How to Understand the Topography

Gmail is hands-down the best web-based email service on the 'net. Conversation threads, search, tagging, and keyboard shortcuts have completely revolutionized the way I look at my inbox. I manage all of my email from my personal Gmail inbox, including the daily flood of Lifehacker messages. At this point, I can't imagine a program I could use to manage my email any more efficiently.

Despite my undying love for Gmail, there are still a lot of people who aren't won over by sheer enthusiasm alone, and still others who just aren't taking full advantage of the features and functions they've got at their fingertips in Gmail. Either way, the only thing a Gmail naysayer needs is a better understanding of everything you can do with Gmail.

Today I've got a rundown of the methods and add-ons I use to make Gmail more powerful. By the time you're done with this article you'll be a bona fide Gmail power user, too.

Quick look at what to expect

When you're done setting up your Gmail account, you should be able to do everything you see in this short video without once leaving your keyboard (which means beaucoup productivity for you):

Let's get started down your path to Gmail mastery.

Set up labels

The first thing you'll want to do to flex Gmail's muscle a bit is set up a few labels. If you're new to labels, think of them as folders, or better yet, tags. [1] Your email doesn't have to specifically reside in any folders to be just as accessible. In fact, labels are great specifically because you can apply multiple labels to one email, making your email that much easier to find. Setting up labels is super-easy:

Go to Settings, and then select the Labels tab.

In the textbox labeled, "Create a new label:" simply type your label and click Create.

Yep, that's it. I'd suggest going through your email and figuring out how you might want to categorize and label your emails. I generally create labels for any mailing lists I'm on, along with labels for different work-related emails and an ever-important Follow-up label for the emails I want to make sure I remember to reply to (e.g., those emails I'm not going to reply to immediately but I don't want to fall through the cracks).

Of course, your labels will revolve around your needs (as they should), and if you don't already have an email system, I'd encourage you to examine your email and develop one.

Set up filters

While labels are great on their own - and I label a lot of messages after they land in my Inbox - there are a lot of instances where you can assign labels automatically based on the characteristics of the message, thus saving yourself the work. That's where filters come in.

Gmail can filter an email based on six criteria: From, To, Subject, Has the words, Doesn't have, and Has attachment. Obviously this setup offers a lot of power for filtering your incoming mail. After you choose your criteria, you can choose any combination of the following options: Skip the Inbox (Archive), Star it, Apply the label..., Forward it to, and Delete it.

When I set up a new filter, I commonly choose to Skip the Inbox and Apply a label. For a detailed description of how to do this, check out my feature on bookmarking with Gmail [2].

Managing multiple email accounts with Gmail

It's not at all uncommon to have more than one email address these days (actually, for many of you it's been pretty common for years now). Though you may never be able to consolidate all of your email to one address, you can at least deal with all of your email from one account.

If your non-Gmail account allows for email forwarding, set it up to forward your mail to your main Gmail address (this process will vary based on your email account, but it's generally really easy to do somewhere in the settings). For example, all of the Lifehacker tips email (which comes to Gina, Keith, and me) comes straight to my personal Gmail address, at which point it's filtered out of my inbox and labeled "Lifehacker Tips."

With Gmail's recent addition of smart replying, you shouldn't have to worry about sending email from the wrong address. When someone sends you an email, Gmail will automatically use the appropriate email address when replying (whether it's a Gmail address or not).

Using keyboard shortcuts

This is where Gmail really starts to shine. Despite the fact the Gmail does a lot of things very well, a lot of these features were just sort of ho-hum for me. It wasn't until I started using keyboard shortcuts, and then the Gmail Macros script, that I completely fell in love with Gmail.

The first thing you'll want to do is enable keyboard shortcuts in Gmail. This is as simple as navigating to the General tab in the Settings and selecting "Keyboard shortcuts on." The keyboard shortcuts let you navigate through your messages, within your conversations, archive a conversation, and jump to your inbox without ever having to go for the mouse. Here's a list of the default Gmail keyboard shortcuts.

Gmail's keyboard shortcuts by themselves are great, but if you really want to take control of your Gmail inbox, I very highly recommend installing the Gmail Macros script for Greasemonkey. Though it does a lot, the most powerful thing you'll use the Gmail Macros script for is navigating through your labels (including your inbox, trash, drafts, etc. - after all, they're all just labels) and labeling your conversations