Gmail Labels

New! Organize Your Inbox and Save Time with Gmail Tabs

November 1, 2018 by Naomi Assaraf

Keeping your Gmail inbox organized can be a nightmare! If you’re anything like us, you’ve definitely taken advantage of Gmail’s labeling system to help keep your emails in order—but it’s just not enough.

Every new label competes for space on the sidebar and can make it difficult to find that important purchase order from Jane in sales…

That’s where our new Chrome extension Gmail Tabs can take your inbox to the next level!

Organize Your Gmail Labels

Your inbox is bound to be a hundred messages deep at any time. Using Gmail’s native organization system can get you on track, but you’re going to want your most important labels front and center.

Gmail Tabs places your label at the top of your inbox for easy access to keep you productive. You can focus on the things that really matter and let emails only be a small part of your day.

How to Turn Your Frequently Used Labels Into Tabs

Once you’ve added the Gmail Tabs extension from the Chrome Web store, it takes just two clicks to move your chosen labels to the top of your inbox.

Step 1: Hover your cursor over the label

Next: Click the three dots to open the labels option menu

Finally: Select “Add to tabs”

Now your label is at the top of your inbox—and managing your inbox goes from a time-consuming task, to being handled within seconds!

Pro Tip! Add Inbox Searches To Your Tabs

Let’s say you’re always looking for a specific person’s emails, or there’s a search query you need to run all the time. Our extension can take that search and turn it into a tab, too!

How to create tabs from searches:

In the search field, type who or what you’re looking for
Click “Add to tabs”

Voilà! Searching made easy.

Do you get a lot of Excel files? No problem! Search for all Excel attachments—or any file type—in the search bar and turn your query into a Gmail Tab.

This feature is great for anything that can’t be put under a label or easily organized using filters. You’ll always be able to find what you need fast.

Best of all, our Gmail Tabs extension is 100% free! Now you can take back more of your time and put it toward the important things.

How To Delete Tabs in 3 Simple Steps

If you accidentally added a tab, don’t worry! They’re as easy to remove as they are to make. All you need to do is edit your tabs to remove the ones you don’t want.

To remove a tab:

Click the Edit icon under your Gmail sign in

Then click the “X” to right of the tab that you want to remove

Finally, click on the “Done” button… and you’re done!

Own Your Inbox Before It Owns You

No matter who you are, your inbox can easily get out of hand if you’re not checking in regularly. For those that don’t like to be tethered to a device or always on the clock, using Gmail Tabs will help cut the time you spend sorting through emails and searching for the ones you need.

Owning your inbox is owning your time, and owning your time will help you be more productive—at work and at home.

New (and free) Team Chat Tool for Gmail Labels

March 16, 2016 by selim Dizdar

Why do we use different applications for email and chat? Wouldn’t it be better if we could stay in one app that everyone uses for all communications?

We sure think so.

That’s why we’re excited to announce a brand new feature for all cloudHQ users: Gmail Label Team Chat—a way for you to chat with your team without ever leaving Gmail, and keeping an ongoing record of that chat, per label, as you go. In short- it’s pretty darned useful for projects by incorporating your chat and your email together.

What Is “Gmail Label Team Chat”?

Put simply, Gmail Label Team Chat lets you create a chat “channel” directly within Gmail. If you know how a Slack channel works, then you’ll feel right at home.

For example, if you’re using a Gmail label to track a project, a brand new Gmail Label Team Chat area will be set up automatically at the same moment that you create the label. Everyone who has access to the label will be automatically included in the chat.

The chat function for a label automatically launches when you create a new Gmail label. Just click on “open chat”:

Who Can Use “Gmail Label Team Chat”?

Anyone with a Gmail account, the Chrome Browser, and our free Gmail Label Sharing extension can use Gmail Label Team Chat for free.

This includes anyone with a free “@gmail.com” account and those who host a custom email domain through Google Apps.

How To Setup

To use this free feature, follow these steps:

1. Install the Gmail Label Sharing Chrome Extension

Start by having your team members install our free Gmail Label Sharing Chrome extension. Everyone who uses Gmail Label Team Chat will need to have the extension.

2. Create and Share a Label in Gmail

Start by creating a new Gmail label for your project. Then, share that label with the other people who will be working on the project with you.

3. Have Team Members Accept the Invitation

The people you invite will receive an invitation in their email. Have them accept it as soon as it comes through.

4. Click “Open Chat”

All team members (including you) will need to click the “Open Chat” button.

5. Allow Permission Requests from Google or cloudHQ

If you see Google or cloudHQ permission requests, click “Allow.” This enables us to provide your chat feature within your Gmail label.

6. Start Chatting!

Your chat area is ready. Start chatting and get to work!

Email & Chat: Together at Last

When we first started testing Gmail Label Team Chat here at cloudHQ, it made us go “wow.”

No more switching back and forth between email and chat applications. And for our contractors and partners at other organizations, it gave them the ability to chat with us—instantly—without having to remember to check a Slack channel we were using before.

This means that you’ll be able to get the same benefits of chatting, but with one less application to monitor and maintain.

Less digital clutter. More effective communication.

When you see how it works in your organization, we think you’ll say “wow” too.

Start Now

Is Email Surviving Its Own Death?

August 20, 2015 by Graciela

The lowest common denominator for any business communication has always been email. You would think it would have died by now, but instead, it’s actually thriving. Information that is often of the highest valuable can usually be found within email, often as attachments or written agreements in the body of the email itself.

Sensitive information with financials advisors, investors, partners, clients, etc., can all be found in your email; which is a really scary thought. Usually, that’s the easiest platform hackers use to infiltrate a company’s private data. Still, the importance that we place on email as a means of communication is so great, that it’s impossible to let it die off; and so we continue to use it as a primary means of communication.

Email is actually a great tool for employees who don’t need to be tech savvy (like support, lead gen, etc), as well as anyone who’s mobile. In many cases, Dropbox sharing, Google Docs sharing, or Evernote notebook sharing is too complicated for employees to learn if they don’t need to use it in order to perform their jobs well. For our mobile team, having all our notes and sales documents in our email makes it easy for us to access these documents on our phones while we’re out meeting clients, and our support tickets can all be handled via a Gmail shared label workflow.

Still, regardless of how great email is, organizations cannot survive with email as their only infrastructure. Businesses need good applications in: project management, sales management, note-taking, etc. The biggest problem lies in tying all these isolated applications together so that everyone can be on the same page for a group effort. There is no such suite that offers everything a business needs; perhaps Google and Microsoft are the only 2 platforms that come close, but still lack diversity in their offerings.

How Do You Integrate Email as Part of Your Cloud Infrastructure?

Let’s suppose that you are using Evernote to keep track of your projects (notes, images, etc.), but your primary method of communication in your company is via email. Since you’re the only team member using Evernote, you have one major problem: noone on your team will ever understand your point of view because they’ll never adequately know what you’re thinking.

You have one of 2 options:

Option 1)
Change your process and convince everybody that they should use Evernote. Still you must foresee that your company’s information will be scattered between email and Evernote, which is problematic when you need to access important documents quickly.

Option 2)
The easiest solution is to integrate Evernote with email so that team members who only use email can access and edit your Evernote notebook, the same way how you would be able to access and edit their Gmail labels. With cloudHQ, you can accomplish this in 4 easy steps:

Setup shared label

Create a sub-folder directly in your Gmail under that shared parent label and name it Evernote

Use the cloudHQ wizard to sync the two applications

Done! Anything that you put in your Gmail labels will be synchronized out to your Evernote notebook, and everything from your Evernote notebook will be synchronized with your Gmail labels .

Get Started Now

Photo used under Creative Commons from Joe The Goat Farmer

Free Gmail Label Sharing

August 13, 2015 by Graciela

We’re Announcing FREE Gmail Label Sharing for Everyone!

Here at cloudHQ, we’ve proudly built solid technology to help you collaborate really easily with your teams, and make sure you have a safe copy of all your work backed up in a separate cloud. Thanks to you, we’ve grown to synchronizing over 5 millions files everyday!

While synchronizing so many files, we noticed that our clients who use us for project management, product support assignment, and lead management, often sync us to their Gmail labels. It was then that we realized that email is very much the king of communication for most businesses; in most cases, it’s their workflow backbone.

The main gripe that we have with email, is that it never fully integrated with the cloud. Email is cumbersome, and is yet irrationally adopted across all companies. Workflow-wise, it lacks the ability to:

Delegate received emails to someone else or teams
Share drafts
Control who sees certain emails
Collaborate in any meaningful way (sending email vs. a shared folder, for example)

We felt like it was time that email should be reinvented. Using Gmail label sharing through cloudHQ addresses all these issues with email. It’ll increase your team collaboration through: email sharing, exporting emails into PDF formats, and synchronizing emails to more convenient clouds like Evernote, Salesforce, Google Docs and more. You can even use it through a nifty Google Chrome extension which makes sharing simple — the way it should have always been!

Free Gmail Label Sharing with cloudHQ

How To Use Free Gmail Label Sharing For 2 Common Scenarios

Gmail label sharing is the easiest way to communicate because it’s the lowest common denominator that anyone knows how to use. Take your mother, for example — she may not be the best Slack user, but you can bet that she knows how to use email (especially when she sends you those guilt emails because she hasn’t seen you in so long – but I digress). Working with outside collaborators who are overseas or students, clients, partners… they all use email. And what’s worse, is that a lot of information is stored in email.

Scenario #1: Updating/Onboarding New Employees

Let’s say a new employee is hired to work on a project at your company. She needs to quickly get up to speed with projects and previous communications. Maybe you have an awesome CRM — and maybe you don’t. If you don’t, you can easily get around it. Here’s how:

Step 1: Create a Gmail label from a client or a project, and Gmail will automatically go through all your emails and file them into your Gmail label.

Step 2: Go to cloudHQ and share that Gmail label with your team, and any of your new hires. Your new hires will have all emails pertaining to a client or a project in their Gmail, with all metadata so they can easily use the handy Google search feature as he sees fit.

Scenario #2: Customer Support / Lead Management

Shared Gmail labels uniquely lets your team take care of outstanding customer support issues right from their inbox. Here’s how:

Create a Gmail label, and call it “Support”.
Under the label “Support“, create sub-labels:
1. “Status: New”
2. “Status: Assigned: Jack”, ““Status:Assigned: Alan” and ““Status: Assigned: Leela”.
3. “Status: Done” to mark closed queries.
Share your gmail label “Support“ with your support team: Alan, Jack and Leela.
Add a Gmail label for each of your support members and label it with “task” and their names.
1. For example: “Task: Alan”
2. Then you can add an email query to assign it to Alan. Alan is notified anytime he has a new task.

Note: Alan can add the label “Status: Done” when the query is closed.

Then you can use cloudHQ to sync these emails to Google Docs and have one location to easily be able to address Support Tickets with the team.

FAQ:

1. Who can I share Gmail labels with?

You can use cloudHQ to share Gmail labels between any number of Gmail and Google Apps for Work users. For free! Google Apps users can share their labels with non-domained Gmail users (like name@gmail.com), as well as with users from other Google Apps domains.

2. Do Shared Labels work from email clients like Outlook, iPhone client etc.?

Yes. We simply share your ‘native’ Gmail labels with another email address. Sharing works no matter which email client is being used. Shared Gmail labels work in Outlook, Mail.app, Android, iPhone, and more!

3. Can Sub-Labels be Shared As Well?

Absolutely. cloudHQ automatically detects existing sub-labels that are nested under labels, and shares them under the parent label with whoever you choose to share it with.

4. How much does it cost?

Our Gmail label sharing is 100% free. Sign up now!

Get Started Now

How Law Firms Can Get The Most From Gmail

June 18, 2015 by Graciela

The digital transformation of the last couple decades has turned the practice of law, which was paper-powered into one which runs on emails and PDFs.

How Law Firms Can Get The Most From Gmail

One of the most popular platforms amongst law firms is Google Apps for Business, which costs $5 per month for each user (or $50 when paid in advance). As a powerful web-based suite, it’s a natural choice for firms looking for a secure, easy-to-use set of productivity tools.

Gmail, Calendar (which integrates with Gmail), and Google Docs are the three most useful for lawyers. As all lawyers know, you spend a lot of time writing emails and sending dozens (sometimes thousands) of documents for most cases. Lawyers also spend a lot of time working with many who use different platforms (Evernote, Microsoft, Dropbox), which is where cloudHQ is already proving useful for our legal customers.

With a simple cloudHQ sync, lawyers can backup emails and attachments in shared folders to their Google Drive, instantly simplifying numerous aspects of trial preparation and working with clients and other involved parties.

Before explaining how law firms can maximize their productivity with a label sharing sync, let’s briefly consider the question of privilege.

Can Google Negatively Impact Privilege?

The question as to whether attorney-client privilege is at risk over email has been debated extensively, with new guidelines protecting attorneys and clients from mistakes, which can happen when email is involved.

Although there have been rare cases where judges have acted harshly (when opposing counsel have received privileged documents in error), email is just as privilege protected as any other form of communication, according to the American Bar Association.

The Why and How of Setting up Gmail Label Sharing

Setting up a Gmail label sharing sync is an easy process, one that only needs doing once for your team to benefit from having instant access to the same emails and attachments within a shared folder, organized by subfolders on a case by case basis.

Google Apps admins can sync gmail label folders through cloudHQ at the domain level, allowing you to add or delete any users in your domain to make sure that only the correct users have access to your shared Gmail label folders.

In cloudHQ, (1) Set up your shared Gmail Label Folder, then (2) Select the users who will have access to your shared label folder from within your domain. In Gmail, you can organize all your cases by subfolders.

Once that’s done, everyone with access to that folder will receive every email tagged with that label or sublabel. You won’t need to worry about forwarding an email to the right team; it’ll just automatically be waiting for them in their Gmail label folder.

Email Archives as PDFs

We enabled a feature that lets you save every email as a PDF attachment when we launched label sharing, but didn’t expect it to be so popular. Lawyers and other professional service firms have found it particularly useful.

Within the synchronization options, you can export all the emails from Gmail to Google Drive, in various formats, with the most popular being PDF. Attachments are also saved, usually in the format they appeared, so a Word document can easily be converted into a Google Doc.

Unlike label sharing, this is a one-way sync, with Google Drive serving as a backup storage facility for your email. Now, backup is always recommended, especially for those handling sensitive documents. With this sync, you can also use these PDFs, including references and footnotes, when citing specific emails and attachments as evidence in cases.

In a profession where nothing can be left to chance, where the burden on the lawyer is to prove the case beyond a reasonable doubt, the ability to link to emails in a convenient PDF format can save hours of unnecessary work. Giving you more time to dedicate to your clients.

Book an appointment with a Cloud Infrastructure Expert now:

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Gmail Labels

New! Organize Your Inbox and Save Time with Gmail Tabs

Organize Your Gmail Labels