Tag Archive: Gmail

Nov 10

Gmail Tip #56: Five New Features Launched!

Categories:

Gmail Tips, Gmail Tips - The Complete Collection

by Jim

November 10, 2006

Gmail has just rolled out 5 new features to add to Gmail’s arsenal including new Mobile Phone access.

-Gmail On Your Mobile Phone
-Forward all
-Reply on top
-Embarrassment-reducing new message notifications
-Chat while your friends are offline

Read on to see the details of these new features….

Gmail On Your Mobile Phone
Point your phone to gmail.com/app, download it the app, and you can access Gmail on your phone with just a click or two.

Some neat features:

  • It has the same Gmail interface you know and love
  • Your account stays synchronized whether you access it from your computer or the phone
  • You can easily view attachments such as photos, documents and .pdf files

To learn more about Gmail for mobile devices, visit this page: http://www.google.com/mobile/gmail/#utm_source=en-cpp-g4mc-gmnew&utm_medium=cpp&utm_campaign=en

Just be sure to check out the phone compatibility at their Supported Mobile Phone link at http://mail.google.com/support/bin/answer.py?answer=50425 Not all phones are supported (mine isn’t.)

Forward all
When viewing a conversation, you can now click the "Forward all" link to forward the entire conversation instead of just one message.

Reply on top
ReplyNow you don’t hacve to scroll all the way to the bottom of a message to find the “Reply” link. Now there’s a Reply button right on top. It also has a nice dropdown menu with many other options. Just click the little dropdown arrow. And don’t forget that if you have Keyboard Shortcuts enabled, you can always press the "r" key to reply.

Embarassment-reducing new message notifications
Have you ever replied to a message only to find out that someone sent a reply right before you? Now, if someone sends a reply while you’re in the middle of reading or replying to a conversation, you’ll get a notification that a new message has arrived. Click "update conversation" to upate the view to see what you’ve missed.

Chat while your friends are offline
If you’re chatting with a friend who goes offline, your friend will be able to see whatever you typed the next time he or she goes online.

Permanent link to this article: http://jimstips.com/gmail-tips/gmail-tip-56-five-new-features-launched

Jul 25

Gmail Tip #55: Excluding Chat from Search Results

Categories:

Gmail Tips, Gmail Tips - The Complete Collection

by Jim

July 25, 2006

Here's a tip inspired by a question from Ethan Lipman, an active Gmail Chat user. He wants to be able to search his Gmail messages for key words, but the Search Results often return hits from his Chat session logs. Read on to find out how to simply exclude Chat session logs from your Search Results….

The solution turns out to be really simple, but not necessarily obvious. It appears that all Gmail Chat session logs are simply standard messages Labeled with a hidden Label of "Chat". So this means that many functions you use on Labels should work.

So, to exclude all Chat session logs from your Search Results, add the following text to your search string:

 -label:Chat

Likewise, if you wanted to include words found ONLY in Chat session logs, just add the following to your search string:

 +label:Chat

…making sure that it is the only "label:" string (unless you also want to include other Labels.)

Thanks to Ethan Lipman for the question!

Permanent link to this article: http://jimstips.com/gmail-tips/gmail-tip-55-excluding-chat-from-search-results

Jul 12

Gmail Tip #54: New Feature! Select ALL conversations

Categories:

Gmail Tips, Gmail Tips - The Complete Collection

by Jim

July 12, 2006

{josquote}New feature!{/josquote}Deleting Spam and emptying Trash in Gmail just got a whole lot easier! Instead of being limited to deleting just a page-at-a-time, Gmail now lets you select all Spam and Trash conversations for deletion in one simple step. Read on to see some screenshots of the new features…

One of the great annoyances of managing Gmail has been in dealing with Spam and Trash. When you had  more than screenful of messages, clicking "select all" would only select all messages on the current screen. Deleting numerous messages could mean navigating multiple screens just to select and delete.

The Trash view now displays the message "Empty Trash now (messages that have been in Trash more than 30 days will be automatically deleted)"  Here's a screenshot:

{mosimage} 

When you click on the "Empty Trash now" link, Gmail will display a confirmation prompt displaying the number of conversations it will delete. Click "OK" to delete, or "Cancel" to not delete.

For Spam, the Spam view now displays the message "Delete all spam messages now (messages that have been in Spam more than 30 days will be automatically deleted)" Here's a screenshot:

 {mosimage}

Clicking on the "Delete all spam messages now" link displays a confirmation prompt displaying the number of conversations in Spam to delete. Click "OK" to delete, or "Cancel" to not delete.

Yet another example of Google refining Gmail's capabilities.

Permanent link to this article: http://jimstips.com/gmail-tips/gmail-tip-54-new-feature-select-all-conversations

Jul 12

Google Notebook Tip #1: What is Google Notebook?

Categories:

Google Notebook Tips

by Jim

July 12, 2006

Google Labs has released their new Google Notebook application which is a simple, online repository for storing notes, images, and "clips" of Web pages. With its optional browser extensions (for Internet Explorer and Firefox only for now) you can seamlessly add content to your Google Notebook while surfing the Web. Read on for some details on what Google Notebook is, what you can do with it, and how to get started…

What is Google Notebook?

Google Notebook is a Web-based application that lets you enter and manage notes. While that may sound simple, (and it is) it is a powerful and handy tool to let you store and manage countless bits of content that is easily accessible whenever you have Web access.

To better understand Google Notebook, think of the Google Notebook screen as a bookshelf. On that bookshelf, you can store one or more Notebooks, and within each Notebook, you can store one or more Notes. Notes can contain simple text content to complex Web page clippings. Notes can be ordered by moving them around, and they can be categorized by creating Section Headings. What content you include in your notes is completely up to you, as is how you organize your notes.

In later tips, I'll be discussing some simple operations such as selecting and moving Notes, how to clip Web pages, and some simple navigation and management operations. I'll also be including some tips on how to organize and make the most of your notes.

So, what's it good for?

Let's start with a short list of some things you can do with Google Notebook:

·    Store recipes
·    Store school notes
·    Create online shopping lists
·    Create a repository of your favorite movies
·    Plan a trip
·    Maintain a list of your favorite Web sites
·    Keep a journal
·    Write a book

This list is obviously not exhaustive–you are really only limited by your imagination. Just play around with it, and ideas should come to you!

But Google Notebook does have some limitations. Here is a list of some things that you cannot do with Google Notebook:

·    Store "objects" like programs, MP3 files, or standalone images
Google Notebook is not a file repository–it is a notebook. For storing things like programs and MP3 files, you will have to use other online storage options. For digital photos, check out Google's Picasa Web, a really nice photo album application that integrates with Google's Picasa2 Desktop application. It's at: http://picasaweb.google.com

·    Print individual notes
I do have a workaround for this, but by default, you can only print entire notebooks.

·    Make notebooks semi-private
A notebook is either private (viewable only through your Google account) or public (accessible to anyone.) There is no facility to restrict viewing Notebooks to specific users.

·    Email Notes or Notebooks
There is currently no facility to email your notes or notebooks. The best you could do is to make a Notebook public and then email the URL. Just remember that a Public Notebook is viewable by anyone.

·    Export Notes
Short of copying and pasting notes into another application, there is currently no facility to export notes. You could, however, select the "Print notebook" from the "Actions…" dropdown, to create a nicely formatted HTML page which you could save locally and than edit it using your favorite HTML editor.

Again, this list is not exhaustive. The Google developers continually work to improve all of their offerings, so I would bet that in the future, you will see refinements and additional features worked into Google Notebook. My recommendation is if you have suggestions for new features, feature changes, or to report bugs, go to the Google Notebook support page located at: http://www.google.com/support/notebook and log your request. Google will obviously not include every suggestion into Google Notebook, but they are noted for listening to their user base, so unless you voice your feedback, they won't know what you want!

How do I get started?

Point your Web browser at http://google.com/notebook and follow the instructions. IN short order, you will be ready to create new notes! But first, you have to complete a couple steps:

First, you must have a Google account in order to use Google Notebook. This provides authentication to keep notes private. If you already have a Gmail account, you are good to go. If not, just follow the instructions to create a new account.

The browser extension. Google wants you to install a browser extension in order to more efficiently create and manage notes, but this is optional. If you want to use the extension, by all means, download and use it. The extension works very well, and makes adding Web clippings a snap. I'll be posting a tip detailing its features and functions.

But for now, we want to skip this, so when you are prompted to download the extension, just look for the "Continue to your notebooks »" link and click on it. This will bypass the browser extension download and take you directly to your Notebooks. This is also useful for those times when you are using a public-access terminal. In that case, you won't want to install the extension (and probably won't have permission to do so) because you don't want your personal information to be tied to that device.

You should now be looking at the Google Notebook screen! Click on the "Add note" button, and you are on your way to creating and managing notes! I'll be posting more details about the functions and features of Google Notebook, so stay tuned for more Google Notebook tips and tricks!

Two Points Of Caution

Like any Web-based service, Google Notes is not necessarily a completely secure repository. My suggestion is that if you have sensitive information, you would probably be wise not to store it on Google Notes. This is not to say that Google takes security lightly–far from it. Just assume that anything stored online, especially if it is unencrypted, is simply not secure.

Second, please remember that, as with all online applications, many of Google's applications are still under development, and as such may occasionally be prone to bugs or problems. I recommend that you not store critical or irreplaceable information online unless you also have an alternate online or offline backup. Committing irreplaceable information to an online service–especially one still in development–is asking for problems.

Permanent link to this article: http://jimstips.com/google-notebook-tips/google-notebook-tip-1-what-is-google-notebook

May 15

Gmail Tip #53: How Can I View Outlook Stationery In Gmail?

Categories:

Gmail Tips, Gmail Tips - The Complete Collection

by Jim

May 15, 2006

The short answer is: "You can’t." Outlook (and several other email clients) enable you to include "stationery" or background images in your email message to "dress up" the look of your email messages. Currently, Gmail does not render these images as expected. Read on for some of my thoughts about stationery…

First off, I need to step up on my soapbox for a moment…

I really never understood the draw of background images or stationery in email messages. Other than allowing you to inject a bit of individuality into a message, what purpose does it really server? I personally find them typically distracting, not so much the images themselves, but the content chosen. Some are elegant and pleasing to look at, but some are just plain distracting.

I would suggest you take a step back and really think about what you are trying to do with email. Many people get so hung up with the style or look of a message that they often overlook the actual content. While it’s true that a picture can be worth a thousand words, well-written words should never be overlooked. And a nicely formatted and well-constructed signature can convey a lot of good information.

…OK, off of my soapbox.

Gmail does not currently handle stationery or background images, so if you really have to have it or use it, I suggest that you configure your Gmail account for POP access and then use an email client (like Outlook) that handles stationery. You lose Gmail’s excellent Labeling and Search functions, but you can continue to use an email client that you are familiar with, while taking advantage of Gmail’s excellent Spam filtering and storage space. You will still always have Web-based access should you need it.

If handling stationery is important to you, then I suggest you contact Google and recommend it as a suggested feature. Click on the Help link in the upper right corner of any Gmail screen, click the "Contact Us" link at the bottom, and click the "Suggest a feature" link. Google may not implement it, but if you don’t tell them what you want, they’ll never know!

Permanent link to this article: http://jimstips.com/gmail-tips/gmail-tip-53-how-can-i-view-outlook-stationery-in-gmail

May 05

Joomla! Review: Jom Comment

Categories:

Joomla Tips

by Jim

May 5, 2006

I was browsing the Joomla Extensions site , and stumbled upon a very cool Component / Plugin called "Jom Comment " that adds very nice article "commenting" capabilities to Joomla, giving your site visitors the ability to read and post comments about articles. Jom Comment leverages AJAX, presenting a clean, slick Web 2.0  style commenting system. It’s very complete, but its strength is in its simplicity.

{mosimage}

Read on for a quick review….

To preface this review, I have to say that I have never installed or tested any other commenting Components in Joomla. I have used them on countless other Joomla-based sites, but I never actually researched and tested them out for myself for use on my site. There are a number of other commenting choices out there, so by all means investigate them, but Jom Comments really caught my eye, and it delivers.

Jom Comment is found at http://www.azrul.com/ , and adds very simple, yet elegant Web 2.0 style commenting capabilities to Joomla. While reading an article, a site visitor can read any existing article comments as well as write comments of his own. And because it uses AJAX, it all happens right within the page without requiring full page reloads between actions. This saves bandwidth for both the site and the user, and it makes the user experience much cleaner. In fact, Jom Comment can even be configured to "auto update" so that you can see new comments as they are posted! Very cool! It also includes an RSS feature letting your site visitors link to article comments through any RSS reader!

Jom Comment is a commercial addon, but don’t let that scare you off. The Standard verison only costs $8.50(US) and it is really worth every penny. The author jokes about the low price on his site, but the fact is that because it is so low in cost, even if it doesn’t work out for you, you aren’t out that much at all. A limited trial version is available, and there is a "Professional" version in the works, but the Standard version seems to have just what I wanted in a commenting addon.

What it looks like

When you are viewing an article, you see a new "Add Comments (n)" link below the article:

{mosimage}

When you open the article by either clicking the article link or the Add comments link, you see the article normally, but now, at the bottom is a comment section:

{mosimage}

 When you submit the comment, it immediately appears below the article vor you to view:

{mosimage}

So from the site visitor’s perspective, that’s about it. It’s clean, simple to use, and nicely implemented.

But what about the back-end? What kind of control does the site administrator have? Here is a look at the Settings….

The Settings

Jom Comment is very configurable letting you tailor many functions to your needs. For example, you can determine if guests can post comments or not, you can determine on which sections comments will be displayed, you can determine if the comments will be moderated or automatically posted, and a host of other goodies.

You can even configure Jom Comment to email you whenever a new comment is posted. This can be nice to help keep an eye on comments and to help to prevent abuse without requiring moderation. And here’s a tip: Use a "plus" email address as your notification address. For example, enter "some.user+comment@gmail.com". If you have a Gmail account (or any email provider that supports "plus" addressing), set up a Filter in Gmail to automatically label these emails. This makes managing frequent comment notifications a snap!

Here is a screenshot of the main Settings screen showing the main settings:

{mosimage}

Security

Unfortunatly, there are unscrupulous people who abuse open systems, so security must be addressed. Jom Comment provides several levels of security to help prevent or reduce comment abuse. Here is the "Spam" settings screen:

{mosimage}

Layout

Youcan also tailor the layout to your needs.  Jom Comment is template-based, so presumably, you could create some very interesting and flexible layouts for your commenting. Here is the Layout screen:

{mosimage} 

Captcha

You can also leverage Captcha http://en.wikipedia.org/wiki/Captcha authentication to help reduce automated comment spam. Captcha presents a graphic image containing a string of random characters. The user must correctly enter the characters to successfully submit the comment. One thing I like about this implementation is that the characters aren’t so distorted that they are too difficult to read–a problem with many Captcha implementations.

{mosimage}

Support

OK, so my initial install had some glitches. I installed the Component, and then said to myself, "Now what?" Unfortunatly, the .ZIP file did not contain any documentation, and seemed to be missing some pieces. So, I emailed Azrul, and literally within minutes, he replied with an appology and a fixed file. Apparantly, he was in the middle of updating some things, and a bad version of the distribution slipped in. Anyway, I uninstalled and re-installed the new version, and it has been smooth sailing since! Thanks to Azrul for your swift and effective support!

Bottom Line

Overall, I think Jom Comment’s strength is in its simplicity. It seems to embrace the "UNIX way of thinking": Build a solid, simple program that solidly and simply does what it’s meant to do. It was easy to install, easy to use, and best of all, it’s unintrusiveness fits very well into my site!

So check out Jom Comment and see if it is something that would enhance your site to provide your visitors a better experience!

Permanent link to this article: http://jimstips.com/joomla-tips/joomla-review-jom-comment

May 02

Gmail Tip #52: Can I “Delete all” Spam?

Categories:

Gmail Tips, Gmail Tips - The Complete Collection

by Jim

May 2, 2006

Do you have a lot of Spam messages in your Spam view? I seem to get between 10 and 15 Spam messages per day. Some people like to keep their Spam view empty, so they constantly delete whatever is in there. But is there an easy way to "Delete All" Spam? Read on for the answer….

Simply put, there is currently no way to simply "Delete all Spam" if the number of Spam messages exceeds one screenful of messages. You can, however, delete them one screen at a time. You first need to click on the "All" link under the "Delete Forever" button while in the Spam view. Next, click the "Delete Forever" button. This deletes that screenful of Spam. If you have more thatn one screenful of Spam messages, repeat this for all screens of Spam. Note that if you have hundereds of Spam messages (which is not unusual) this could take a short while to delete them all.

But here’s a tip: Just don’t forget that Gmail automatically manages Spam for you by deleting any Spam that is over about 30 or so days old. Even though you may accumulate lots of Spam, letting Gmail auto-manage it for you can have its benefit. For example, if you inadvertently mark a message as Spam, you can always go into the Spam view and move it back to the Inbox–this which "unmarks" the message as Spam.

Though you may have the urge to just delete all Spam as you get it, why not let Gmail manage it?

Permanent link to this article: http://jimstips.com/gmail-tips/gmail-tip-52-can-i-delete-all-spam

May 02

Gmail Tip #51: Keyboard Shortcuts

Categories:

Gmail Tips, Gmail Tips - The Complete Collection

by Jim

May 2, 2006

Gmail’s User Interface is quite usable, but sometimes a mouse just seems to get in the way of efficiency. The Gmail developers have included lots of nice keyboard shortcuts that can really make using Gmail quicker and easier. Read on for a detailed list of Gmail’s keyboard shortcuts….

Gmail offers many keyboard shortcuts. To enable keyboard shortcuts, click on the Settings link at the top right of the screen, and click on the "General" tab. Look for the "Keyboard Shortcuts" entry and click on the "Keyboard shortcuts on" radio button.

Below is a table showing the current list as of 25-Jan-2006. Try ‘em out!

(For the most recent version, click here.)


Shortcut Key Definition Action
c Compose Allows you to compose a new message. <Shift> + c allows you to compose a message in a new window.
/ Search Puts your cursor in the search box.
k Move to newer conversation Opens or moves your cursor to a more recent conversation. You can hit <Enter> to expand a conversation.
j Move to older conversation Opens or moves your cursor to the next oldest conversation. You can hit <Enter> to expand a conversation.
n Next message Moves your cursor to the next message. You can hit <Enter> to expand or collapse a message. (Only applicable in ‘Conversation View.’)
p Previous message Moves your cursor to the previous message. You can hit <Enter> to expand or collapse a message. (Only applicable in ‘Conversation View.’)
o or <Enter> Open Opens your conversation. Also expands or collapses a message if you are in ‘Conversation View.’
u Return to conversation list Refreshes your page and returns you to the inbox, or list of conversations.
y Archive*
Remove from current view		 Automatically removes the message or conversation from your current view.
  • From ‘Inbox,’ ‘y’ means Archive
  • From ‘Starred,’ ‘y’ means Unstar
  • From any label, ‘y’ means Remove the label

* ‘y’ has no effect if you’re in ‘Spam,’ ‘Sent,’ or ‘All Mail.’

x Select conversation Automatically checks and selects a conversation so that you can archive, apply a label, or choose an action from the drop-down menu to apply to that conversation.
s Star a message or conversation Adds or removes a star to a message or conversation. Stars allow you to give a message or conversation a special status.
! Report spam Marks a message as spam and removes it from your conversation list.
r Reply Reply to the message sender. <Shift> + r allows you to reply to a message in a new window. (Only applicable in ‘Conversation View.’)
a Reply all Reply to all message recipients. <Shift> +a allows you to reply to all message recipients in a new window. (Only applicable in ‘Conversation View.’)
f Forward Forward a message. <Shift> + f allows you to forward a message in a new window. (Only applicable in ‘Conversation View.’)
<Esc> Escape from input field Removes the cursor from your current input field.

Combo-keys – Use the following combinations of keys to navigate through Gmail.

Shortcut Key Definition Action
<tab> then <Enter> Send message After composing your message, use this combination to send it automatically. (Supported in Internet Explorer and Firefox, on Windows.)
y then o Archive and next Archive your conversation and move to the next one.
g then a Go to ‘All Mail’ Takes you to ‘All Mail,’ the storage site for all mail you’ve ever sent or received (and have not deleted).
g then s Go to ‘Starred’ Takes you to all conversations you have starred.
g then c Go to ‘Contacts’ Takes you to your Contacts list.
g then d Go to ‘Drafts’ Takes you to all drafts you have saved.
g then i Go to ‘Inbox’ Returns you to the inbox.

updated 1/25/2006

Permanent link to this article: http://jimstips.com/gmail-tips/gmail-tip-51-keyboard-shortcuts

May 02

Gmail Tip #50: Changing Subject Text When Replying or Forwarding

Categories:

Gmail Tips, Gmail Tips - The Complete Collection

by Jim

May 2, 2006

Sometimes, you want to reply to or forward a message, but the Subject text is either annoyingly mangled, or simply unclear. Wouldn’t it be nice to be able to clean up the Subject text to make it a bit cleaner? Read on to learn how to simply edit a message’s Subject text….

When composing a message, click on the "Edit Subject" link just above the editor toolbar. This opens an editable Subject text field. Make any changes you want here. When your message is sent and saved, the new Subject text will be used.

One point of note in doing this is that Gmail maintains conversations (grouped messages) by their Subject text, so altering the Subject text while composing a message will "break" that conversation, creating two conversations, one for each Subject. While this may be desirable in some cases, it may be unexpected if you don’t remember how Gmail handles conversations.

Also note that you can only edit the Subject text of messages while you are composing it. You cannot edit the Subject text of an existing message.

Permanent link to this article: http://jimstips.com/gmail-tips/gmail-tip-50-changing-subject-text-when-replying-or-forwarding

May 02

Gmail Tip #49: Moving the Chat Quick Contacts Box

Categories:

Gmail Tips, Gmail Tips - The Complete Collection

by Jim

May 2, 2006

Here’s another simple tip. By default, the integrated Chat "Quick Contacts" block displays above the "Labels" block on the left of the Gmail screen. If you seldome use Chat, you may want the location of the two blocks reversed. You can position the "Quick Contacts" block to display either above or below the "Labels" block by clicking on the "Settings" link at the top right of the Gmail screen and clicking the > "Chat" tab. Look for the "Quick Contacts location" setting and select the position from the dropdown menu. Be sure to click the "Save Changes" button!

Permanent link to this article: http://jimstips.com/gmail-tips/gmail-tip-49-moving-the-chat-quick-contacts-box

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