G Suite

Manage Google Mail properly in your business

By 4th May 2019 February 5th, 2020 No Comments

One of the most important tasks for teams working in G Suite is to manage Google Mail. This is because everybody needs its inbox organized to produce work more properly and get things done. It should not be hard to manage Google Mail effectively. 

To start, we need to create mindsets. First, on how we communicate with each other. Second, on how to make the most of Google Mail – with or without extensions, plugins, and extensions. 

With new communication methods, you’re probably aware that sometimes it feels like email loses a little bit of efficiency — even though you still need it. But there are ways to rebuild email and experiences.

Shortly: manage Google Mail is not so hard. As Google Mail has more than 1 billion active users, we learned through the times how to use it. But did we learn how to truly manage it? That’s what we will see in today’s article, and we will also discuss some options below that allows you to create a better experience to manage Google Mail as it should be done. 

google mail

Common mistakes on Google Mail

Google Mail is a wonderful tool, but people don’t always use it well. It’s not that people don’t use it well, it’s because people don’t know what Google Mail is capable of. When allied with extensions and plugins, Google Mail can be a powerful tool for your business. 

While many users opt for dedicated software to help with email management, others still need to keep with their Google Mail inbox — it is simpler, can be opened anywhere and doesn’t require much space —, which is why email management extensions are becoming very popular these days.

As you must probably know, emails can consume a lot of our productive time. If not managed properly, we can find ourselves leaving aside crucial activities on our work routine if we don’t delegate and share our tasks. So we need to find a balance and use extensions that will help us optimize our work routine. 

The same email response manually

Some people copy and paste the same email responses repeatedly, losing a lot of time, and making great efforts that can be just simplified. And we are not talking about email automation, because we know that this is not an option for many small businesses.

There is a Gmail feature called Canned Responses, that effectively allows you to create and save templates on your inbox. This saves a lot of time because you can create templates according to standard responses.

Here is how you can do it:

  • First, go to the gear settings on the top of the page, then choose the option “settings”.
  • Click on the tab “Advanced” and scroll down the page until you find “Templates” and enable this option.
  • To create a template, just start composing a new email, or choose a pre-existent one.
  • Click the three dots points icon on the “new message” window, and then choose the option “Templates”. Save your new template. You can use it later following this same step by step.

Not spell-checking the emails

Your business reputation depends on a lot of aspects, and your writing on emails is one of them. Misspellings are unacceptable when it comes to the business field. That’s why you need to be sure to not make any grammar mistakes while communicating with your clients or partners.

Not being concerned with security

Another common mistake is taking Gmail security for granted, and not worrying about it at all. Your account must be protected in order to keep your data safe. That’s why you should take all the necessary measures on your Google Account, for instance changing your password frequently.

Gmail Security Setting your account

Use extensions to power up your Google Mail

Yes, even with its limitations and misuses, Google Mail is an excellent tool for your business. You can improve it by using external features, that will boost your productivity. To make the most of your Google Mail account you can add some useful extensions. See the ones that will improve your experience in this platform, and also facilitate your business’ processes.


Good writing in your emails causes a great impression. That’s why you can have a little help with a spelling check, like Grammarly. This extension is perfect for people that send lots of important emails daily, and don’t want to make grammar and structure mistakes on their texts.

It suggests the misspelling, punctuation mistakes and also suggests synonyms to help to improve your emails. You can simply click on the tab that appears, and correct it automatically.  The free version is excellent, but you can have other good features with the premium one.

grammarly - google mail


Do you know that anxious feelings we get when we need a fast response through email but people just don’t answer it? With Mailtrack you can check if anyone has opened your email – even how many times they have opened it. They have over 1.1 million satisfied users and today they are the most popular email tracking extension available on Chrome. 

In some cases, they can also see if the Mailtrack button of the email you sent is set. So they can answer you real fast. This extension can help you track, organize and revolutionize the way you connect with your stakeholders and colleagues. You should give it a try! 

*You can check the pricing table here.

Drag App

The ultimate solution to manage your Google Mail inbox, Drag App is an extension that works specifically for Google Mail and allows your company to have full experience in email management. With Drag, everything is possible when it comes to track, organize, record and truly manage your inbox.

It enables a Kanban board view for your emails and you can get a CRM, Helpdesk and shared inbox: everything straight from your Google Mail inbox! By centralizing and visualizing everything, Drag reduces the amount of time you spend on managing your emails and on transitioning among different tools. Everything works seamlessly together so you can have a clear understanding of the process.

One of Drag’s biggest assets is the delegation functionality. Since we turn Gmail into Kanban boards, like Trello, you can share it with your team and use your cards (emails) to delegate it easily without any of the limitations brought by Google Mail delegation. You just need to choose the person you want to delegate it to. 

You can also share your inbox. But don’t worry, you can choose which emails to share. You just need to create a shared inbox and insert there all the emails that you want to share with your team. 

And since it is an extension, whenever you want to come back to your Google Mail previous layout, you just have to switch off Drag’s button. But you certainly won’t do that. 


We are living in the collaboration era. Over the past few years, we have seen many software and tools coming up to create a more productive workspace that instigates collaboration. We need to connect and collaborate as a team.

Some dedicated email software allows you to create a visual and shared space on your inbox where you can track down progress without having to be worried about whether it has been done or not. However, with extensions you can do so much more of your email and productivity, so don’t take it for granted and try out what could be the ultimate solution for your team and company.

In case you know other extensions and plugins that can boost your skills to manage Google Mail, please share it with us. We would love to know!

Learn how to Transform your Business with Shared Inboxes by downloading our Ebook!

google mail ebook

What now?

Drag is The Everything Inbox for Teams – one single place to support customers, manage tasks and close deals, from the place teams love – Gmail. We are Techstars-backed Company, trusted by 30,000 users around the World.

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Samantha Anacleto

Author Samantha Anacleto

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