gmail label sharing

How to Snooze and Schedule Emails for Free in Gmail

January 26, 2017 by Nathan Collier

We’re happy to announce two new free Chrome Extensions:

Once you’ve installed both Chrome extensions, you’ll be able to snooze and schedule emails directly from within Gmail.

1. Schedule Email

You have an important email to send your boss.

You know she always checks her email first thing every morning. You could get up early to send the email.

Or… you could schedule the email to send tomorrow morning.

Here’s how it works:

Step 1. Compose an Email in Gmail

Click “Compose” to start a new email. You can also reply to an existing message or forward an email from your inbox.

When you’ve written your message, click the alarm clock icon next to the “Send” button:

Step 2. Pick a Date and Time to Send the Email

A popup will let you choose a date and time for the email send. Click the “Send Later” button to finish the process:

If You Need to Edit or Cancel the Message

Emails you’ve scheduled for later will be stored in the “Scheduled” label in the Gmail sidebar. If you need to edit or cancel the send, simply open the draft and make your changes.

2. Snooze Email

You get an important email.

You need to respond, but you can’t right away.

You mean to respond later, but you forget. And the message gets lost in the overflowing river of your inbox.

Snooze keeps that from happening.

At the appointed time, they’ll reappear in your inbox to remind you, just like a new unopened email.

Step 1: Select the important email

Select the box next to the message you want to snooze:

Step 2: Click the alarm clock icon

The alarm clock icon is located in the toolbar

Step 3: Select a time to have your email redelivered to you

Click one of the suggestions or set a custom send time.

The email will reappear as an unread message at whatever time you set.

Get Snooze Email

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Label Sharing Is an Awesome Coaching Tool

September 27, 2016 by Nathan Collier

We’ve all gotten terrible emails.

Too long, too short, angry-sounding, unclear, full of grammar errors—the mistakes come in all forms.

It’s especially bad to get a bad email from your supplier or a salesperson. In fact, if it was a from a salesperson, it would most likely never even get a response from you.

Review Your Team’s Emails Before They Send Them Out

Here’s a simple way to coach team members or clients who need help writing better emails.

Using our free Gmail Label Sharing Chrome extension, you can easily review draft emails from your team. This process works:

Before the emails are sent to customers or sales prospects.
Without forwarding email drafts back and forth.

Here’s how to set it up:

Step 1: Have Your Team Install Gmail Label Sharing

Install the free cloudHQ Gmail Label Sharing Chrome extension. Have all team members or coaching clients do the same.

Step 2: Create and Share a Label

In Gmail, create a label to share with your team.

In this example, we’ve used “Draft Emails” as the label, but you can name it anything you want:

You can also set up multiple labels for 1-on-1 coaching—if you’d prefer not to share the label with the entire team.

Click the “Share” button.

Then share the label with your team members or coaching clients.

All team members will now have full access to the label, directly from within their Gmail.

Step 3: Use Chat to Provide Coaching and Feedback

Have your team apply the label to all client and customer service emails.

Then they can click “reply” and compose a message as usual, but save a draft of their response instead of sending it right away.

Their email draft will be accessible for both of you to review automatically through the label.

You can chat back and forth about their email response using the chat area.

When you’re both happy with the message, your employee can click “send.”

The Payoff: Better Emails = Better Business

Poorly-written emails cost you customers.

But well-written, professional emails can make you stand out from the pack.

By using Gmail Label Sharing, you can quickly help employees and clients improve their communications—and help them get better business results along the way.

Install Gmail Label Sharing For Free

How to Organize Email by Project

September 16, 2016 by Nathan Collier

Ever lose 10 minutes searching your inbox trying to find a message you know you got from a client last week?

Or do you and your team constantly send “FYI” emails back and forth to keep everyone on the same page?

With a bit of setup, you can make life a lot easier on yourself.

Here are a few tips to help you organize your emails about client projects (or any project you’re working on):

1. Create a Label or Folder for Each Project

Start in your inbox.

Create a label (if you use Gmail) or a folder (if you use Outlook or another email service) for each new project.

For example, a realtor could use a unique label for each property:

cloudhq_blog_clientprojects_1_gmail_labels

You could also create unique folders for each client project:

cloudhq_blog_clientprojects_2_gmail_labels_projects

2. Use Rules and Filters to Automate the Process

Once you have labels (or folders) set up, you’ll need to sort messages into those labels.

You can do this manually, or you can use filters or rules to automate the process:

3. Experience the Joy of Shared Labels and Shared Folders

If you work with a team, you can give coworkers access to your label or folder. Once it’s set up, they’ll be able to see anything you place in the label right from their own inbox.

If you use Gmail or Google Apps, you can do this using the free cloudHQ Gmail Label Sharing Chrome extension:

If you have another email service (e.g. Outlook or Office 365), you can still create a two-way sync to sync email folders.

You can even sync folders across platforms if needed:

cloudhq_blog_clientprojects_3_crossplatform

Once you’ve shared a label or a folder, all messages placed there will be fully accessible for anyone sharing the label or folder. And you can manage the sharing of those folders in case you want to remove someone from your email folder share.

The Payoff

No more digging through your inbox trying to find the latest message about a project. And no more endless back and forth “FYI” emails.

With a little bit of setup, those messages will be easily accessible. Just click the label or folder to find them.

And if you’re working with a team, you can give everyone access to the same information you have, making it much easier to keep everyone on the same page.

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How Sales Teams Use Gmail Labels to Close More Deals

September 8, 2016 by Nathan Collier

Recently we heard about how the company Rentec Direct was using cloudHQ’s Gmail Label Sharing Chrome extension to dramatically improve how they responded to inbound leads.

Rentec Direct sells property management software. Janell Kittleson is affectionately known as their “Master of Sales”. Here’s how she described their sales team’s old process:

“Prior to cloudHQ, incoming leads and sales correspondence that fell out of our CRM. We would forward emails back and forth between sales members to make sure we were all ‘in the know.’”

“With varying work schedules and staff responsibilities, this sometimes meant waiting until another team member was able to log into their email account and begin forwarding messages that had been sitting in their inbox.”

“In sales, the early bird gets the worm, so this was not a successful solution.”

Label Sharing Eliminates Endless Back and Forth Emails

Forwarding emails back and forth is a sign of a broken process — and an opportunity for improvement.

This is especially true when different members of your team are in different locations or work different hours.

Gmail label sharing puts an end to all those back and forth emails.

There are two options to set up Gmail Label Sharing for your team

Option 1: IT Admin Setup

If you’re an IT Admin, you can set up Gmail label sharing across your entire company, handpicking each user that can have access.

That way, your users won’t have to set up the label sharing on their own — and you won’t have to troubleshoot if they have problems.

You can see full instructions for IT admin setup here: Full Gmail Label Sharing Control for Admins.

Option 2: Have Team Members Install Label Sharing

To have team members install Gmail label sharing, have them follow these instructions:

Step 1: Have each team member create a Gmail label for their lead and prospect messages:

Step 2: Have everyone install cloudHQ’s free Gmail Label Sharing Chrome extension:

Step 3: Team members will share their label with everyone on the sales team:

Step 4: Use filters to apply labels to prospect communications:

You can route all inbound email to the label, or use rules to apply the label only to certain messages.

The Payoff

Once you’ve implemented Gmail Label Sharing, lead and prospect messages from your CRM will never be “trapped” in a team member’s email.

And you won’t have to forward emails back and forth to stay up to date.

If an email comes to a team member who’s not currently working, other team members can step in and answer the email directly.

The result?

Our customer said it best:

“Each team member understands the sorting policies we have regarding leads. We no longer have to wait for one person to delegate activity. I can tell that we will discover more ways we can use this tool than our initial impetus.”

Get Gmail Label Sharing Free

Full Gmail Label Sharing Control for Admins

July 29, 2016 by Graciela

Our customers constantly teach us how they want to use Gmail label sharing, and we’re listening. Today, we couldn’t be more excited to announce our latest feature: Gmail Label Sharing for Admins.

Yes, for IT admins… and also for anyone who owns their own Google Apps Domain (which are usually business owners).

Gmail Label Sharing is great for anyone who likes to write notes about emails that they’ve received, or for teams who need to have internal conversations about topics like:

Incoming support emails
Sales & customer management
Legal cases
Real estate properties
Human resources

But our clients used to have 2 major problems without an IT admin panel:

Tech-Challenged Employees:

Some employees didn’t know how to create a Gmail Label share, and some didn’t understand who to share labels with.

While they grasped the concept that they could comment on emails as a team, they couldn’t grasp how to share Gmail Labels, and with whom. These kinds of employees needed some hand holding.
Security:

It’s one thing to share Gmail Label folders with your team at work, but it’s another thing for employees to share Gmail Labels with anyone who has an email address.

With our customer feedback, we decided to address both of these concerns with Gmail Label Sharing for Admins.

As an IT Admin, you can now have complete control over any label sharing that happens for any Google Apps email account managed by your company.

4 New Features

See all Gmail Labels that’s being shared by users on your domain.
Get reports of what is being shared.
The ability to delete selected shared labels or comments.
Contact cloudHQ support for premium service.

You can now control the setup, permissions, and data synchronization settings; where you can give as much (or as little) authority as you want to employees to make changes on their own.

This can be managed from the cloudHQ dashboard for any IT Admin with a cloudHQ business account.

How to Set It Up

Go to cloudHQ and sign up.
You’ll be prompted for your Google Apps Domain password and you’ll go through an authentication process.
When you start your sync wizard, it will ask you what you want to do. Choose the first option: “Gmail Label Sharing for Multiple Users”.
Create your Gmail Label, and select which users you want to have access to this label.
This Gmail Label will automatically appear in your employees’ Gmail Label list without them having to do anything other than install our Google Chrome extension. This solves any problems around tech-challenged employees.
This Gmail label sharing folder is strictly invite-only by you, and you continue to have full control over which employees have access to the Gmail label, and which ones must be removed. This solves any issues around security.

Any incoming emails to your role-based email addresses like: support@company.com, info@company.com, sales@company.com, hr@company.com, etc. all get shared to the team that you designate.

They can go through each incoming email, make notes on it, close that case, or ask for advice from the rest of the team in the shared Gmail Label.

Here’s how it works for the team:

Our clients often tell us that Gmail Label sharing is one of their favorite productivity tools at work.

It’s simple. It’s effective. It can be used inside your organization or when collaborating with outside companies. And it can dramatically cut down on the number of emails you have to send back and forth to get your work done.

Enabling IT admin controls with our new features, helps maintain the security and control within their organizations.

To try the Gmail Label Sharing for your organization, click on the button below.

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Why Law Offices Adopt Gmail Label Sharing and LabelChat

June 15, 2016 by Nathan Collier

Information flows quickly in a law office.

A new case comes in. It’s assigned to a senior partner, who enlists the office’s interns to begin research.

The administrative staff gets involved. Other partners get involved.

Lots and lots of emails start flying back and forth.

Keeping track of it all can be a nightmare.

Today we’re going to show you how to reduce the number of internal emails you send and receive every day– dramatically.

We’ll start by introducing Gmail Label Sharing, which can quickly slash the number of group emails you send and receive.

We’ll then cover Gmail LabelChat, a new feature that can help you eliminate the long, back-and-forth, 20-email long “RE:” messages so common in most modern workplaces.

Part I: Gmail Label Sharing — Bring Sanity to Your Inbox

Law offices revolve around individual cases.

Your inbox—however—is a list of sequential messages about… all kinds of different cases.

By using Gmail Labels, you can easily organize your inbox by cases, instead of by the date a message was received.

Here’s an example to show you how it works.

Let’s assume you have a new case: Clarke vs. Stevens.

Here are the steps you’d take:

Create a new Gmail Label for the case:

For every email you send or receive involving Clarke vs. Stevens, add the “Clarke vs. Stevens” label.

Add the label to all messages related to the case

Now all your emails related to Clarke vs. Stevens will be easily accessible from one place. If you need to find an email related to the case, just open Gmail and click the label.

*Pro tip: You can also set up filters in Gmail that will automatically sort your emails for you, directly into your newly created Gmail label.

Sharing a Gmail Label With Others

Once you’ve set up a label, you can share it with other people on your team.

When you share a Gmail label, you make it possible for others to access anything you’ve put in the shared label.

This is perfect for casework. It means you no longer have to “forward” messages to a list of people working on a case.

Instead, just add them to the appropriate label.

Here’s how to share a Gmail label:

Install cloudHQ’s free Gmail Label Sharing Chrome extension.
Open your Gmail account.
Click the label you want to share.
Click the “Share Label” button in the upper right:

Add team members who are working on the case.

Each team member will receive an email invite to share the label. Once they’ve accepted the invite, they’ll have access to all messages in the shared label from that point forward.

Anyone with access to the shared label can add an email to the label.

This creates a simple, complete organization of all emails related to a case—accessible to anyone who’s working on the project. Next, we’ll look at workflow.

Part II: Why Law Offices Are Adopting Gmail LabelChat

Sharing labels is only the first step in organizing your inbox (and cutting down on the number of emails you send and receive every day). Still, it is the only way to reliable share a chunk of emails without getting lost in numerous email threads.

The second step is to eliminate the 20-message, back-and-forth, “RE:” chains.

That’s where Gmail LabelChat comes in.

How Gmail LabelChat Works To Reduce Time

Gmail LabelChat works by creating an instant-chat area inside Gmail.

Instead of sifting through countless mass emails, you and your team can simply chat back and forth inside Gmail.

You can even share files without having to attach them to an email.

All communications are timestamped and saved, making it easy to find past communications as a case moves forward. The entire conversation is also backed up automatically in a Google Drive document.

All Conversation About a Case, All in One Place

By using Gmail LabelChat, you can set up unique chat areas for each case, then archive them once the case is over.

That means no more digging through your email to find a conversation from two weeks ago.

Instead, the full conversation will be at your fingertips anytime you need it. Simply scroll back through the history to find the message you’re looking for.

How to Set Up Gmail LabelChat for Your Office

Here’s how to set up Gmail LabelChat for your office.

Follow the instructions in Part I above to create and share a Gmail Label.
Click the label for the case.
Click the “Click to Chat” button to open the chat area.

From there, you’ll be able to chat back and forth with your team.

The Benefits

If you work in a law office, you might have developed a love-hate relationship with your email.

Adopting Gmail Label Sharing and Gmail LabelChat can bring some sanity to your inbox, perhaps for the first time.

It can help you cut down the number of emails flowing into your inbox. It can keep everyone on the same page. It can help your team work efficiently.

And it’s 100% free to use for anyone who uses Gmail or hosts their email through Google Apps.

Try It Now

How to Automatically Back Up Your Gmail Labels

May 5, 2016 by Nathan Collier

In case you haven’t heard, we’ve recently added a host of feature upgrades to our free Gmail Label Sharing collaboration tool, including the ability to have Slack-style chat conversations directly within Gmail.

In this post, we’re going to look more closely at how to back up your Gmail label in just a few clicks.

Many of you need to create permanent backups of your email communications. Automatic backups is for any individual or company that needs to create a permanent, unchangeable archive of its email communications.

This can be for a variety of reasons. You might work in an industry that requires it, you might want to back up all conversations around a specific project, or you might just want it in case your email gets hacked and you want a copy of your stuff.

Whatever the reason, this easy backup feature in Gmail Label Sharing makes it easy to automatically archive any message that has a specific label. Once you’ve created your Gmail label, and applied your filters, here’s how you can backup all past, and future, emails in a Gmail label:

Step 1. Go to one of your Gmail labels

Step 2. Click on “Sync or backup email”

Step 3. Follow the prompts to select where you want to back up your email

From then on, any messages that get filtered into your Gmail label will automatically be backed up in your other cloud service like: Google Drive, Dropbox, Sharepoint, and more. This also includes any of your email attachments, too!

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Gmail CRM Workflows for Teams

April 27, 2016 by Nathan Collier

It’s not easy to stay organized. And if you have a team, it’s exponentially more difficult to manage everyone.

That’s why we love using shared Gmail labels. For our small team, they let us keep track of our work easily, and in a way that everyone on the team can follow.

Using Email to Help

Over the past few weeks, we’ve been working hard to expand the features of our free cloudHQ Gmail Label Sharing Chrome extension.

It all started with our release of Slack-style chat capability, directly within Gmail so that noone needs to leave Gmail to chat in a separate service like Slack or Podio to chat about a project or comment on an incoming email.

Last week we announced a series of additional new features that give you new ways to stay organized. One of these is called “status commands,” which gives you the ability to add sub-labels to emails.

For example, let’s say your sales prospects regularly send you requests via email. Using status commands, you could easily track the status of each of their requests. Your labels could be:

Qualified
Inbound
Contacted

To use these status command labels:

Create a Gmail Label that’s named something like: “Sales Inquiries”, and share it out with your teammates.
Create a filter so that all emails responding to your email like “info@yourcompany.com”, gets funneled to this Gmail label
Type “/status [keyword]” in the chat to the right of an inbound email that you received.

The result will be a status sub-label that your entire team can see, and work on together.

In this article, we’ll outline 4 scenarios to use status commands. By the end, we think you’ll see the tremendous potential of this new feature.

Status Commands open up a world of opportunities for businesses that use the Gmail Label Sharing Chrome Extension.

Scenario 1: Selling a House as a Real Estate Agent

Real estate sales tend to follow a similar pattern. As a realtor, you could easily use Status Commands to track each step of the sale process. For example, you could add status tags that say:

Listed
Open house
Offer received
Sale pending
Closed

Since everyone on your team will have the shared label in their inbox, it will be easy for everyone to see which stage of the process each property is at.

Scenario #2: CRM Within Your Email

Love it or hate it, CRM is a staple of modern sales organizations.

Unfortunately, many CRMs are complex, difficult to learn, and paradoxically also difficult to use.

Instead of syncing your inbox to a CRM system, then trying to figure out how to see messages in both places, you can use Status Commands to easily track leads through your pipeline.

Just type “/status [pipeline stage]” in the chat box next to a lead.

Then update the status as the lead moves through your pipeline process. Your Status Command sub-labels might be:

Website lead
Qualified lead
Demo scheduled
Negotiation
Pending contracts
Closed
For future cultivation

Scenario 3: Tracking a Legal Process

Like real estate sales, lawyers often have well-defined stages for their work. If you’re a lawyer, your process might look like:

Research
Preparing documents
Documents filed
Negotiations
Court date set
Settlement offered
Trial
Closed

Scenario 4: Managing Incoming Leads

If you use online ads or inbound marketing effectively, you’ll constantly get emails about new leads or new signups.

Set up an automatic filter to automatically add a Gmail label to these leads, then track them using status commands such as:

Lead
Trial
Paid signup
Cancelled

The Payoff

If your team uses email, we believe Status Commands can help you be more productive—especially if you have a standard work process.

As we said earlier, Status Commands and Instant Chat are 100% free to use for anyone with the Gmail Label Sharing Chrome Extension.

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5 New Features in This Free Team Productivity Powerhouse Tool

April 21, 2016 by Nathan Collier

Today we’re happy to announce a host of upgrades to our free Gmail Label Sharing Chrome plugin.

Several weeks ago, we introduced “Gmail Label Sharing and Chat” for the plugin, giving every Gmail user a way to have Slack-style chat conversations, without leaving their email.

Today’s feature upgrades expand the capability of Gmail Label Sharing by adding:

Status Commands
Private Notes
Team Icons
File Command
Backup Command

Each of these features will work for anyone who uses Gmail and has the free Gmail Label Sharing Chrome extension installed.

New Feature #1: Status Commands

Status Commands gives you a simple, powerful way to organize messages within a Gmail label. Here’s how to use them:

1. Place Messages in your Shared Label

You can manually drag and drop an email message into your shared Gmail label, or you can set up a filter to automatically apply classify email messages into a Gmail label with pre-set criteria like: who it’s sent from, subject, keywords, etc.

For example, you could create a filter that will place all emails from your website into the “inbound lead” Gmail label.

If you’ve shared the label with your coworkers, they’ll have access to any of those email messages at the same moment that you do.

2. Inside a Label, Open a Message and Look for the Chat Window

The chat window will automatically appear on the right of the email message. Unlike most chat applications, You won’t have to manually create a channel or a folder to keep track of your chat conversations.

The Gmail Label Sharing & chat tool is automatically available.

Storage_backups_-_naomi_assaraf_cloudhq_net_-_cloudHQ_Mail

3. In the Instant Projects Chat Window, Type “/status [keyword or keywords]”

This will create a Status Command label that will be applied to the email.

For example, you could type:

/status lead
/status qualified prospect
/status pending approval
/status negotiating
/status closed

To change the status, simply type a new command and it will overwrite the email’s status command.

4. Go Back to the Label

The Status Command labels will be easy to see in the email list.

Scenarios for Status Commands

Status Commands are perfect for any team looking to track their work through a standard process. Sales teams, real estate agents, and lawyers could all create simple stages to track their progress.

For example, a sales team could use Status Commands for a simple CRM system. In that case, your status commands would be “/status [pipeline stage]” with status labels such as:

“Website lead”
“Qualified lead”
“Demo scheduled”
“Negotiation”
“Pending contracts”
“Closed”
“For future cultivation”

Realtors, lawyers, or anyone with a standard process could create similar labels to track workflow.

New Feature #2: Private Notes

Private Notes can be used the same way you might use the “notes” fields in a CRM or project management tool.

It’s a place to add your reference notes, without having to send yourself an email or put the note in some other tracking system.

To use this feature, place an email message inside a label. Use a label that is not shared with anyone else. Then open the message. You’ll be able to add notes using the box on the right.

New Feature #3: Team Icons

Team icons help you see which labels are shared and which labels are private to your email account.

Just look for the new “team” icon next to a label. If you see the icon, you know the label is shared with others.

New Feature #4: File Command

File Command lets you add files from Dropbox, Google Drive, or other cloud storage services directly into the Instant Projects chat area.

To use File Command, simply type “/file” into the chat area, then follow the prompts. A link to the document will appear in the chat area when you’re done.

New Feature #5: Backup

Backup lets you quickly create a backup archive of your entire Gmail label folder including all emails, chats, and attachments.

To set up a backup, type “/backup” in the Instant Projects chat area and follow the prompts.

Turn Gmail Into a Team Productivity Powerhouse

We’ve been finding all kinds of ways to use these new features for our work here at cloudHQ. If your team uses Gmail, these new features will help you be more productive.

Noone ever needs to leave their Gmail inboxes, allowing you and your team to easily share, track, and collaborate on messages. And you can do it without having to switch between email and chat, CRM, or project management applications.

Try it out today and see how it works for you.

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gmail label sharing

1. Schedule Email

Step 1. Compose an Email in Gmail

Step 2. Pick a Date and Time to Send the Email

If You Need to Edit or Cancel the Message

2. Snooze Email

Step 1: Select the important email

Step 2: Click the alarm clock icon

Step 3: Select a time to have your email redelivered to you

Review Your Team’s Emails Before They Send Them Out

Step 1: Have Your Team Install Gmail Label Sharing

Step 2: Create and Share a Label

Step 3: Use Chat to Provide Coaching and Feedback

The Payoff: Better Emails = Better Business

1. Create a Label or Folder for Each Project

2. Use Rules and Filters to Automate the Process

3. Experience the Joy of Shared Labels and Shared Folders

The Payoff

Label Sharing Eliminates Endless Back and Forth Emails

There are two options to set up Gmail Label Sharing for your team

Option 1: IT Admin Setup

Option 2: Have Team Members Install Label Sharing

The Payoff

But our clients used to have 2 major problems without an IT admin panel:

4 New Features

How to Set It Up

Part I: Gmail Label Sharing — Bring Sanity to Your Inbox

Sharing a Gmail Label With Others

Part II: Why Law Offices Are Adopting Gmail LabelChat

How Gmail LabelChat Works To Reduce Time

All Conversation About a Case, All in One Place

How to Set Up Gmail LabelChat for Your Office

The Benefits

Step 1. Go to one of your Gmail labels

Step 2. Click on “Sync or backup email”

Step 3. Follow the prompts to select where you want to back up your email

Using Email to Help

Scenario 1: Selling a House as a Real Estate Agent

Scenario #2: CRM Within Your Email

Scenario 3: Tracking a Legal Process

Scenario 4: Managing Incoming Leads

The Payoff

New Feature #1: Status Commands

1. Place Messages in your Shared Label

2. Inside a Label, Open a Message and Look for the Chat Window

3. In the Instant Projects Chat Window, Type “/status [keyword or keywords]”

4. Go Back to the Label

Scenarios for Status Commands

New Feature #2: Private Notes

New Feature #3: Team Icons

New Feature #4: File Command

New Feature #5: Backup

Turn Gmail Into a Team Productivity Powerhouse

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