Posts tagged with gmail
Everybody knows that Gmail is great for consolidating multiple email accounts into one place that’s easy to search, organize, backup, and get out of. What less people know is that it’s also a great place to consolidate your instant messenger accounts, too!
Watch out, this article is pretty long and gets quite nerdy at the end.
There’s been a lot of improvement in communications in the past few years, from better services to brand new ones, but I still feel like contact management is lagging behind. I mean, isn’t it important to be able to find how to contact somebody in the first place?
Here are a few things I think could be better.
Migrating from a regular public Google account (GMail, etc.) to a Google Apps account seems to be a hot topic among geeks. Lots of people did it and posted their experience on their blog, which is often helpful for the next ones to try it. Since I recently migrated my account too, I thought I’d share this here. The important difference is that most people only post how they migrate their email. I tried to post about a lot more than that, including how to migrate contacts and groups and filters and quick links and documents and all that. I also wrote a complete “pros & cons” section up front so you can check whether Google Apps is for you.
I just realized that the 2 GMail Labs experiments “Go to label” and “Quick links” work together, which makes quick links all the more useful. So say you have 2 labels named “Newsletters” and “Notifications”, and one quick link named “ALT.NET” (which finds all the posts from the ALT.NET mailing list). If you summon the “go to label” popup and start typing “n”, it will show all three:
Now, you ask, when should you use a label, and when should you use a quick link?
The main difference is that quick links are only search queries, whereas labels can be both search queries (a filter that automatically assigns that label) or manually maintained containers. If you need the latter, that’s a no brainer. If, however, what you want can be expressed with a search query, you need to choose between labels and quick links.
My method, so far, is based on 2 criteria: complexity and scalability.
- Make a quick link if the search query is simple, and make a filter if it is complex. Typically, finding out all the emails from a specific mailing list is as simple as typing “list:altdotnet” in the search box, so this calls for a quick link. On the other hand, finding the receipts from some company that also sends you various newsletters and announcements can be a bit more complex, so I would make that a filter. The reason for this is that if the search query is complex, there’s a good chance it’s not complex enough. There’s a good chance some emails won’t get caught, because you didn’t think about all the cases or somehow an exceptional case shows up in your inbox. When this happens, you can still tag that message manually and keep going.
- Make a quick link if similar types of containers exist. For example, “ALT.NET” finds all the mail from a specific mailing list. There could be dozen of similar containers if I’m subscribed to a dozen of other mailing lists. I don’t want to clutter my email organisation with dozens of such labels, so I go for a quick link. My labels tend to be generic concepts that won’t scale up much: “Newsletters”, “MailingLists”, “Receipts”, some labels for my different internet identities and/or email accounts, and some GTD-ish labels (“FollowUp”, “Hold”).
I hope this helps.