover page using either the SUBJECT or the MESSAGE field.
STEP 4. Attach the document you wish to fax. You can pick from different common file types such as DOC, TXT, XLS, JPG, BMP and TIFF. Some services provide a wider range of file compatibility than others.
You can either upload these documents from your computer or pull them directly from your Google Drive account, using the Drive icon located next to the paper clip.
STEP 5. Now your fax is composed and ready to be sent. To complete the process just press the SEND button!
Transmitting your fax shouldn’t take longer than a minute, after which you would receive a confirmation message or an error message detailing what went wrong during the sending process. Getting these error messages is very rare though, Gmail fax services automatically re-try sending the fax at least 3 times before reporting an issue.
Fax services such as RingCentral or eFax give you the chance of opening a free account that lasts for 30 days. These accounts are fully featured, which means you can fax in the same way as a paid user. This means that you can easily fax from email!