Google introduced Gmail to the world in 2004, and I was lucky to get in on the beta version. I was and continue to be a huge proponent of Gmail, and it remains my “go-to” cloud-based email app.Early on, I created GmailTips.com in an effort to provide tips and tricks about Gmail as I explored and discovered its capabilities, features, and quirks. Over the years, this became a rather large collection.

I stopped providing tips several years ago, and Gmail continues to evolve, so some of these tips may be outdated or irrelevant. But they provide a glimpse of what I was interested in.If you have any Gmail questions, please feel free to contact me!

Welcome to GmailTips.com!

Wow! Something’s new! Yep, after a few years, I decided to migrate from Joomla to WordPress as my back-end site software. I find it to be better for my needs, so I hope that it will let me provide more timely and more frequent content. Second, I have included an

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What is Gmail?

Gmail is a free POP3 and IMAP webmail service provided by Google. In the United Kingdom and Germany it is officially called Google Mail. Gmail launched on 1 April 2004 as an invitation-only beta release and became available to the public on 7 February 2007. To this day the service

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Gmail Beta: First Impressions

The other day, I received an “invitation” to beta test Google’s new “Gmail” email service. After having tried and used literally dozens of web-based email services over the years, I decided to see what the buzz was all about, so I followed the Invitation instructions, and within a couple minutes,

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How I Imported archived email into Gmail

I have a large number (about 1000) of archived emails that I have saved over the years, and I am looking for a way to “import” them into Gmail so that I can leverage Gmail’s excellent Search and Label features. Over at the Gmail forum at Webmaster World is a

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Gmail Tip #1: All About Labels

Labels. Gmail lets you assign a Label to a message and then view all messages assigned to that Label. Sounds a lot like the typical “Folder”, right? Well, almost. Unlike Folders, you can assign multiple Labels to a message letting the message span multiple categories. To better understand how Labels

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Gmail Tip #2: Check Your Messages

To leverage Gmail’s excellent Label and Search functions, I imported close to 1000 archived emails into my Gmail account. (To see how I did it, click here.) After working this large number of messages for a few days, I have found that managing them, while typically easy and intuitive, it

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Gmail Tip #3: How to Maintain Notes

Some email providers provide a “Notes” function to let you maintain a list of notes. For example you might keep Web site links, random thoughts, etc. Gmail doesn’t offer this feature, but by using some of Gmail’s other features, you can set up a very nice, easy to maintain group

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Gmail Tip #4: Formatting Your Name

Gmail’s account names (you know, the “left” side of your email address) are very forgiving. Read more for more details! If you registered your Gmail account name like I did, you likely used the form “first.last@gmail.com”. Did you know that it doesn’t matter if you used a period or not!

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Gmail Tip #5: The Plus Side of Gmail

Like many Email providers, Gmail supports the standard “plus” addressing scheme. But just what is it, and how can it help me? The “plus” method of addressing lets you add additional words to your account name (the “left side” of your email address.) For example, if your email address is

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Gmail Tip #6: Define a Signature!

When Gmail was first released to Beta, it was missing the ability to create an automatically appended “Signature”. Well, after beta tester feedback Gmail has added the feature! Read how to define it… Go into “Settings” and click the radio button next to the edit box in the Signatire section.

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Gmail Tip #7: Quickly Addressing A Message

Want to know a quick way to address another Gmail user? Read more to find out! Did you know that you can send an email to another Gmail user by just entering their username into either the TO, CC, or BCC fields when you Compose a message? You do not

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Gmail Tip #8: Working With Lots Of Emails

There are some idiosyncracies that you should understand when working with large numbers of messages. Read more for a couple pointers… If you are working with a large number of emails, (more than will fit on one screen “page”) be sure to remember that checking “All” doesn’t check all messages

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Gmail Tip #9: New Mail Notification!

One often asked for feature has been some sort of automatic notification. Some suggestions ahve been integrating a button tn the Google Toolbar. Another was some sort of System Tray icon. Well, Gmail gave us a notification method that actually works very well… Open your Gmail account and look at

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Gmail Tip #10: Some Tips about Conversations

Conversations are very handy. They group related emails letting you easily track what was sent and to whom it was sent. One thing that you might overlook is that is that you need to remember that when you perform an action on a conversation such as “Print”, “Move to Trash”,

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Gmail Tip #11: Connecting Securely

Unlike many other Web-based email providers, Gmail offers an SSL-encrypted login by default. This means that your Gmail password is always encrypted when it is sent over the Internet. Secure HTTPS access is also available by going to https://gmail.google.com directly. This is just another way that Gmail ensures your privacy

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Gmail Tip #12: Archiving Explained

One concept that’s sometimes a bit unclear to new Gmail users is that of “Archiving” messages. I’m not refering to the hype and false assertions of pundits who claim things like “Gmail keeps everything you ever send and receive!” and “Gmail archives your messages forever!” No, I’m refering to the

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Gmail Tip #13: Some More About Conversations

I covered this partially in another tip, but I feel it is important to repeat it. One of Gmail’s excellent features is its “Conversations”. Conversations conveniently organize related messages, but this can be potentially dangerous if you don’t understand how to manage both conversations and individual messages. If you aren’t

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Gmail Tip #14: What Happens To Sent Messages?

When you “send” a message, two things happen to it: 1. it gets copied into your “All Mail” view, and 2. it is visible in the “Sent Mail” view. Many email clients and Webmail services let you optionally delete all sent messages by default, but Gmail doesn’t offer this feature.

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Gmail Tip #15: New feature – Highlighting on/off!

Looks like Gmail added a new feature! You can now control “highlighting” of searched words in Search results! When you initiate a Search, Gmail returns a list of any messages and conversations matching the Search criteria. You can select any of these messages or conversations to view, and Gmail automatically

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Gmail Tip #17: Advanced Search – View Multiple Labels

Gmail has some advanced searching capabilities that, if you take the time to learn, enables you drill down to very specific information. In future tips, you’ll learn many of the advanced searching functions, but in this tip, (sent in by “Juan Valera”) you’ll learn how to search for specific messages

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What if Gmail was a PC-based Email Client?

ATTENTION REGISTERED USERS!! It’s time to turn the tables a bit here. Here’s a chance for Registered Users to give your opinion! I’m interested to know your opinion if Gmail, instead of being an online service, was a PC-based email client that you downloaded onto your PC that worked either

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Gmail Tip #18: Some Forwarding Idiosyncracies

One very important note to Gmail users: Gmail’s “Forward” function only forwards plain text. While this doesn’t affect most messages, this behavior can mangle HTML-formatted messages, dropping important formatting, images, and data. Read on for more information… If you receive a message that has fancy formatting and/or includes inline graphics,

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Gmail Tip #19: Advanced Search – Query Words

One of Gmail’s excellent features is its Search function. Searching can be as simple as entering a keyword or two into the Search field at the top of any page to very complex using Gmail’s advanced “Query Words” to better constrain searches. Read more to better understand how “Query Words”

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Gmail Tip #20: Why some attachments bounce

Gmail is trying to help combat the spread of viruses by implementing a “feature” that prevents emails containing attachments of certain file types from being delivered to Gmail accounts. With some simple workarounds, you can get your files delivered to Gmail users while still helping prevent the spread of viruses…

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Gmail Tip #21: Official Features and Bugs Status Page!

Want to know what features and bugs the Gmail developers are currently working on? Read on to learn how to access Gmail’s new “Features, Fixes, & Feedback” page… First, log into your Gmail account. You must be logged into your account to access the help screens. Next, click on the

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Gmail Tip #23: Cleaning Your Contacts

One of Gmail’s “features” can leave you with extra entries in your Contacts list. Read on for more information… Gmail has a (debatably) nice feature that automatically adds to your Contacts list the email addresses of those to whom you send emails. While this can be helpful at times, just

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Gmail Tip #24: New feature! Import Contacts

Once again, the hard working Gmail Developers have implemented yet another much-requested feature: Import Contacts! Read on for more details… For the best explanation of just how to Import Contacts, log into your Gmail account, click on Contacts, and click on the new “Import Contacts” link at the top of

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Gmail Tip #25: Find Your Unread Messages

Want a quick and easy way to view all of your "Unread" messages? Here’s a neat tip submitted by Mark Worsham describing how… If you have assigned Labels and archived unread messages, finding them later can sometines be challenging. Simply create a Gmail Label named "Unread", and you will see

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Gmail Tip #26: Creating a Pseudo Address Group!

Gmail currently does not provide the facility to send emails to a Group or a List or email addresses. But thanks to an excellent tip submitted by “arianj”, we now have a very doable workaround! Read on to see how to set up a pseudo Group Contact… Although Gmail doesn’t

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Gmail Tip #27: Adding Hotmail Contacts to Gmail

Do you have a lot of Hotmail contacts that you would like to add to your Gmail Contacts? “Montevino” submitted this tip on how to do just that. Read on to see how simple it is… By leveraging Gmail’s new “Import Contacts” (see Gmail Tip #24), you can easily generate

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Gmail Tip #28: Gmail Notifier released to beta!

Those crazy yet wonderful Gmail Developers have once again brought us a new toy: Gmail Notifier! Read on to see what it is, what it can do, and how you can get it… The Gmail Notifier is a downloadable Windows application that alerts you when you have new Gmail messages.

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Gmail Tip #30: Removing a Label

I just stumbled on this one. (Sometimes during a Beta period, you have to “find” new features yourself!) In the past, when you wanted to remove a Label from one or more messages, you would have to click on the desired Label on the left of the screen, select the

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Gmail Tip #31: Improved and New Contacts Features!

The “Contacts” function has been enhanced to provide some additional functionality, and now adopts the familiar Gmail interface. Read on for the details… Gmail now displays a “Contacts” link in the left column under the “standard views” (Inbox, Starred, etc.) and just above the Labels. Clicking on the link brings

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Gmail Tip #32: Drafts!

Gmail now has the capability to save “Drafts” of your messages! This is a long-awaited feature that seems to have slipped in under the radar. Read on for more details… If you are in the middle of composing a message, but want to finish it later, just click on the

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Gmail Tip #33: Auto-forward received Gmail!

Want to use your Gmail account as your main email account but have some or all email auto-forwarded to other email accounts? Well, now you can! Read on for more details… Gmail has added tha ability to forward received emails in two ways: “All” or “Selective” “ALL” FORWARDING This is

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Gmail Tip #34: Gmail on your Palm!

If any of you Gmail users own “connected” PalmOS PDA’s, you can now use SnapperMail to retrieve your email using Gmail’s new POP3 feature! Read on to learn how… I tried out about 6 different email apps for the PalmOS, and the ONLY one I could get to consistently send

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Gmail Tip #35: Gmail on your Palm! – Part 2

I posted an article on how to access your Gmail account using SnapperMail via Gmail’s POP3 feature. Read on to see what other PalmOS email application works as well… I tried several other email applications, and found another PalmOS email applocation that works very well with Gmail’s SSL-secured POP3 connection:

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Gmail Tip #36: Some Email Management Tips

This tip is inspired by an inquiry by “Debra” about how to find archived email. Though I cover Archiving in Gmail Tip #12: “Archiving” Explained, I feel that some general email management tips are in order. Managing email within Gmail can be easy or difficult depending on how you handle

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Gmail Tip #37: New Feature: Image Attachment Thumbnails

Read on for a simple description of a simple new feature… Gmail’s site describes it as: “It’s like seeing the trailer before you see the movie. Now you can get a sneak preview of your attachments.” Gmail now adds the ability to preview graphic images attached to email messages you

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Gmail Tip #38: Google Gmail Minibrowser

“The Google Deskbar includes a minibrowser that you can use to quickly open your Gmail account in convenient window that automatically hides and can be accessed with a keyboard shortcut. Read on for more information about this tool… The Google Deskbar is a little Google search tool for Windows taskbar.

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Gmail Tip #39: New Feature! Gmail From Most Any Browser!

From the beginning, Gmail has always required a “supported browser” to gain access and work with Gmail. Well, those crazy Gmail developers have done it again! Read on to see a new addition to Gmail that will please many… Gmail now offers a “basic HTML view” that lets you access

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Gmail Tip #40: New Feature! Rich formatting!

It’s the nail in the coffin…the icing on the cake…the “You had me at hello” feature! Gmail finally has Rich Text formatting! But it’s not just for making your messages pretty. Read on to see why the addition of this feature propels Gmail way ahead of the competition… In this

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Gmail Tip #41: How Much Space Do I Have?

Notorious for its April Fools jokes, Google announced on 01-Apr-2005 that it had upped its disk space quota to 2 gigabytes per user, surpassing Yahoo’s recent increase to 1 gigabyte. While that’s good news for Gmail users, the great news is that it’s not an April Fools joke. Having the

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Gmail Tip #42: A More Worldly View

Parlez-vous fran?ais? Sprechen Sie Deutsch? Or if you read any of 11 newly supported languages, you will feel right at home with Gmail. In addition to English, Gmail now supports Dutch, French, German, Italian, Japanese, Korean, Portuguese, Russian, Spanish, Simplified Chinese, Traditional Chinese, and UK English. (Sorry, no Klingon.) If

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Gmail Tip #43: Notes in Just Two Clicks!

“Tjeerd” from the Netherlands submitted a neat Gmail Tip that takes a different yet very simple approach to creating and managing “Notes” in your Gmail account. Notes are simply messages typically sent to yourself to store useful information. Read on for a simple method of creating Notes with just two

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Gmail Tip #44: Using An Email Client

Gmail's POP3 access lets you leverage third-party Email Clients like Outlook or Thunderbird, giving you the flexibility you want. Read on to see some quick tips inspired by "Edwin" and "Zavie" on configuring and accessing Gmail's POP3 access… POP3 email clients are common, handy tools to enable you to manage

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Gmail Tip #45: Backing Up Your Gmail Account

Gmail is an excellent service, but I sometimes get concerned about the security of keeping all my messages in one place. It’s not a "privacy" concern, but a "data integrity" concern: If my Gmail account somehow gets corrupted or blown away, I don’t have anything to fall back on…until now.

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Gmail Tip #46: Creating a Map Repository

Do you find yourself repeatedly looking up the same map info at any of the various online map services like Google Maps, MapQuest, or Yahoo! Maps? Here’s a Tip submitted by "Andreas" that lets you maintain a simple Map Repository within Gmail. It’s builds on the concept introduced in the

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Gmail Tip #47: Gmail Adds Chat!

Google has just announced that they are adding Chat capability within Gmail! Go to http://mail.google.com/mail/help/chat.html to learn more about the specifics. Over the next few weeks, it will be deployed to all Gmail accounts. Adding chat to Gmail should be a huge boost for Gmail for several reasons. First, it

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Gmail Tip #48: Gmail Ads Google Calendar Integration!

Google launched its new Google Calendar service, and added excellent integration to Gmail. (Check out GoogleCalendarTips.com for some information about Google Calendar!) Integration includes a small navigation bar to take you right into Google Calendar from Gmail and Event integration in messages. Read on to see how Gmail and Google

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Gmail Tip #48: Reply Without Scrolling

Here’s a simple one. Do you ever find it annoying that in order to Reply to a message, you have to scroll all the way to the bottom of a message to click the "Reply" link? While reading a message, simply press the "r" key, and the Reply editing box

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Gmail Tip #49: Moving the Chat Quick Contacts Box

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

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Gmail Tip #51: Keyboard Shortcuts

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

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

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"

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

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

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Gmail Tip #54: New Feature! Select ALL conversations

{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

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Gmail Tip #55: Excluding Chat from Search Results

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

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Gmail Tip #56: Five New Features Launched!

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

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Gmail Tip #57: Mac Keyboard Shortcuts

Here’s a quick tip inspired by "garfalk" for you Mac users out there…. Gmail’s Mac key combinations are almost the same for the Mac as for the PC with a couple exceptions. "Shift" clicking on the beginning and at the end will "select all". "Command" or "Apple" (same key) clicking

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Gmail Tip #58: Gmail Now Opened to Everyone!

Gmail, Google’s free Web-based email service, has swept the world, and has become very, very popular. Unfortunately, access to Gmail (and Google Mail in the UK) has always been by by invitation only. But no more! Anyone can now get a Gmail account. Just go to Gmail.com and click the

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Gmail Tip #62: Enhancement: “Univeral Navigation Bar”

Google has recently enhanced some navigational features across most of its offerings by providing a recognizable and (somewhat) consistent "Universal Navigation Bar" at the top left of every page:       This feature lets you quickly move to other Google applications with ease (and without having to remember the

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Gmail Tip #63: Gmail And Your Blackberry

Stephen Swire, a GmailTips.com visitor, sent me some information on how he uses Gmail with his Blackberry. Though I do not use a Blackberry, I thought I’d pass this along as Blackberries are becoming more and more popular. If you have similar experiences, or other suggestions, let me know, and

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Gmail Tip #64: Gmail Rolls Out IMAP!

Gmail has finally rolled out its long-awaited IMAP (Internet Message Access Protocol) compatibility enabling users of such email clients as Outlook, Lotus Notes, Thunderbird, a host of others, and even Apple’s iPhone to now take advantage of IMAP instead of the more limited POP connection. Google is rolling it out,

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Gmail Tip #65: Colored Labels!

Gmail now lets you define colrs for specific labels. In the message list, any label that has a color assigned will display in that color. Labels with no color assigned will display as they always did. Here is an example: To assign colors to a Label, click the Label selector

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Four new themes

Posted by Jake Knapp, UI Designer and Manu Cornet, Software Engineer Manu : Hey Jake, you still using that same old theme? Jake : Well, yeah

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New in Labs: Play Google Voice messages in Gmail

Posted by Vincent Paquet, Google Voice Product Manager Google Voice helps you manage your communications with a unique phone number that rings all your existing phones, a single voicemail inbox with online access and automated transcription, and lots of handy features like the ability to block spammy calls and easily record personalized greetings for your callers. Think of it as Gmail for your phone calls and text messages (watch this video to learn more). Google Voice is currently available via invitation, which you can request here

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Push Gmail for iPhone and Windows Mobile

Posted by Marcus Foster, Product Manager, Google Mobile Those of you who live in your Gmail inboxes usually want to know what’s happening with your email more instantly than standard fetch mail on your phone allows. Sure, using Gmail in your mobile browser gives you all the benefits of conversation threading and starring, but you still have to refresh every time you want to check for new mail.

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New in Labs: Hide read labels

Posted by David de Kloet, Software Engineer A lot of people want to see their labels in order to see which ones have unread messages, but they don’t want a long list of label names cluttering up the left hand side of their inboxes.

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Choosing a smart password

Posted by Michael Santerre, Consumer Operations Associate As part of National Cyber Security Awareness Month , we’d like to take this opportunity to remind you about smart password practices. Help ensure you’re protecting your computer, website, and personal information by checking out our security series on the Google blog or visiting http://www.staysafeonline.org

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Getting Gmail on your phone

Posted by Shyam Seth, Product Manager, Google Mobile Checking Gmail on your phone isn’t reserved for those of us with extra fancy mobile devices — sure, it’s easier to use Gmail when your iPhone has a touchscreen or there’s a downloadable app built especially for your BlackBerry , but Gmail is available on almost all mobile devices today. If your phone has a data plan, it can get Gmail

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New in Labs: Got the wrong Bob?

Posted by Ari Leichtberg, Software Engineer and Yossi Matias, Head of Israel Engineering Center When’s the last time you got an email from a stranger asking, “Are you sure you meant to send this to me ?” and promptly realized that you didn’t? Sometimes these little mistakes are actually quite painful. Hate mail about your boss to your boss?

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New in Labs: Google Docs previews

Posted by Steven Saviano, Software Engineer Being an avid Google Docs user, I receive a ton of emails with links to documents that my co-workers and friends share with me. From technical design documents at work to my roommate’s expenses spreadsheet, my inbox is full of document links that I need to view as I reply to my mail.

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New in Labs: Default text styling

Tuesday, December 01, 2009 7:50 PM Posted by Darren Lewis, Software Engineer and Jon Kotker, former Software Engineering Intern In the early days of email, messages were simple text meant to be read on a terminal. But with the growth of the web came the advent of HTML email, and

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