5 Gmail Add-ons to Boost Productivity

TECHTONIC

5 Gmail Add-ons to Boost Productivity

15.11.2021

Emails are an intrinsic part of our internet-dependent lives — for personal and official use — with Gmail being one of the most popular services around. Besides built-in spam filters and security features, you can install third-party ‘add-ons’ to extend the functionality of a Gmail inbox. They can be found at workspace.google.com/marketplace, only need to be installed once and appear in a sidebar whenever you sign in from a web browser. Ashutosh Desai recommends five such add-ons to improve productivity.

SCHEDULE MEETINGS You can set up meetings with friends, colleagues or clients from Gmail with a smart scheduling service like CalendarHero (calendarhero.com). It also integrates with Google Calendar, so you don’t end up double booking your day.

It uses AI to ‘learn’ your scheduling patterns. Here, you can create fixed time frames for video calls, voice calls, coffee meetups, etc, for a more organised day. Each meeting type has a web link so anybody can ‘self book’ appointments with you. CalendarHero lets you set a daily limit to meetings; it can also integrate with Zoom and Cisco Webex; meetings can be scheduled via Slack, MS Teams, FB Messenger, and more. You can even chat with a virtual assistant to know your schedule.

MAIL MERGE GMass (www.gmass.co),lets you send several personalised emails with just one template. When you compose a new email, click the ‘GMass’ button next to ‘Send’. Choose a template to view the syntax it uses for the recipient’s first and last name. Now use the same format when composing the email. GMass will replace it with the recipient’s first or last name, depending on what you selected in the configurations box.

This add-on also includes a scheduling feature that sends reminders after a specified interval. A free GMass account lets you send up to 50 messages per day.

SEND INVOICES If you are the proprietor of a small business or a freelancer then a free invoice generator like Bookipi (www.bookipi.com) will be a useful addition to your workflow. To use this add-on, you first need to register with Bookipi and design your invoice to include a logo, payment instructions, etc before sending them from Gmail.

When you reply to a client’s email or compose a message, you will be able generate an invoice without leaving the tab.

These invoices can be saved into categories like estimates, incidentals, arrears, etc; can include tax, discount, shipping, and a placeholder for signatures as well. Alternatively, you can also consider the Zoho Invoice add-on to email bills to customers.

ORGANISE EMAIL You can turn your inbox into Kanban-style boards to help you get more work done with Sortd (www.sortd.com), a task-oriented service that lets you assign emails to ‘buckets’ like To-Do, Planning, In Progress, Done, etc. It is ideal for project managers and event planners who need to separate important emails from all the noise.

The add-on lets you assign the email to specific boards while its Chrome extension — which also needs to be installed — toggles between the regular Gmail view and Kanban boards. When you switch to the latter, you will only see the emails you assigned to the various boards. You will see the inbox as a panel, but you can hide this as well so that you can focus on the work at hand and not get distracted by new email notifications.

TRACK EMAILS If your work has you sending several emails through the day to your customers, clients and vendors then it is necessary to know if your messages are actually being read or ignored. With the Mailtrack (mailtrack.io) add-on and its browser extension, you will receive alerts — as popups and as emails, depending on what you choose — whenever your emails are read.

You can also set your account to receive daily reports with analytics related to your read/unread emails, alerts for old emails and messages that have been opened several times over a short period of time.

Mailtrack will also notify you when an email you have received uses tracking features. Moreover, you can install this add-on on an Android handset and send tracked emails while being on the move.