Gmail Contacts

Chances are that you or someone you know has an address book at home. It’s where they write down information about people that they keep in touch with regularly so that they can remember it when they need it: names, street addresses, phone numbers, email addresses, work locations, and so on. Gmail has a version of that, too; it’s called “Contacts.”

Why use Gmail Contacts?

Gmail Contacts lets you keep track of all kinds of information about people you know.  You won’t have to worry about losing any of this information; it will always stay paired with your Google (Gmail) Account.  You can easily update any information that changes — such as if your friend moves or switches jobs — and you can delete contact information that you no longer use. 

Plus, since your information in Google Contacts is on the Internet, it’s easy to share with friends and family, and (more generally) to move it from place to place without having to fill in each entry one-by-one every time.

How to Add a Contact in Gmail

  1. Go to www.gmail.com in your web browser and log in (if you haven’t already).  When you get to your main “Inbox” screen, click the function selector (it says Gmail right now) and select Contacts from the drop-down menu.

  2. You will now see a list of your contacts (if you have any).  To add a new one, click the New Contact button on the left-hand side of the screen.

  3. You will now be taken to a new screen where you can enter information about your contact. Start by clicking the box labeled “Add Name” and type in the person’s name. You can also click the “…” next to their name to bring up a window for adding more details to their name. These include prefixes (Mister, Miss, Sir, Madam, etc.), suffixes (Jr., Sr., M.D., B.A., Esq., etc.), or middle name(s).

    Gmail contact information entry

    Next, click “Add a Picture” and look through your computer files – or the files on your Google account – and select a picture to represent them. You can also click the star icon next to their picture to mark this contact as a favorite, which will allow you to find them more easily.

    Click in the boxes below that and type in other kinds of information that you know about them. You can also click Add to add more categories of information. These can include name pronunciation, employer and title within the company, relation to you, or even your own custom category. Then click in the box marked “Note” and type in any additional details about the person that you may find useful to remember.

     

    There are a few other functions that we’ve highlighted at the top of the screenshot. Clicking the Groups button
    lets you add or remove the contact from Contact Groups, similar to Gmail’s Labels. Or, click the envelope icon to immediately begin writing an email to this contact (assuming, of course, you’ve filled in their email address).

    Finally, you can click the More button for additional options. You can delete the contact, print out their information, transfer their information somewhere else, or change how their profile looks to you.

  4. When you’ve entered all of the information that you want to about the person, click Add to My Contacts.  If this option is unavailable, it may be because Gmail has already saved your information about this person.  In that case, you can just go back to your contacts list by clicking the “Back” button () in the top-left corner.

How to Edit your Gmail Contacts

Say someone you know changes their name, gets a new phone number, or moves to a new house.  How do you make sure that their information is up-to-date in Gmail Contacts?  Easily, that’s how!

  1. When viewing your “Contacts” screen, just click anywhere on the name of a contact (but not in either of the two buttons on the right) to bring up that contact.

  2. Here, you can click on any of the sections where you entered information previously and type in the new information.  It’s as simple as that!

How to Delete a Contact in Gmail

Don’t keep in touch with someone like you used to?  Or accidentally have two sets of information about the same person?  Clear out the clutter in your list of contacts by deleting entries that you don’t use any more.

  1. In your main “Contacts” window, click on the name of the contact that you want to delete (i.e. anywhere except the two buttons at the far left of the contact), as if you were going to edit it.

  2. Once you’re viewing that contact’s profile, click the More button in the menu across the top, and then click Delete Contact.

  3. You can also delete contacts right from your main “Contacts” screen.  Click the check boxes at the left edge (next to the star button) of each contact that you want to delete, in order to select them.  Then, click More and select Delete Contacts.

 That’s a bit about Gmail Contacts, including how to add and delete contact information!


Gmail Templates

Templates in Gmail are emails that you can set up to use as starting points for new emails, or as just generic emails that you can send to people over and over again, without having to type the whole email out again by hand. Think of it in terms of mass-production factories: they often don't have time to sculpt every item that they make by hand, so they often use moulds to create a basic shape for whatever they're making, and then refine the products from there if they need to. Templates are like the moulds of email, in a way.

An example of when you might want to use this is if you're running a business and are currently looking to hire. You're probably going to have a large number of prospective candidates send you application packages, and you won't have time to send out dozens — perhaps even hundreds — of personalized responses. In this case, you might want to use a template to send a generic response that you can simply personalize by adding the person's name at the top.

To Create a Gmail Template

  1. Go to www.gmail.com and log in (if you haven't already). When you get to your main "Inbox" screen, click the settings button () in the upper-right corner, and select Settings.

  2. Click on Labs in the menu across the top. This is where the tech-savvy users of Gmail put up new ideas for features, and let people like you test them out. Scroll down the alphabetically-ordered list until you find a feature called "Canned Responses." Click the button beside "Enable" to enable this feature. (Also, you can ignore the note about it being for "truly lazy" people. We won't judge, we promise).

  3. Now, scroll down to the bottom of the screen and click Save Changes.

  4. Once you get back to your main "Inbox" screen, click Compose to bring up the composition window, as if you were going to write an email to somebody. Click in the main text box (highlighted below) and type in the message that you want to use as a template. Now, instead of sending it, click the  button in the bottom-right corner of the composition window, move your mouse cursor over Canned Responses, and then click New Canned Response.

  5. A new window will pop up asking you to name your template, so that you can tell it apart from your other ones. Type in whatever you want to call it, and then click OK. (Note: if you have already typed in a subject title for your email, it will be used as the name of your template by default. You can, of course, type a new name if you want to call your template something else).

Using and Managing Gmail Templates

  1. Click Compose in the left-hand menu again to start a new email. Click the arrow icon () in the bottom-right corner of the composition window, and move your mouse cursor over Canned Responses. You will notice that, since you have at least one template now, you have some new options.

    Under "Insert": Click on the name of one of your templates to insert the message associated with that template into the main text box of your composition window. Presto! Email instantly written! Now just add recipients and a subject, and send it off!

    Under "Save": If you've already written an email, you can click on the name of one of your templates to save your message as that template. Be careful, as this will overwrite that template's previous message (but you will need to click on OK in a confirmation window that pops up, so you'll be able to cancel this if you have second thoughts or did it by accident). Or, click New Canned Response and follow step 5 above to save your message as a brand new template.

    — Under "Delete": You can click the name of one of your templates to get rid of it, if you don't use it any more. You will have to click OK on a confirmation window that pops up, so you can cancel this if you have second thoughts or did it by accident.

And that's how you use templates in Gmail!  Hopefully, they will save you some time when writing certain types of emails!


Gmail Signatures

When you hand-write your name at the bottom of a regular letter, it's your way of personalizing it, letting the recipient know that it's really from you. But since it has typically been difficult or impossible to hand-write your name at the bottom of a message on a computer (until very recently, that is), many Internet message boards and email websites– including Gmail — use a feature known as "signatures" instead.

What are Signatures?

In place of your handwritten name, "signatures" allow you to personalize your emails by automatically writing something about yourself at the bottom of every email that you send. Things that people commonly put in their signatures include their name, their current job title and employer, a famous quote that they like, or their business contact information including addresses and phone numbers.

How to Set Up a Gmail Signature

  1. Go to www.gmail.com in your web browser and log in (if you haven't already). When you get to your main "Inbox" window, click the settings button () button, and then select Settings in the drop-down menu that appears.

  2. Scroll down in the General settings section (you should already be there; if not, click it in the menu across the top) until you get to the setting marked "Signature." Click the button beside the text box to enable your signature, and then click in the text box wherever you see a text cursor () appear and start typing to write what your signature is going to say. All of your Formatting Options are automatically displayed across the top of the text box, so you can click them to change your font, text size, text style, text color, text alignment, and so on.

    P.S. If you ever want to disable your signature, come back to this screen and click the button beside "No Signature."

  3. You can also include a picture as part of your signature; people who work for businesses sometimes do this to include their employer's logo. Open up your "Pictures" folder on your computer (or wherever else you store pictures and photos on your computer), find the picture that you want to be a part of your signature, and then click and drag it to the "Signature" text box, as shown in the screenshot below.

  4. Once the picture is part of your signature, you can click on it, and then click one of the options that appears to resize it (if it's too big or too small), or get rid of it if you change your mind by clicking Remove.

  5. When you're done, scroll to the very bottom of the screen and click Save Changes.

Now, whenever you compose an email with Gmail, your signature will automatically appear at the bottom. Try it out, and express yourself!

 

 

And that's how you set up a signature for your emails! If you want to learn some other great tricks, check out our Gmail course articles on labels, filters, or our next tutorial on templates.


Gmail Filters

Imagine that you’ve just arrived home from a relaxing two-week vacation. You log on to Gmail to see who tried to get in touch with you while you were away, and… yikes! Your inbox is totally flooded with new emails! You’ll probably have to go through each of them one-by-one now to see what should be done with them. Wouldn’t it have been so much easier if you could have just told Gmail what to do with any new emails that you received? Well, with the “Filters” feature, you can do exactly that!

How to Create a Filter in Gmail

  1. Go to www.gmail.com and log in (if you haven’t already). When you get to your main “Inbox” page, click the settings button () in the top-right corner, and select Settings.
  2. Click on Filters across the top menu to see a list of all of your filters. To create a new one, click Create a New Filter at the bottom of this list.
  3. A new box will pop up that lets you pick conditions for your filter.
    From top to bottom, you can type in, select, or check boxes to filter your emails by:
    – who sent them to you
    – whom you sent them to
    – words in the subject line
    – words anywhere in the email
    – the absence of certain words anywhere in the email
    – whether or not they have an attachment
    – whether they take up more or less than a certain amount of memory space
  4. When you are done adding conditions to your filter, click Create a Filter with this Search. Note that this option will be greyed out and unavailable until you enter information for at least one condition from the ones listed above. Also note that an email has to match ALL of the conditions for which you provided information in order for this filter to catch it.
  5. You will be taken to a window with options on what Gmail should do with any emails that match all of the conditions in this filter.

    From top to bottom, you can automatically have your filtered emails:
    – archive themselves without taking up space in your inbox
    – appear in your inbox as if they’ve already been read
    – get a star marker
    get a label (click the “Choose Label” menu to select one)
    forward to a specific address (click “Add Forwarding Address” to set one up)
    – delete themselves
    – never be sent to your “Spam” folder
    – always be marked as important
    – never be marked as important
    – give themselves one of Gmail’s default categories
    You can also click the check box beside the Create Filter button to apply the selected actions to emails you’ve already sent or received that match your filter’s conditions.
  6. When you have specified everything that you want Gmail to do with the emails that match all of the conditions in the filter, click Create Filter to put it all into place.

How to Edit a Filter in Gmail

Is a filter that you created not catching the right kinds of emails, or not doing what you want to be done with them? Don’t sweat it; you can easily change a filter’s settings so that it finds what you really want it to find and does what you really need it to do.

  1. Click the settings button () in the top-right corner and select Settings.
  2. Click Filters in the menu across the top to access your list of filters. Each filter listed will tell you two things: the conditions that it’s looking for in emails, and what it does to emails that match all of those conditions. Click Edit on the far right beside a filter to change its conditions or actions.
  3. A new window will pop up that lists the conditions for your filter. Change what you want about the emails you want the filter applied to, and once you’re satisfied, click Continue.
  4. The next window will again list what your filter can do (and is currently doing) to emails that match all of its conditions. Make any changes that you want, and then click Update Filter at the bottom of the window to finish editing your filter.

How to Remove a Filter in Gmail

Has it gotten to the point where a particular filter is more of a hassle than a help? No problem! You can quickly and easily get rid of any filters that you don’t need any more by following these simple steps.

  1. Click the settings button () in the top-right corner and select Settings.
  2. Click Filters in the menu across the top to access your list of filters. Click Delete on the far right beside any single filter to remove it.
  3. You can also delete multiple filters at once by clicking on the check boxes beside each of them, and then clicking the Delete button at the bottom of the screen. You can even delete all of your current filters by clicking All beside “Select” and then clicking the Delete button at the bottom of the screen.

And that’s pretty much everything you need to know about using filters in Gmail!


Gmail Labels

Labels help keep us organized, both in real life and on the computer. You might, for example, put a sticky note on something to remind yourself that you need to deal with right away, or that it’s something you need to follow up on by the end of the week, or that it’s just something funny from a friend that you can safely put away. When the people at Google designed Gmail, they asked, “Why can’t our email service work the same way?” Gmail’s “Labels” feature allows you to keep your emails organized while still keeping them accessible, meaning that you don’t have to go rummaging through folder after folder to find a certain email, like you do with certain other email clients.

How to Create Labels in Gmail

  1. Go to www.gmail.com and log in (if you haven’t already). When you get to your main “Inbox” folder, click More in the left-hand menu.
  2. Now, click Create New Label in the new menu that drops down.
  3. A new window will pop up asking you to name your label. Type in whatever you want to call it (we’ve called this one “Business”) and then click Create.
  4. You will now see that your new label appears in the left-hand menu. If you click on it, you will notice that it doesn’t have any conversations as part of it yet, though, because you haven’t applied this label to any conversations yet. Don’t worry; the next part of this tutorial will teach you how to do just that!

 How to Apply a Label in Gmail

  1. Go back to your main “Inbox” screen (click Inbox in the left-hand menu) and click anywhere on a conversation (except for one of the buttons at the very left) that you want to apply a label to, in order to open it.
  2. Click the labels button () in the menu across the top to bring up a drop-down menu with all of your labels. Click the name of the label that you want to apply to your conversation. Or, if the label you’re looking for is not immediately visible, you can click in the search bar in the drop-down menu and type in the name of the label to narrow down your choices. Then click it once you find it.
  3. You can also apply a label to multiple conversations at once. Go back to your main “Inbox” screen (click Inbox in the left-hand menu), and instead of clicking on a conversation to open it, click on the boxes next to each conversation to which you want to apply a label, in order to mark them with check marks. You should notice that the top menu changes.

    From here, just follow the previous step: click the labels button () to bring up a menu of your labels, and then click the name of the label that you want to apply to your conversations, or click in the menu’s search box and begin typing in the name of your label that you’re looking for, and then click it once it appears.

How to Remove a Label in Gmail

Oops! There’s been a change of plans, and that email you needed to respond to by the end of the week just got a lot more urgent! How do you fix your labels so that you can remember to watch that conversation a lot more closely and respond A.S.A.P.? Fortunately, Gmail makes it easy; the method for removing a label from a conversation is practically the same method as applying one!

  1. Go back to your main “Inbox” screen (click Inbox) and click anywhere on a conversation (except the three buttons at the left of it, of course) that you want to remove a label from, in order to open it.
  2. A fast way to find a conversation with a certain label that you want to remove is by clicking on the label’s name in the left-hand menu.  This will bring up a list of all conversations with that label (as well as any other labels that they have, in this case “Inbox”).
  3. Click the labels button () in the menu across the top to bring up a drop-down menu with all of your labels; the ones with check marks next to them are labels that are applied to the conversation that you have open. Click the name of the label that you want to remove from your conversation. Or, if the label you’re looking for is not immediately visible, you can click in the search bar in the drop-down menu and type in the name of the label to narrow down your choices. Then click it once you find it.
  4. In the same way that you can apply a label to multiple conversations at once, you can also remove it from multiple conversations at once. Go back to your main “Inbox” screen (click Inbox in the left-hand menu), and instead of clicking on a conversation to open it, click on the boxes next to each conversation from which you want to remove a label, in order to mark them with check marks.

    From here, just follow the previous step: click the labels button () button to bring up a menu of your labels (the ones that are applied to your selected conversations have a check mark beside them), and then click the name of the label that you want to remove from your conversations, or click in the menu’s search box and begin typing in the name of your label that you’re looking for, and then click it once it appears.

  5. There’s actually also a really quick way to remove any label from any single conversation that you have open. Somewhere very close to the subject line of the conversation, there will be small boxes that list the labels applied to the conversation. Just click the “X” next to the name of any label to remove it from that conversation. It’s that easy!

 How to Edit your Labels in Gmail

There are other thing that you can do with Gmail labels in order to keep your inbox even tidier. You can change their names or colors, or tell Gmail to show or hide them depending on certain conditions.

  1. In the left-hand menu, click More.
  2. In the menu that drops down, click on Manage Labels. (Note: you can also get here by clicking the settings button () and selecting Settings, then clicking Labels at the top of the window that you’re taken to).
  3. Scroll down to the bottom of this page to see the custom labels that you’ve made, and the options for them. We’ll discuss them briefly below.
    Gmail Labels Image

    Create New Label – You can create a new custom label here. It works pretty much the same way as it was described above in “How to Create a Label in Gmail.”

    Show in Label List – This lets you select whether or not the label’s name shows up in your left- hand menu. Selecting Show means that it will always appear there. Selecting Hide means that it will never appear there. Selecting Show if Unread means that the label’s name will only appear in the left-hand menu if you have unread emails in conversations marked with that label. This last option is useful for being able to quickly tell if you have a new email regarding an important topic, so you can respond as soon as possible.

    Show in Message List – This lets you select whether or not a particular label has been applied to any conversations when viewing a list of conversations (as opposed viewing a single conversation and the emails that it contains). Click Show to display that label on conversations when viewing a list of conversations. Click Hide to hide the label; you will have to open a specific conversation to see whether or not it has that label. This is useful if other people use your computer or are in the same room and you don’t want them snooping on your email.

    Remove – You can delete a label and remove it from all conversations to which it has been applied. Note that, as Gmail explains, this won’t delete the actual conversations or emails that had that label, so you can rest easy!

    Edit – You can change the name of the label, or make it part of another label (to add another layer of organization, if you feel like it)

  4. You can also access most of these options by hovering over the name of your label in the left-hand menu and clicking the arrow icon () that appears beside it. In addition to the options above, you can hover over Change Color and then click one of the samples in the box that pops up to have your label name display in that color. This makes it easy for you to distinguish one label from another; for example, you might have your work-related label in a blue color and your friends-related label in yellow or orange so that you can easily tell them apart.
  5. As you can see in the screenshot above, you can also select Remove Color to reset the color of your label to the default, or select a Custom Color. The latter option will open a new window that will allow you to select both the label’s background color and its text color (just click on each of them to pick them). When you like what you see in the preview, click Apply.

And that’s pretty much everything there is to know about how to use labels in Gmail!


Gmail Settings

Gmail has lots of ways to fine-tune it so that it works in just the way that you want. In this tutorial, we’ll go over the categories of advanced settings and tell you some of the things that you can do with each of them.

How to Access your Gmail Settings

  1. Go to www.gmail.com and log in. When you get to your main “Inbox” screen, click the settings button () button in the top-right corner, and select Settings from the drop-down menu.
  2. You will be taken to a screen that looks like the one below. Note the different tabs across the top of the screen; these are the different categories of advanced options. Click one to access those settings. What you’ll find in each of them will be discussed below.


    General
    – There are many different kinds of settings that you can change here. They include what language Gmail displays in, how many conversations or contacts can be in an onscreen list at once, whether or not you have information added to the end of every email that you send, and whether or not your Gmail account will automatically reply to any emails that you receive.

    Labels – This tab allows you to create, delete, and change labels that help you organize your emails more thoroughly. It also allows you to choose whether those labels are visible in your list of labels or on individual emails or conversations. You can even choose whether or not they show up in versions of Gmail on your mobile devices. Our lesson on Gmail labels has more information.

    Inbox – This tab allows you to choose things like how your inbox is organized (by date, by importance, by starred, etc.), what categories of conversations that your inbox displays, and whether or not Gmail will automatically label conversations as “important” based on what you do with similar conversations.

    Accounts and Import – This tab allows you to change information about your Gmail account, like what your password is or what information will help you get it back if you lose it. You can also bring contacts from other email services into Gmail, and even link your Gmail account with other email accounts used by you or your friends, family, coworkers, etc. See our lesson on importing contacts into Gmail to learn how to do some of it.

    Filters – This tab allows you to create, change, and delete filters in Gmail. Filters are basically ways of telling Gmail to look for certain emails that you receive and then do something with them, like mark them as important, delete them, or put a certain label on them. See our tutorial on Gmail filters to learn more.

    Forwarding and POP / IMAP – This tab allows you to set up email addresses to which you can automatically pass along any emails that you get. It also allows you to set up your Gmail account so that you can access it from a mobile device, or access it from your computer’s desktop even when your Internet connection isn’t working.

    Chat – This tab allows you to set up Gmail’s ability to let you send messages instantly back and forth with your contacts who are online, and decide which of your contacts are allowed to do this with you. You can also set up Gmail to make phone and video calls to your contacts, but these services may cost money, so we would recommend not fiddling around with them too much. There are other services out there that allow you to do these things for free.

    Web Clips – This just lets you see the different types of advertisements that appear on Gmail, and lets you slightly change where they show up.

    Labs – In this tab, you can enable or disable custom features that users of Gmail have created in an attempt to make Gmail more functional and easier to use for everyone. If you’ve done some of our other Gmail tutorials, like How to Unsend Emails in Gmail, you’ve already seen some of these in action.

    Offline – This tab allows you to install and use an application that enables you to access your Gmail account, even if your Internet connection isn’t working. Here’s the catch, though: you can only install and use it on Google’s web browser, called “Chrome”. Fortunately, you can download and install Chrome for free, so it’s not a huge deal.

    Themes – Add a bit of flavor to the way that Gmail looks for you. Click on a theme to change your Gmail interface’s background to something that expresses yourself, whether that is a certain color, a naturescape, a custom graphic, or just a cool photo that you like.

Some of these you may have already seen, and some of them will be covered by us in our later tutorials. While we’d be happy if you stuck with us and learned about some of the more important settings in detail, some of them can best be learned by just experimenting with them and seeing what they do. If you’re interested, check out our next tutorial on Gmail labels, which will help you get your Gmail inbox organized.


How to Archive in Gmail

You know how people often use their attics to store things that they aren’t planning on using any time soon but want to keep anyway, either because they might use them again someday, or else just for sentimental value? Think of the archiving feature of Gmail as its own version of an attic. You can use it to store old emails that you might need to look at again someday, without them cluttering up your inbox and making it hard to find emails and conversations that you need to keep an eye on right now.

How to Archive in Gmail

  1. Go to www.gmail.com and log in. When you get to your main “Inbox” screen, find the conversation that contains the emails that you want to archive, and click anywhere on it (except for the three buttons on the left) to open it.

  2. Once you have the email conversation open, click the archive button () in the top menu to archive the conversation.

  3. To archive multiple conversations at once, go back to your main “Inbox” screen. Now, find the conversations that you want to archive, but don’t open them. Instead, click the boxes next to each of them so that checkmarks appear. When you do this, you will notice that the top menu changes to look like it did when you had a single conversation open. Click the archive button () in the top menu, like before, to archive all of the conversations that you’ve selected at once.

How to Retrieve Archived Emails in Gmail

Okay, so you’ve archived a couple of emails, which means that they’re out of your way for now. But what if you ever want to find one again because it has an important address or phone number in it? Fear not: there’s an easy way to find your archived conversations, and even move them back to your Inbox if you need to do so.

  1. On the left-hand menu, click More.

  2. Now, click All Mail.

  3. You will notice that your conversations list now has labels for your conversations (if they didn’t have labels already), telling you where each of your conversations are. Notice that the messages that are still in your inbox are labelled “Inbox,” while those that were archived are not. This helps you keep track of which messages have been archived, sent to the trash, etc. Click anywhere on one of the archived conversations (but not on any of the three buttons to the left) to open it.

  4. You will notice there is a new option in the menu along the top of the screen. Click this option, Move to Inbox, to move an archived message back to your main inbox.

  5. You can also move multiple archived conversations at once back to your main inbox, in much the same way that you archived them from your main inbox. Go back to “All Mail”, and click the boxes beside each conversation that you want to move back to your main inbox to put a check mark in them. Notice the menu across the top will change again. Click Move to Inbox to put all of the archived conversations that you selected back in your main inbox.

If you’re ever having trouble finding emails that you’ve archived, using Gmail’s “Search” function is a quick and easy way to find them.


How to Unsend an Email in Gmail

There are few feelings in the world worse than the regret from writing an angry comment or rant towards someone in an email, sending it to them, then instantly realizing that you didn’t really mean any of it and that you should never have written it at all. But now it’s sent, and your recipient is going to get the wrong impression of you. And there isn’t much you can do about it… or is there? 

Fortunately, if you’re using Gmail, there’s a feature that lets you cancel sending an email! You can even choose how much time you want to have to cancel an email before it’s sent. It used to be an experimental feature from a tech-savvy Gmail user, but now it’s a standard function!

How to enable “Undo Send” in Gmail:

1. Sign in to your account and access your email settings.

Go to gmail.com and log in. When you reach your main “Inbox” screen, click the gear icon in the upper-right corner, and select Settings from the drop-down menu.

Gmail settings menu

2. Access General Settings, and find the “Undo Send” feature.

You should automatically be taken to your General settings page (if not, click General to go there). Scroll down until you see the “Undo Send” header. Click the check box beside “Enable Undo Send” to mark it and enable the feature. Then, click the drop-down menu beside “Send Cancellation Period” and select whether you want to have 5, 10, 20, or 30 seconds to cancel an email after you send it.

Gmail undo send feature enabled in settings

3. Save the changes to enable the feature.

Once you’ve enabled “Undo Send” and specified how long you want to hold an email before you send it (in case you want to cancel it), scroll to the bottom of the screen and click Save Changes.

Save Gmail settings

4. Test it out and make sure it’s working! Ensure the “Undo Send” option pops up for you in a test email – before you really need it.

You’ll automatically be taken back to your main “Inbox” page. Now, try writing an email (click Compose to get started) and then clicking Send. A notification will pop up under the main search bar telling you that your message has been sent. It also gives you two options, one of which is Undo. Clicking this will cancel sending your email and take you back to your “Compose” window.

Undo sending an email with Gmail

Remember, this notification will only stay on the screen for the amount of time that you specified, so be quick about deciding whether or not you want to cancel your email!

 

There! Now you know how to enable Gmail’s “Undo Send” function, set how much time you want to have after sending an email to cancel it, and actually cancel an email that you didn’t want to send! If you want to learn a few more tips about some of Gmail’s advanced features, consider reading some of our other step-by-step tutorials in our Gmail course where we teach you how to apply labels to your emails, how to add signatures, or how to create templates for emails you send regularly.