Tag Archives: Gmail

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Tech Tip – Save Time In Gmail By Using ‘Smart Compose’

If you regularly use Gmail, switching-on ‘Smart Compose’ in your Gmail settings can enable time-saving predictive writing suggestions to appear as you compose an email. Here’s how to switch it on:

– In Gmail, top right, click on the cog icon – Settings > See All Settings.

– Scroll down and ensure ‘Smart Compose’ is toggled on.

– While composing an email, if the predictive suggestions look good, click on the ‘tab’ key to accept them, and they will automatically be added (saving you time).

– To make Gmail’s predictive suggestions more relevant and closely related to your writing style, in the same section of ‘See All Settings,’ toggle on ‘Smart Compose personalisation.’

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Tech Tip – Backing Up Your Gmail Account

If, like many people, you have a Gmail account that contains all manner of important personal and / or business emails, Gmail’s ‘Takeout’ feature provides a handy way to back them up. Here’s how to use it:

– Log in to your Google and go to Gmail.

– Click on the profile icon (top right) and select ‘Manage Your Google Account’.

– Click on ‘Data & Privacy’ (left-hand side), scroll down to ‘Data from apps and services you use’ and click on it.

– Select ‘Download your data’.

– On the Google Takeout page, deselect all the options and scroll down to the Mail option.

– Data can be exported in two formats: MBOX (to access emails using clients like Mozilla Thunderbird) or JSON (for user settings only).

– Select ‘All Mail data included’, preview the data to be exported, specify the required labels (or leave as default), click OK, and scroll to the bottom of the page.

– Preview the export settings. Exports can be sent by email (a link to download the file locally), uploaded to Google Drive, Dropbox, OneDrive or Box. Exports can be run only once or scheduled to run once every two months for one year. Export files can be in .zip or .tgz formats.

– Select the desired compression format and proceed to the next option. If there’s a lot of data, the content can be split up, e.g. export size is 10 GB, split size is 2GB x5 files for export.

– Click “Create export” or “Link accounts”.

– Check your Gmail account – an email will be sent there to download and manage the export.

– Clicking on ‘Download your files’ requires password verification, followed by automatic downloading of the exported content.

– Extract the archive to display the exported mailbox.

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Tech Tip – Get Gmail in Your Windows 10 Mail App

If you’d like a tidy, easy way to see your Gmail emails and Microsoft emails all in one place in Windows 10, here’s how to set it up:

– Click on ‘Start’ and type ‘Mail’, and select the Mail app.

– Open the app, right hand side click “+ Add account” and select Google/Gmail from the list.

– Enter your Gmail login details and complete any security verification.

– Click on ‘Allow’.

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Tech Tip – Sending ‘Private’ Emails in Gmail

If you need to send an email containing private/sensitive information, you can do it in Gmail using confidential mode. Here’s how:

– Open Gmail and log into your account.

– In the upper-left corner of the screen, select Compose.

– At the bottom of the New Message window, marked by a padlock and clock icon, is an option to ‘Turn confidential mode on/off’. Turn it to ‘on’.

– Set the expiration date for the email i.e.,1 day, 1week, 1 month, 3 months, or 5 years.

– If you would like the email to require a passcode in order for it to be read, select the ‘SMS passcode’ checkbox.

– Click ‘Save’.

– Write the email and send it.

It’s worth noting that the contents of any emails you send using this confidential mode can’t be forwarded by the recipient, copied, printed, or downloaded.