5 Lesser-Known Email Hacks for Better Productivity

Editorial Team

Email Hacks for Better Productivity

A significant portion of the world’s population spends hours reading and composing email messages every day. And since most of us receive over a hundred messages daily, it becomes a difficult task to manage them and offer proper responses to each one of them. However, with some effective email hacks, you can become a pro at handling emails in only a few minutes.

1.  Share Files More Smartly:

It can be difficult to send multiple documents in a mail, as you need to attach every one of them manually. Also, if the total attachment size is more than 25 MB, you need to send the remaining files in a separate mail. You can simplify this process by turning your documents into a PDF file.

You can find several tools that allow you to merge PDF documents online free of charge. This will allow you to merge all the documents into a single PDF file. Moreover, converting Word, Excel, or PowerPoint documents into PDF reduces their sizes while retaining the original quality. Just attach the merged file in the mail and click on “Send.”

2.  Recover Deleted Items:

Don’t worry if you have accidentally deleted an important email from your inbox. The deleted items stay in the “Trash” folder for the next 30 days before being permanently deleted. So, you should recover the deleted emails from the folder during that period. If you don’t want a message to display in your inbox, you can archive the message.

In case you have permanently deleted a message from your email account, there is still a possibility of recovering it. For the Gmail account, you can request to get the deleted message back. Google keeps a backup of every email on its servers. You will have to use Google’s Mail Restore feature to restore the permanently deleted emails from Gmail. For the Outlook account, look for the “Recoverable Items” folder for the same.

3.  Delayed Email Delivery

You will be surprised to know that you can delay the delivery of an email by scheduling it for a particular time. While you can always set a reminder to send the message at the right time, there is a dedicated feature on the emailing platform that most of us do not use.

Delay delivery or email scheduling is a useful feature that allows you to select a time in the future for the message to be received in the other person’s inbox. You can set the time at your convenience and compose the message. The system will automatically send the message at the selected time.

4.  Make Folders Work for You:

You must have noticed that there is an option in your Gmail account to create folders and use color codes for them. If you receive a bunch of messages every day, you may need to categorize them based on what you want to do with them. You can simply create color-coded folders with names like “Response Required” or “No Action Needed.”

You can then sort your emails in these folders. This will help you organize your inbox while making it easier for you to scan and take the necessary actions promptly. You can save a lot of time this way.

5.  Use Templates for Maximum Efficiency:

If you need to send similar emails throughout the week, it is recommended that you create templates to save your precious time. Identify the responses that you send the most and turn them into templates that can be personalized easily.

While you can manually create these templates, you may also find several online tools that can generate multiple templates as per your needs. While it has the potential to save you quite a bit of time every day, you should always check the message before clicking on the “Send” button.


Email is essential for almost everyone, whether you are a professional or a student. While most people simply compose and send emails manually, you can use the tips mentioned above to be more efficient and organized in your respective field.