Gmail Recipes - A Practical Approach to Learning Keyboard Shortcuts and Saving The World

Red Badger recently switched away from Exchange Server to Google Apps and, after 5ish months, I can honestly say I think it’s one of the best decisions we’ve taken and we are collectively more productive because of it.

It was with some interest and surprise then that I was reading the hacker news thread last week about how Google have “ruined” Gmail with the latest tweaks. I guess I’ll preface this and say that until Red Badger moved to Google Apps I wasn’t a regular user of Gmail and so have pretty much learnt my way around based on the app as it stands now. I know a few long-time Gmail users in the Red Badger office have moaned about the new compose window etc, but I guess what you never had, you never missed and it’s never bothered me. I like it.

One of the books I’m reading at the moment, The Art Of Unix Programming, spends a lot of it’s time presenting the design patterns and ‘rules’ commonly used across Unix and the lessons we can take from those patterns to put into practice in our own development endeavours.

Three of these rules state that your application should be discoverable, transparent and obey the rule of least surprise, with the caveat that stuff can be surprising, so long as the first two rules are maintained such that those surprises are easy to learn. These three rule applied together often result in, the author argues, software that appears to be intuitive.

When I first read that, I guess I thought of Gmail. I always try to learn keyboard shortcuts to make my life easier and in doing so within Gmail I’ve found it incredibly intuitive. As a result I feel [random unprovable stat]% more productive dealing with mail and IM in Gmail than I ever did before.

Learning keyboard shortcuts can be a bit daunting. Obviously everyone can read the keyboard shortcuts, but my theory here is to present them in the context of common tasks (aka recipes) hopefully making them easier to pick up.  I’ve also thrown in a few modes of operating which, I hope, will help you learn a good chunk of the Gmail keyboard shortcuts and help save the world*.

Make sure you’ve enabled all the keyboard shortcuts first. Also I’m only noting down the Mac keyboard keys because I’m lazy and you can lookup the Windows keys yourself.

Empty Inbox

This is where all of this is heading. Aim to only have stuff in your inbox that you have to action. Everything else can be archived. That way when you start your day, or ask yourself “what next”, you should be able to carry out a Mailbox Triage starting from the oldest mail in your inbox regardless of whether you’ve read it before or not. Keep repeating the Mailbox Triage recipe until you have an Empty Inbox, or as close to it as is physically possible.

If I have more than ~15 emails in my inbox I’m not being ruthless enough or need to break out some common tasks to a Short Term Label.

Mailbox Triage

Start from the oldest email in the inbox, so that emails get treated in a first come first served priority order.

Open the oldest email in your inbox. Read it. Decide what action to take.
Respond. r to reply, a to reply all of f to forward.
Compose the message and hit Cmd + Enter to send.
If you want to apply a label, hit l + type the name of the label + Enter.
If no further action is required on the thread, hit } to move previous (ie. newer/up the inbox) and archive the current message in one fell swoop.
If further action is required, and you want to leave the mail in your inbox, hit k to just move previous.
Repeat until you reach the top message in your inbox.

The j and k keys move you next (older/down your inbox) and previous (newer/up your inbox).
The { and } keys move next and previous and archive the active message.

These two sets of keys alone save an epic amount of time and are the key (excuse the pun) to effectively triaging your mailbox.

Avoid using shortcut keys like v (for move message to label) - whilst useful, this will move the message to a label and return you to the inbox. The theory with this recipe is to remain in the current message, triage it and then move straight onto the next one until you’ve been through every email in your inbox.

Short Term Labels

Think of labels as being short term sorting pens. Ultimately you want to shepherd everything into Archive (and you’ll use search to find it again, if you need to... which you probably don’t), but labels are handy to get groups of actions out of your inbox and allow you to process them together at a later date.

For example, we’re on a recruitment drive at the moment so any CV that comes my way get’s labeled under ‘Recruitment’ and moved out of my inbox. When I have enough to process in one go, and the time, I can process them all at the same time (by applying the Mail Triage recipe), ultimately removing the ‘Recruitment’ label (and thus Archiving it) once I’ve progressed them to a natural conclusion. Once you’re finished with a label, remove it.

There maybe a few exceptions to this rule, but even as I look at my 1 long term label now, for product keys, I question if I really need it and couldn’t just as easily search for the product name when I wanted to find the key again.

If you have tons of long term labels, you lose the value of labels because you have to remember which label you might have applied when trying to find a message. Learn to use search.

Search

One of the reasons you can just Archive stuff in Gmail is that the search is so powerful. Anytime you want to quickly get hold of that email, hit / which will focus you into the search bar and start typing.

Most of the time you can use a keyword and find what you need, but there are lots of facets to help you be more specific.

Want to find something you sent? from:me
Want to find something that was emailed to Bob? to:bob@mail.com
Want to find something with a PDF attachment? filename:pdf

Moving Between Folders/Labels

Moving between the main folders (or system labels as they really are) in Gmail is simple, there are a number of g + key shortcuts, such as g + i takes you to the inbox (think ‘goto’ ‘inbox’). g + t slightly less obviously takes you to ‘sent’ items, being as g + s is reserved for taking you to ‘started’ messages.

Moving to custom labels is achieved via search. You could of course hit / and then enter 'label:[your label name]' which is pretty quick. But even quicker is to hit g + l (‘goto’ ‘label’) and Gmail will pre-populate the search box with 'label:' for you. Enter your label name and hit Enter.

Once in a label, you can apply the same Mailbox Triage recipe until everything has been Archived and the label can be removed.

One Off Reply

For this to work you need to enable the "Send & Archive" button, within settings.
Use the up and down keys to focus the specific thread you're interested in. Note the blue highlight, indicating which thread has focus. Hit Enter to open it.
Hit r to reply, a to reply all or f to forward.
Compose your message.
Hit Tab to focus on the Send & Archive button + Enter to action it.

Responding to an Older Message in a Thread

You’ve opened a message thread from your mailbox, and you want to go back up the thread and perhaps respond to an older message.

Press p to move previous/up the thread (older), n to move next/down the thread (newer). Note the blue marker indicating the selected message.
Hit Enter to open a message.
Hit r to reply, a to reply all or f to forward on the selected message.
Compose your message.
Hit Cmd + Enter to send.
If no further action is needed on the thread, hit e to Archive it. Don’t forget it will return to your inbox if anyone replies.
If further action is required and you want to leave it in your inbox, hit g + i to return to your inbox.

Moving/Labelling Multiple Messages

This is especially handy when, let’s say, you send out a meeting invite to a whole bunch of people and get lots of responses clogging up your inbox.
Use the up and down keys to focus a message.
Hit x to select the focussed message.
Move to the next message, hit x again. Repeat until all relevant messages are selected.
Perform an action, such as e to Archive them all. Or l to apply a label to them all.

If the action you applied didn’t move the message from the current view, they will still be selected. Hit * (shift + 8) and n to ‘select none’

The Interesting, but not Important

How long has it being hovering in your inbox for? Do you really need to read it right now? Archive it and search for it later when you have time/realise you needed to read it.

Hitting e on any message, from anywhere in your mailbox will Archive it.

Don’t Delete Anything

Unless you’re actually anywhere near to running out of space, why delete anything? (Apart from maybe emails from recruitment consultants or notification emails).

Chatting Whilst Doing Other Stuff

To start a new chat q + search for the contacts name + Enter.

If you complete the chat Esc to close and return focus to your mailbox.
If you want to leave the chat window open and deal with your mailbox, Shift + Esc and your mailbox will have focus.
Pressing Esc again will re-focus you back to your last active chat window.
Alternatively you can hit Cmd + , to focus the last chat window. This has the added benefit of cycling through all your open chat and compose windows, when continually pressed, allowing you to move between conversations.

What did I just press? What just happened?

Something unexpected just happened? Press z to undo the last action.

What keyboard shortcut can I use to do this?

Can’t quite remember the keyboard shortcut? Feel like you can probably achieve something with the keyboard instead of reaching for the trackpad? Shift + ? will bring up the keyboard shortcuts cheatsheet. I love this. It reminds me of the days when I was learning all of Resharpers keyboard shortcuts and used to have the cheat sheet taped to the desk in front of me.

That’s it - now go practice. It will take time, but I promise it will save you time and improve your life. Relatively speaking.

@dwynne

*Now you've got more time to help save the world instead of dealing with email!