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New! Choose From Over 20 International Phone Numbers

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Need international phone numbers for your business? Something for your business cards or website?

Gmail Phone now offers international phone numbers starting at just $4.99/month.

It’s a major feature upgrade we just released for Gmail Phone.

Here’s a quick video we made for you:


International Phone Numbers

Gmail Phone users can now obtain an international phone numbers for over 20 countries worldwide. Prices for an international number start at $4.99/month.

International numbers work the same as U.S. numbers.

By default, your new number will behave like an automated personal answering service.

Instead of ringing your phone, a call to your Gmail Phone number will prompt the user to leave a voicemail.

That voicemail will be forwarded to your Gmail inbox for you to review:

Voicemail received

Users can also send text messages to Gmail Phone numbers. Text messages will also be forwarded instantly to your Gmail account:

Text message in Gmail

This is perfect if you want to offer an international contact number for your business—without a lot of expense.

 

Longer Text Messages

In addition to international phone numbers,  Gmail Phone now also supports text messages up to 1,600 characters in the U.S., U.K., and Canada.

That’s roughly 300 words of space for your contacts to explain their most detailed thoughts and opinions.

 

 

3 New (Free) Productivity Features for Gmail Screenshot

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To make screenshot sharing even easier for you, we just made our free Gmail Screenshot Chrome extension even easier.

As before, there’s no need to export the image to an editing program, save it to your desktop, or delete 250 screenshots every few months to clear your hard drive.

Just snap it, mark it, and send it.

Here’s a closer look at 3 new features we completed to make your life a little easier:

1. Screenshot Selected Areas

Gmail Screenshot can still take a screenshot of:

  1. Your full screen
  2. Any active application window
  3. A single Chrome tab

Click the screenshot icon within a compose window to access those options:

easily take screenshot

Or, you can now screenshot of just a portion of a Chrome window.

To do this life saving trick, just click the screenshot icon in the upper right hand corner of your Chrome screen:


Gmail screenshot in toolbar

Select any part of the Chrome window to take the screenshot.

2. Crop Image in the Preview Window

Whether you choose a full screenshot or just a part of the screen (as described above), you may now also crop the image in the editing window:

Gmail screenshot crop function

As with the other tools in the window, crop can be done in the browser, without having to open the image in PhotoShop, Skitch, or another editing program.

3. Share Link for Screenshots

There are now two share options for your screenshots:

  1. Direct embed
  2. Share link

“Direct embed” means the image will be directly embedded in your message:

Embedded screenshot

But if you prefer to simply send a link to the screenshot instead of embedding it, you now have that option:

easily take screenshot with share link

By default, we include both the screenshot and the share link.

This gives the person receiving your email options to forward or share your screenshot with others as they see fit.

You can also copy and paste the screenshot link into other messaging applications—including Skype, Slack, Whatsapp, Facebook Messenger, or whatever app your team uses on a day to day basis.

Gmail Screenshot installs in seconds and is free to anyone using Gmail or an email address hosted by G Suite.

 

 

NEW! Take a Screenshot. Mark It up. Send.

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If you send screenshots in your work, you’re very familiar with the normal process:

  1. Print Screen on a PC (Or Command-Shift-3 on a Mac)
  2. Open Skitch or Photoshop if you want to annotate the image
  3. Navigate to the desktop or your screenshots folder
  4. Open the image
  5. Add words or arrows
  6. Export the image and save it again on your hard drive
  7. Then, open your email
  8. Add the image to a message as an attachment
  9. Then (finally), send it

That’s what? Some 20 or 30 clicks just to send a single screenshot?

Gmail Screenshot—our latest Chrome productivity extension—can do that in half the time.

Gmail Screenshot lets you take, annotate, and send screenshots. It’s all within Gmail, and it just takes a few clicks.

Here’s how it works:


Add the Gmail Screenshot Chrome Extension

To start, you’ll need to add the free Gmail Screenshot Chrome extension, which installs in seconds and is free from the Chrome Web Store.

Step 1: Open a New Message in Gmail

Open your Gmail account and click the “Compose” button to open a new email.

Step 2: Click the Screenshot Icon

In the bottom toolbar, click the newly added screenshot icon:

Take Screenshot

Step 3: Choose Full Screen, Window, or Tab

You have the option to take a screenshot of your entire screen, a single active window, or one of your active Chrome tabs:

Choose active window

Step 4: Annotate the Image (Optional)

You can add notes, arrows, or blur areas of the image. When you’re done, click “Share,” and the annotated image will instantly be inserted into your email.

The Easiest Way to Send Screenshots

Gmail Screenshot is lightweight so it doesn’t slow down your computer, and it’s free for anyone using Gmail or with an email account hosted by G Suite.

NEW: Reply to Emails Using Text Messages

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We love to tear down barriers to productivity at cloudHQ.

Today we’re pleased to announce a new feature update to our free tool: Send Your Email to SMS (text).

Now, instead of just sending emails as text messages (as you could in the past), you can now receive text messages as emails as well.

Here’s how it works:


 

Send and Receive Gmail Text Messages

Once you’ve installed the free Chrome extension, click the phone icon to enter the phone number you’d like to receive your message:

Phone icon for Gmail text message

Then send your email as you normally would. As before, the recipient will receive an SMS text message with a link to your email.

Now for the new part.

Instead of going into his or her email to reply, your recipient can now simply reply back via text message:

Reply via text message to Gmail
 

When they click send, their text message will be routed to your Gmail inbox:

Gmail response

How We’re Using Two-Way Gmail Text Messages Internally

For us, email, texts, and Skype calls are just a way of life as we work to get things done.

Send Your Email to SMS (text) helps us prioritize.

If Naomi has something urgent she wants to send me, she can send me an email-as-text-message—because she knows that’s the fastest way to reach me.

With this new ability to respond by SMS, I can respond to her immediately—without getting pulled into the time black hole that is my inbox.

 

Choose to Be More Productive

Using text messages can help you prioritize the truly important messages you send at work. They also keep you focused by removing the need to get pulled into your inbox to respond.

The extension is free to install for anyone using Gmail.

 

 

FREE: Digital Sticky Notes for Gmail Emails

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Ever written the phrase: “Please see text below in red” in an email?

What if—instead of changing fonts or text color the next time you replied to a friend or coworker—you could just add “sticky” Gmail notes?

That’s what the all-new Gmail Notes Chrome extension can do in your inbox. Take a quick look:



Step 1: Install the Gmail Notes Chrome Extension

Gmail Notes is free to download from the Chrome web store and can be installed with one click.

The tool does not require configuration after installation. Once the extension has been added to Gmail, it will work automatically.

Step 2: Highlight Any Text in Your Inbox

To add a note to a Gmail message, simply highlight text from any message in your inbox.

A small text box will appear, allowing you to add a note to the highlighted text:

Add Gmail Note

Step 3: Share the Notes (Optional)

Once you’ve saved a note, you can share them or keep them private. If you add a note and then send a reply, a box will pop up asking if you want to send the notes with your email message:

Gmail Notes Popup

The notes are saved directly to Gmail’s servers, making them visible to anyone who receives your message—if you choose to include them:

Your Notes in Gmail

Sticky Notes for Your Gmail

If emails are like letters, Gmail Notes are like sticky notes added to the paper. Just highlight the text, add an annotation, and your note will be saved automatically.

No “see edits in red text below” required.

It’s perfect for:

  • Editors
  • Sales Managers
  • Project Managers
  • Customer Representatives
  • Anyone who wants to make a mental note about an email


How To Backup Your Email in Seconds

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We sometimes act like our email is a permanent resource for us to keep some of our most valuable information.

The problem?

There are SO many ways you could potentially lose access to your account.

Perhaps you work in sales, and your history and contacts are extremely important to you. But if you change companies tomorrow, you could lose everything.

Hackers are everywhere too, and they often target Google accounts, as we’ve been reminded again recently.

This is why you should consider creating a backup for your emails in case something ever happens. Once you set it up, you’ll feel a whole lot better.

Here’s what to do in 3 simple steps:

1. Download “Save and Backup My Emails”

Go the Chrome Store and download cloudHQ’s Chrome extension Save and Backup My Emails.

2. Click on “Backup all emails”

After you installed “Save and Backup My Emails”, a button should appear on the top of your inbox main home page called “Backup all emails”.

Click on it.

3. Download your Emails

cloudHQ will start saving all of your emails in PDF format to make it easy for you to search through them when you need to. This also includes any attachments or conversation threads, too- so it’s a really thorough solution.

You’ll get an email from cloudHQ when we’re done saving all of your emails to PDF (usually a few minutes to a few hours depending on how many emails you have) , where you can download them to your USB key or your computer’s hard drive, and actually have the satisfaction of knowing that your information is literally in your hands.

Having an Email Backup Keeps You in Control

I can’t stress enough how important it is for you to keep your emails in a separate location than your inbox.

Creating a backup of your emails will keep you in control if:

  1. You leave your job
  2. Your name changes (through marriage, divorce, etc.)
  3. You switch email hosting services and need a new account
  4. You upgrade to a hosted email address instead of using a free “@gmail.com” email
  5. You get hacked and need to delete your old account

All of this can be done in just 2 clicks using the Save and Backup my Emails extension and completing the instructions above.

 
Save and Backup My Emails

Get Text Alerts for Urgent Emails

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Almost every productivity expert will tell you not to keep your inbox open all day. And yet, until recently, I couldn’t help myself.

Here’s me, killing my own productivity by keeping Gmail open in a Chrome tab behind my work:

Gmail Tab Killing My Productivity

Why? Because there are people I want to answer as soon as possible when they send emails.

I could use notifications, but I find those annoying. I don’t want a popup for newsletter, bank statement, and marketing offer I get every day.

So, I kept a tab open and obsessively checked it whenever I saw a had a new email—which (I know) is hardly better for my productivity.

That is, until I started using automatic text alerts from the important people in my life.

Text Alerts for Important Emails

Here’s what I use now:

 

It’s perfect for what I need. It’s also free to use for anyone with a Gmail account. Now, any time my boss sends me an email, I get a text alert letting me know. I have several other alerts programmed as well—one for all four of the people I need to answer ASAP when they write.

How to Set Up Text Alerts in Gmail in 2 Steps

Here’s how to set up text alerts for your important emails in Gmail.

Step 1: Install Send Your Email to SMS (Text)

Start by adding the Send your email to (SMS) text extension from the Chrome Web store. It only takes a moment to install.

Step 2: Set Rules for Your Text Alerts

Click the SMS Notifications button in the top menu:

Gmail button in top menu

Then set the rules for when you’ll receive text alerts. In this example, I’ve told Gmail to send me a SMS text alert for all emails from Naomi:

Gmail set alerts

You can add as many rules as you like. You can also make the notification dependent on keywords in the subject line (e.g. “Urgent”).

That’s all it takes. Now, any time you receive an email from one of your important contacts, you’ll get an instant text alert letting you know.

When to Use Text Alerts

Most emails don’t require a quick response. But for emails from a:

  • Boss
  • Prospect
  • Client
  • Customer
  • Partner
  • Investor

Those are all perfect people for whom you might use text alerts.

Keep Your Productivity High

Whatever your role, SMS text alerts are a simple way to improve both your productivity and your responsiveness for the people that matter.

Send your email to SMS (text) is free to install for anyone with a Gmail account.

Get Send Your Email to SMS (text)
 

It’s new, it’s free, it’s Auto BCC! (for Gmail, that is.)

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Your assistant keeps you sane. But it’s sometimes difficult to keep her in the loop.

You try to BCC her on emails (everything but your personal ones), so she can keep track of what’s happening. But when you get busy, it’s easy to forget.

Wouldn’t it be great to automate this? If your email just knew to copy your assistant on all work-related emails?

Today we’re pleased to announce the release of Auto BCC for Gmail, a tool that will do just that.


It’s the latest addition to our growing library of free and low-cost Google Chrome extensions.

If you’re a supervisor, manager, executive, or assistant, this one’s for you.

How Auto Bcc for Gmail Works

With Auto BCC, you can configure Gmail to automatically CC or BCC another email address any time you send emails:

AutoBCC button

 

You can set as many rules as you like—with a variety of options:

Set rules for AutoBCC for Gmail

That’s all there is to it.

Once you set a rule, it will run in the background, automatically adding a CC or BCC email using your criteria.

3 Situations Where AutoBCC Is the Perfect Tool

Here are three situations where Auto BCC for Gmail might be the perfect tool for you:

1. For Bosses

If you’re a boss, manager, or executive, Auto BCC is a simple way to keep team members “in the loop.”

You may need your admin to keep a detailed log of all communications with certain customers, for example.

Or you may want to BCC your second in command any time you deal with a specific person in another department.

Auto BCC can do this automatically. It can also prevent you from having to remember the CC or BCC every time.

2. For Assistants

If you’re an assistant, you may need to keep your boss informed when you send emails on his or her behalf.

Using Auto BCC, you can BCC your boss on every email you send—or just emails to certain people.

3. For Training

If you’re in charge of training others on your team, you might want to keep an eye on how they handle themselves by email.

This is especially important in sales or support roles, where the new employee will send emails to customers on a regular basis.

Are they following the script? Are they professional?

Since you’re getting a copy of the emails, you’ll be able to keep an eye on things.

Free for Anyone Using Gmail

Enforce your standards. Inform your boss and team members. And protect yourself from unexpected complications.

With Auto BCC for Gmail, you can rest assured that whoever needs to have a copy of your email, does.

Auto BCC for Gmail can be installed in seconds. It’s also 100% free for anyone using Gmail.

 

Get Auto BCC

5 Quick Tips for Perfect Video Emails

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It’s now incredibly easy to create and send video messages directly from Gmail.

All it takes is the free Video Email Chrome extension.

Once you’ve set up the extension, here are five quick things you can do to ensure your video looks and sounds great.

1. Use a Good Microphone

In a pinch, you can use your computer’s built-in audio pickup. But for better sound quality, you’ll need a microphone.

If you’re using a Mac, the microphone embedded in Apple’s standard EarPods (the ones that come with an iPhone or iPod) is surprisingly good and can give you excellent audio for a video:

cloudhq_blog_perfectvideo_1_airpods
 

The earbuds from most other smartphones also have mics that can be plugged into your computer. Just be sure to check that they work with your computer before you start recording.

You can find a variety of dedicated microphones on Amazon. A top-quality podcasting mic will cost you $100 or more, but even a simple $20 lapel mic can significantly improve the audio quality of your video.

2. Get the Right Light

Check the bulbs in the lamps and light fixtures around your webcam. You probably have something called “soft white” bulbs.

Those “soft white” bulbs aren’t ideal. They’re actually slightly yellow—which will make you look slightly yellow in your video.

What you want is natural light from a window or “daylight” light bulbs.

These are available on Amazon or at any retail or hardware store for the same price as regular light bulbs.

To get the best light, use two lights at eye level behind your webcam, so the lights are shining on your face. That’s the best way to get flat, even light with no shadows.

You don’t need professional lights for this. I use two simple desk lamps that look like this, which I picked up at Home Depot for $15 each:

cloudhq_blog_perfectvideo_1_desklamp
 

If you have a window that can provide some natural light for the video, that’s a great option too.

3. Check the Background

Video Email will show you a preview of your face and your video background before you click “record.”
Make sure the background is free of anything distracting.

People moving, bright lights behind your head, or a sloppy, unorganized background will disrupt viewers as they watch your video—and that’s never a good thing.

Videobackground
 

4. Write a Quick Outline

You don’t need a full script for your video email.
Part of what makes Video Email great is you can open an email, record a video, and send it in just a few seconds—without much prep required.

But you should at least have a quick outline of what you want to say.

I use a half sheet of paper, which I place on my keyboard recording. That way if I get lost for a moment while recording, I can glance at the outline to get back on track.

It also helps make sure I’m not missing anything.

5. Look at the Camera (Not the Screen)

Done right, a video message creates a feeling of increased connection through eye contact, an indicator of confidence and one of our most powerful body language cues.

That’s why you should lock your eyes on the camera when you record your video—and resist the temptation to look at yourself on the screen.

I’ll sometimes even cover up my screen, just to ensure I keep my gaze level on the camera. This can be especially helpful on laptops (like my MacBook Air)—where the webcam is less than an inch above the screen.

Practice Makes Perfect

Our best advice if you’re new to video email?
Practice makes perfect.

Send a few videos to friends or co-workers to practice the process and fine tune your setup.

That way—when you send video emails to customers, clients, partners, or anyone you want to impress—you’ll be comfortable in front of the camera and ready to record a high-quality video, every single time.

 

Video Email for Gmail
 

Be Massively More Productive with Email

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“You can’t manage what you don’t measure.” —Peter Drucker

You probably have no idea how much time you spend on email.

That’s because you almost certainly don’t track it.

If you’re a boss or an employee, that’s time you’re wasting on a task that’s known to ruin productivity.

If you’re a freelancer or contractor, it’s even worse because that lost time is billable.

New Tool: Gmail Time Tracker

Whether you’re a boss, an employee, or a contractor, we have a new tool that can help you manage your inbox.

To use Gmail Time Tracker, just install the free Chrome extension, which only takes a moment.

Once installed, open Gmail, then read and write emails as usual. Gmail Time Tracker will run in the background, tracking your time and activity as you work.

To check your stats, just click the timer in in the upper right corner of your browser, and export to Excel or .csv file.

 

3 People Who Need Gmail Time Tracker

Here are three people who would benefit immediately from Gmail Time Tracker:

1. Supervisors

The average knowledge worker now spends over 20 hours a week managing email. If you’re a boss, is that really how you want your employees spending their time? Have them install Gmail Time Tracker and show you their reports. If they’re spending too much time on email, you can take steps to correct the problem.

2. Employees

If you want to be the most productive employee in your office, use Gmail Time Tracker to control or reduce the time you spend on email. You can also use the tracker if you’re overloaded and need help. The reports are an easy way to show your boss just how much time you spend on your email every week.

3. Contractors and Freelancers

It’s so easy to not bill for the time you spend on communication. Gmail Time Tracker will automatically show you how much time you spent on email from every sender, making it easy to bill each client for the time you spent on email.

Reclaim Control of Your Inbox

You can’t escape email, but you can stop it from controlling your life.

Gmail Time Tracker will give you the visibility you need to help prioritize the time you spend on your email communication.

 
Get Gmail Time Tracker

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cloudHQ
Specializing in email organization and team workflows, cloudHQ is an easy cloud app synchronization service used for backup, app integrations, and implementation of team workflows. To date, we sync over 5 million files a day, and service clients like HP, Gartner, and Uber.
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Gmail Label Share & Chat
A free tool designed to help incoming emails get answered by teams. It is the only effective way to write comments about emails before any team member replies to the email sender. This is an excellent tool for sales, customer service, or project management.
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