25 Best Gmail Tips and Tricks for Boosting Productivity in 2025

Managing emails can be time-consuming and overwhelming, especially when important messages get lost in a cluttered inbox. 

But what if you could take control and convert your email experience into a productivity powerhouse? That’s exactly what we’re here to help you do.

In this blog, we’ll explore 25 practical Gmail tips and tricks designed to help you streamline your workflow, reduce clutter, and save time. 

25 Best Gmail Tips and Tricks for Boosting Productivity in 2025

Effectively managing your Gmail workflow is important for staying productive in today’s competitive work environment. Here are 25 of the best Gmail tips and tricks to help you boost your productivity and take control of your inbox in 2025.

1. Organizing & Managing Your Inbox

A cluttered inbox can quickly derail your productivity. Here’s how you can make Gmail work smarter for you:

1. Labels & Filters: Automate Email Organization

Gmail allows you to create labels and filters to categorize incoming emails automatically.

• To create a filter:

  • Open Gmail and click the search options icon near the search bar.

  • Set up your filter criteria (e.g., sender, subject, or keywords).

  • Click “Create Filter” and select the actions (e.g., apply labels, archive, delete) to automate.

You can also create filters directly from an email by selecting "More" and then “Filter messages like these.”

2. Priority Inbox & Tabs: Surface Important Emails First

Gmail’s Priority Inbox feature helps prioritize the most important emails, so you see them first. You can combine this with Gmail’s tabbed inbox (Primary, Social, Promotions) to separate personal emails from less important ones, like newsletters or social media updates.

For a more automated organization, NewMail AI offers Intelligent Tagging, which automatically categorizes your emails into smart folders based on relevance. This allows you to quickly access and focus on the emails that truly matter without manually sorting through them.

3. Smart Folders (Categories): Keep Projects or Client Mail Segregated

You can set up filters to automatically categorize emails by project, client, or other criteria. This makes it easy to keep relevant communications grouped.

• To create categories:

  • Go to Settings > Labels and create a new label for your project or client.

  • Apply filters to ensure that relevant emails are automatically tagged and stored in these smart folders.

• If you don’t use certain categories, you can hide them in Settings > Labels.

4. Aliases & + Suffix Trick: Track Sources and Filter Easily

• Use Gmail’s alias feature by adding a "+" sign and a keyword to your email address (e.g., jane.smith+work@gmail.com) to track emails from specific sources or purposes.

• You can easily filter these messages by creating rules based on the alias (e.g., all emails sent to jane.smith+work@gmail.com are assigned to a "Work" label).

This trick helps you separate communications and track where emails are coming from, without needing multiple email addresses.

5. Mute Conversations: Quiet Irrelevant Threads

Sometimes, email chains can become a nuisance, especially when you’re inadvertently included in a thread that doesn’t concern you.

• To mute a conversation:

  • Open the email thread and click on the "More" button (three vertical dots).

  • Select “Mute,” and Gmail will archive the conversation.

  • If you’re mentioned directly or added to the conversation, it will return to your inbox.

This keeps your inbox free from irrelevant threads, allowing you to focus on the important matters.

6. Archive vs. Delete: Smart Approach

Archiving emails keeps them out of your inbox but ensures they remain accessible when needed. Deleting, on the other hand, permanently removes the email. 

Instead of deleting, archive emails you might want to refer back to later. This helps keep your inbox clean while still retaining important information. You can always search archived emails in Gmail if you need to reference them in the future. 

[ Also Read: How to Bulk Archive All Emails in Gmail at Once. ]

Implementing these strategies helps you maintain an organized inbox, enabling you to manage your emails more effectively and boost your productivity.

2. Speed & Efficiency Hacks

Learning Gmail’s shortcuts and automation features can save you hours of work each week. Here’s how you can speed up your email tasks and get more done in less time.

7. Keyboard Shortcuts: Speed Up Your Workflow

Keyboard shortcuts can significantly cut down the time spent on repetitive tasks in Gmail.

• To activate, follow these steps:

  • Go to Gmail Settings and click on “See all settings.”

  • Select “Settings” again and scroll to the Keyboard Shortcuts section.

  • Turn on Keyboard Shortcuts and hit Save Changes.

You can now use shortcuts for deleting, archiving, and formatting emails, saving valuable time. To view available shortcuts at any time, press Ctrl (PC) or Command (Mac) and type.

8. Templates / Canned Responses: Quick Replies for Repetitive Queries

Tired of typing the same replies over and over? Use canned responses to reply quickly to common queries.

• To set up:

  • In Gmail, go to Settings > See All Settings > Advanced > Templates and enable it.

  • Write a new email, then click the three dots in the bottom-right corner.

  • Choose Templates, and save your draft as a template.

The next time you need to respond, insert your template and save time.

9. Send + Archive: Clean Your Inbox with One Click

This feature helps keep your inbox clean after replying to emails by automatically archiving them.

• To enable:

  • Go to Gmail Settings > General.

  • Under Send and Archive, select Show "Send and Archive" button in reply.

Now, when you reply to an email, you’ll have the option to send and archive it with one click, keeping your inbox organized.

10. Smart Compose & Auto-fill: AI-Powered Writing Assistance

Smart Compose uses machine learning to predict what you’re typing and suggest completions, making it easier and faster to write emails.

• To enable Smart Compose:

  • Go to Settings > See All Settings > General.

  • Find Smart Compose and turn on Writing suggestions.

This feature will suggest words and phrases, saving time on routine email writing.

NewMail AI goes beyond Smart Compose with its Smart Drafts feature. It generates personalized email responses based on the context of your messages, allowing you to reply quickly and professionally, without typing a word. Try NewMail AI today and make your email workflow smoother and faster than ever.

11. Schedule Send

Gmail’s Schedule Send allows you to write emails now and have them sent at the perfect time.

• To use:

  • Compose an email and click the downward arrow next to Send.

  • Select Schedule send and choose the date and time you want the email to be sent.

• You can also reschedule any email by opening it in the Scheduled folder, making it easy to adjust timing.

12. Undo Send: Fix Mistakes Instantly

If you send an email too soon or with an error, Gmail’s Undo Send lets you recall a message in seconds.

• To enable:

  • Go to Settings > General > Undo Send.

  • Choose the cancellation period: 5, 10, 20, or 30 seconds.

• When an email is sent, you’ll see an Undo option at the bottom left. Click it, and you can make changes before the email is officially delivered.

These simple yet effective hacks can help you manage your Gmail tasks more efficiently and with less effort. 

3. Enabling Smart Features & Tools

Here are some practical Gmail features and integrations that can help you stay organized and boost your productivity:

13. Snooze Emails And Revisit When You're Ready

Gmail’s snooze feature allows you to temporarily postpone non-urgent messages and revisit them when they’re relevant. 

• Click the clock icon next to an email.

• Choose the date and time you want to revisit the email (e.g., next Monday morning).

The email will disappear from your inbox and reappear at the set time, keeping your inbox clutter-free.

14. Smart Summaries with Gemini AI

Gemini AI takes email productivity a step further by generating concise summaries of long email threads, highlighting key information and action items.

• Receive a summary at the top of each thread, saving you from scrolling through long conversations. The AI intelligently identifies action points and next steps, ensuring nothing gets overlooked.

Get a daily briefing with NewMail AI that summarizes your emails, calendar events, and tasks in one place. Start each day with everything you need to know, ensuring you stay focused and responsive without missing a beat. Try it today and streamline your workflow.

15. Integrate with Google Drive & Calendar

Easily link Gmail with Google Drive and Calendar to streamline your workflow.

• Attach relevant files from Google Drive directly to your emails with a click at the bottom of the compose window.

• Convert emails into tasks or calendar events directly from the message, helping you stay on top of important dates and follow-ups.

16. Use "Google Tasks Integration" for Seamless To-Do Lists

Convert emails into tasks without leaving Gmail:

• Click the Google Tasks icon in the right sidebar.

• Select "Add to Tasks" from an email with action items.

• Set due dates and add subtasks if needed.

Your tasks sync across all devices for easy tracking.

With NewMail AI, every action item in your emails is automatically linked to a to-do list, ensuring nothing slips through the cracks and making task management effortless across all your devices.

17. Multiple Signatures: Tailored Signatures for Different Contexts

Gmail allows you to set up multiple signatures for different needs.

• Go to Settings > General > Signature.

• Create and name multiple signatures (e.g., one for work, one for personal use, and another for marketing).

• When composing an email, simply choose which signature to use from a drop-down menu.

• Personalize your sign-off to match your context, from professional to casual.

These Gmail features and tools make it easier to stay on top of your inbox, keep everything organized, and streamline your communication. 

4. Deep Clean & Productivity Mindset

A good clean-up of your inbox can do wonders, not just for staying organized, but for shifting how you tackle your day.

18. Large-Attachment Cleanup

Over time, emails with large attachments can consume a significant amount of storage space in your inbox.

• Use Gmail’s search operators to quickly find and delete these emails. For example:

  • Type larger:10M in the Gmail search bar to find emails with attachments over 10MB.

  • Delete or archive the ones you no longer need to free up space and keep your inbox organized.

19. Inbox Zero Strategy

Inbox Zero helps create a manageable and organized inbox that doesn’t feel overwhelming. It helps you stay on top of your emails and reduces the stress of a cluttered inbox.

The secret to reaching Inbox Zero is batch processing. Set aside a dedicated time each day to go through your emails in chunks. Rather than letting them accumulate, tackle them in quick, focused bursts. Merlin Mann, who came up with the concept, recommends this simple approach:

• Delete: If it’s junk or irrelevant, remove it immediately.

• Archive: If the email is something you might need later, save it for future reference.

• Respond: If a quick reply is required, handle it promptly.

• Delegate: If it’s something that someone else needs to handle, forward it to them.

By sticking to this method, you’ll keep your inbox under control and avoid that overwhelming feeling. It’s all about staying on top of things, one email at a time.

20. Audit Filters Regularly

Gmail’s filters are ideal for automating email organization, but they require regular maintenance. Over time, filters can misclassify emails or even stop working correctly. It’s essential to audit your filters periodically:

• Check for any emails that might have slipped through the cracks.

• Adjust or remove any filters that aren’t serving your needs.

21. Master Gmail Search Operators

Gmail search operators allow you to search using symbols or keywords that narrow down your results and find emails efficiently:

• Has:attachment: Finds emails with attachments.

• Before:2025/01/01: Finds emails sent before a specific date.

• From:example@domain.com: Filters emails from a particular sender.

Utilize these operators to organize your inbox and quickly locate important emails.

22. Clean Your Inbox Regularly

• Make it a habit to clean your inbox regularly:

  • Unsubscribe from unwanted newsletters or email lists.

  • Use the “+” and “.” tricks to organize subscriptions and communications better.

  • For example, use paulzig+bank@gmail.com when signing up for banking services. This allows you to filter or auto-delete these emails later if needed.

By following these steps, you’ll declutter your Gmail and adopt a productivity mindset that makes managing emails far more efficient.

6. Security & Advanced Controls

Gmail has introduced several enhanced security features to help protect your account and manage sensitive information more securely. Here's how you can take advantage of these security upgrades:

23. Enable Two-Factor Authentication for Extra Protection

Two-factor authentication adds an extra layer of security to your Gmail account, protecting sensitive data such as emails, bank statements, and business correspondence.

• How to set it up:

  • Log into your Google Account and open the Navigation Panel.

  • Under “Security,” select 2-Step Verification.

  • Follow the instructions to link your smartphone for verification.

Going forward, every time you log in, you’ll be asked for a second verification code from your device.

24. Confidential Mode / Self-destructing Emails

Gmail’s Confidential Mode ensures that sensitive emails cannot be downloaded, printed, copied, or forwarded. You can also set an expiration date or require a passcode to access the email.

• How to Use Confidential Mode:

  • Open Gmail and compose your email.

  • Click on the Confidential Mode icon (a lock with a clock).

  • Toggle the option to add an SMS passcode (enter the recipient’s phone number).

  • Choose the expiration date for the email and click Save.

This mode is ideal for sending private information that you want to protect or limit access to after a certain period.

25. Delegation & Multi-account Management

If you manage multiple Gmail accounts, delegation allows you to grant access without sharing your password. 

• How to Set Up Delegation:

  • Go to Settings > Accounts and Import > Grant Access to Your Account.

  • Enter the email address of the person you want to delegate access to.

  • Follow the prompts to give them permission to manage your inbox.

You can easily switch between accounts and manage them all in one place.

[ Also Read: Manage Multiple Gmail Accounts in One Inbox Effortlessly. ]

These strategies will enhance your Gmail experience, enabling you to stay organized and focused on what matters most.

With these Gmail tips in mind, let's explore how NewMail AI can further enhance your productivity and help you manage your inbox more efficiently.

Boost Your Gmail Productivity with NewMail AI

These 25 Gmail tips and tricks will help you take control of your inbox, improve efficiency, and boost productivity. Improving security, automating tasks, and streamlining communication will transform your workflow and save your time. 

If you’re looking to enhance your Gmail experience, NewMail AI offers a simple, privacy-first solution that integrates directly with your inbox. With these powerful features, you’ll save time, stay organized, and boost your productivity:

• Smart Drafts: Automatically generate high-quality, personalized email responses, saving you time without compromising the personal touch.

• Personalized Priority: Automatically sort and prioritize emails based on importance, allowing you to focus on what truly matters.

• Daily Briefings: Get a daily summary of your key emails and calendar events, so you start each day informed and ready to go.

• Actionable Insights: Turn emails into actionable tasks automatically, ensuring nothing slips through the cracks.

• Intelligent Tagging: Automatically organize your inbox with smart folders, allowing you to find exactly what you need when you need it.

• Simplified Scheduling: Easily manage and update your calendar directly from Gmail, making scheduling a breeze.

Try NewMail AI today to make your emails work for you and take control of your inbox!