How to create a Gmail account (step-by-step)

If you’re ready to create your own Gmail account, here’s how to do it.

Step 1

Visit the Gmail account creation page

Step 2

Fill out your personal information

This will include your: Name, Birthdate, and Gender (options include: Male, Female, Rather not say, and Custom)

Step 3

Choose a unique username and secure password

Step 4

Add an account recovery email and/or phone

Google will let you skip these steps but don’t do that if you can avoid it. If you get locked out of your house, you definitely want there to be a spare key by a neighbor’s house. You will also need to verify your email/phone number (by clicking a link in an email sent to the email address you put down, for example) before they can be used for account recovery.

Step 5

Review info and accept Terms of Service.

Step 6

Log into your account and sign in to Gmail by opening the menu of Google services and clicking on the Gmail icon.

Congrats! You have now created a new Gmail account. In case you’re looking to create a business Gmail account read our complete guide for:

Creating & managing a business Gmail account for an organization

Smart Compose and Smart Reply

Smart Compose and Smart Reply are two of a growing number of ways that Google uses AI to optimize your Gmail experience. Smart Compose gives you suggestions as you type for the continuation of the phrase. When you open an email sent to you, Smart Reply lists three short potential replies you could send. You can click to choose one – or ignore and write your own.

To set up Smart Compose and Smart Reply, follow these steps:

1. Open Gmail settings by clicking on the gear icon.
2. Go to the “General” tab.
3. Toggle on “Smart Compose” and/or “Smart Reply” options.
4. Customize additional settings like personalization (so the suggestions will be based on your writing style in all your previous emails) or language preferences.
5. Save changes.

Email Signatures

One of the best features and benefits of creating a Gmail account is the ability to add an email signature. This unique feature allows users to attach a tailored message, their contact information, company logo, or even a personal motto at the end of every email they send, giving each correspondence a distinct and personal touch.

Not only does this save time by auto-filling a designated sign-off, but it also helps to establish a consistent professional image, especially in a business context. Additionally, it can serve as a digital business card, providing recipients with important information such as your title, the company you work for, and how to reach you. This gives Gmail users a significant edge in email communications, streamlining their interactions while adding a level of professionalism and personalization.

Learn how to add a Gmail signature with our detailed guide or use WiseStamp’s email signature generator and create a FREE professional Gmail signature today!

Remember, you can always view, modify, or cancel the snooze of any email before its set return time by going to the “Snoozed” folder in your Gmail, located on the left-hand menu. This way, Gmail Snooze allows you to manage your inbox according to your schedule and priorities.

To enable two-step verification after creating your Gmail account follow these steps:

Step 1

Click to open the menu of Google services

Enable two-step verification Step 1

Then:

Step 2

Click on Security

Then:

Step 3

Click to set up 2 step verification

If the user name you want for your Gmail account is already taken, you can try:

• Creating a variation by adding numbers to the beginning or end of the user name (e.g. if robertsmith@gmail.com is taken, you can try robertsmith123@gmail.com) 
• Switching the order of the words in the user name (e.g. if tarabrown@gmail.com is taken, you can try browntara@gmail.com) 

You don’t have access to a valid phone number for phone verification

Google may require phone verification during the account creation process to confirm your identity. If you don’t have access to a valid phone number or encounter issues with verification, you may face difficulties creating the account.

One possible solution is to see if Google offers alternative verification methods such as email verification or security questions. The availability of these methods varies based on location and other factors.

Google is suspicious of you

If Google detects suspicious patterns or behavior during the account creation process, it may trigger additional security measures or account restrictions. Examples of such behaviors include:

• Repeatedly attempting to create multiple accounts within a short period of time from the same device or IP address.
• Creating accounts using proxy servers or VPNs, especially from locations known for high rates of spam or fraudulent activities.
• Using copyrighted names or trademarks.
• Providing inconsistent or suspicious personal details during the account creation process.

The post Creating and managing a Gmail account appeared first on WiseStamp.

How to encrypt your Gmail emails:

Now that you have the full picture and all info relating to Gmail encryption, let’s get practical.

To send a truly secure, private email in Gmail, you have two different options:

1. Use a browser extension
2. Use manual PGP/GPG encryption

Let’s go through these in more detail. 

Use browser extensions to encrypt your Gmail emails

Several browser extensions and add-ons offer end-to-end encryption for Gmail. These extensions work by encrypting the email content locally on your device before it is sent. The recipient also needs to have the same extension installed.

Some of the best secure mail extensions for Gmail:

Mailvelope

Mailvelope is a browser extension available for various browsers, including Chrome and Firefox. It integrates with popular webmail services like Gmail, Yahoo Mail, and Outlook.com. Mailvelope utilizes the OpenPGP standard for encryption and digital signatures. It allows users to generate encryption keys, import existing keys, and exchange public keys with their contacts. Mailvelope provides a user-friendly interface for encrypting and decrypting emails, along with key management features.

FlowCrypt

FlowCrypt is another browser extension designed to add end-to-end encryption to webmail services. It works with Gmail and supports both Chrome and Firefox browsers. FlowCrypt uses the OpenPGP standard and provides a user-friendly interface for generating and managing encryption keys. It also offers additional features like key backup, searching encrypted emails, and integrating with third-party PGP tools.

The upside of browser extensions is that they make the encryption process much easier for the average businessperson or other non-technical individuals. 

There are a few downsides, however: 

• you are giving a third party access to your Gmail and relying on them for your security
• anything you do in a browser (clicks, keystrokes, etc.) can technically be monitored by the owner of the website you’re on
• not all browser extensions enable you to encrypt and send secure Gmail attachments

So if you don’t mind getting a little more technical for more flexibility and peace of mind, then you can move up to:

Use manual PGP/GPG encryption for Gmail

PGP (Pretty Good Privacy) is a proprietary encryption software around which an OpenPGP standard was developed, and GPG (GNU Privacy Guard) is an open-source implementation of that standard. 

In order to manually do Gmail PGP encryption for your emails, you’ll need to download a PGP or GPG software program to your local device. If you have Windows as your operating system, a good option is GPG4Win. If you have a different operating system, here is GPG’s list of software. 

Once you download and install GPG4Win (for example), you will have a local software program where you can do all your encryption, and only then paste the encrypted message into Gmail. 

Here’s what the process looks like:

You don’t necessarily need the GpgOL (for Outlook) or GpgEX, but you will need Kleopatra.

After installation, Kleopatra should open automatically. 

Create a New Key Pair if this is your first time using encryption for your email address. 

Key pair: A little bit of technical background:

This key pair consists of two distinct cryptographic keys: a public key and a private key. The public key is intended to be shared with others and is used to encrypt messages that are sent to you. The private key, on the other hand, must be kept confidential and is used to decrypt messages that are encrypted with your public key. The key pair is generated together and mathematically linked, ensuring that only the private key can decrypt messages encrypted with the corresponding public key.)

Once you’ve created your Key Pair, Kleopatra will prompt you to put in the name and email address to associate with this Key Pair. This will create an OpenPGP Certificate, which has details such as the user’s name, email address, and the public key itself. It serves as a way to verify the association between a person’s identity and their public key. 

Your recipient’s public key

One big caveat for relying on PGP/GPG and encryption keys for security, whether you’re doing it manually or through a browser extension: You do need to be 100% sure that the Key Pair and/or OpenPGP Certificate with its public key was created by the person you want to be communicating with. Your recipient should have told you their public key in person, through a different secure channel, or in any other way that leaves no doubt in your mind that this public key was not created by an impersonator claiming to be them.) 

Kleopatra gives you the option to encrypt text content for an email and also encrypt files, so you can send secure Gmail attachments.

Here’s what you get:

Copy your encrypted message (total gibberish, right?) and paste it into Gmail. 

When your intended recipient opens your email, they will see that it is encrypted. They will copy and paste the encrypted text into Kleopatra or a similar program to decrypt it and verify that it did, in fact, come from you. 

And that’s how you send an encrypted email in Gmail!

The post Gmail Encryption: Your practical guide to safeguarding emails in Gmail appeared first on WiseStamp.

How to create and edit email templates in Gmail

Creating email templates in Gmail is a straightforward task that requires just a few minutes of your time, but first, you will need to enable templates in your Gmail account.

Follow these 9 simple steps and save a ton of time with Gmail templates:

Step

Click on the Settings icon (represented by a gear icon) in the top right corner of your screen.

Step

Click on the "See all settings" button

Step

Choose the "Advanced" tab

Step

In the "Templates" section, select "Enable"

After completing these steps, you will be redirected to your inbox to start creating your templates

Step

Click on the "Compose" button: A new message window will appear

Step

Start typing your email template: When you're done, click on the three dots located in the bottom-right corner of the compose window

Step

Hover over the "Template" option: Then click on "Save draft as template"

Step

Choose the "Save as new template" option: Hover over the templates tab, then save draft as template, and then click on the save as new template tab

Step

Enter the name of the new template and hit the save button

Overwriting templates in Gmail

If you want to make changes to an existing template, you can easily overwrite it by following these steps:

1. Write your corrected email, and then click “Save draft as template”.

2. Hover over templates, then save the draft as template, and then click on the name of the template you’d like to change under “Overwrite Template.”

3. Confirm the changes by clicking “Save” in the pop-up window.

On the other hand, if you want to delete a template

1. Click on “Delete template” under the “Templates” options: Hover on templates then delete templates, and then click on the Gmail email template you’d like to delete.

2. Click “Delete” in the pop-up window to confirm.

Using saved Gmail templates

To use a saved template, click “Compose” to start a new message. Select the three dots in the bottom right-hand corner and open “Templates.” Choose the template you want to use, and it will appear as your new message. You can edit it as needed before sending it.

Sending templates automatically

If you want to save even more time, you can set up filters that automatically send out a specific template as a reply when certain emails come in.

Start by:

1. Click the search icon on the right side of the search bar at the top of the screen

2. Fill in the fields to specify which emails you want to address and click Create filter

3. Check the box next to “Send template,” and select the template you want to use from the drop-down menu

4. Click “Create filter” to save your changes

Learn more about Gmail rules and filters

Conclusion

In conclusion, Gmail email templates are a powerful tool that can help you save time and improve your email communication. By using the examples outlined in this article, you can customize templates to suit your needs and boost your productivity.

If you’re looking for a way to improve your email communication and streamline your workflow, give Gmail email templates a try. You won’t be disappointed.

The post How to create and edit email templates in Gmail appeared first on WiseStamp.

The benefits of using Gmail confidential mode

Gmail’s confidential mode has many benefits that make it a great choice for sending sensitive information.

Here are some of the key benefits:

1. Increased Security: Gmail confidential mode provides a secure way to send emails, as the email is encrypted and can only be opened by the recipient. It also allows you to send attachments securely and even set up a passcode for the recipient to access the email.
2. Easy to Use: Setting up and using the feature is very easy. All you need to do is click the “Confidential Mode” button in the compose window. From there, you can set an expiry date and passcode for the email.
3. Self-Destructing: The self-destructing feature of Gmail confidential mode means that your emails will automatically be deleted after a certain amount of time.
4. Revoke Access: The feature allows you to revoke access to the email at any time. This means that you can revoke access to the email if it has been compromised or if the recipient has not opened it after a certain amount of time.
5. Attachment Support: Gmail confidential mode also allows you to send attachments securely. This makes it perfect for sending documents, photos, videos, and other files.

How to send an email in a confidential mode

Once you’ve activated confidential mode, sending an email with it is rather easy.

Here’s how to do it in 6 simple steps:

1. Log into your Gmail account and click on the “Compose” button in the top-left corner of the window

2. Click on the “Confidential Mode” button

3. Enter the recipient’s email address

4. Enter the subject and body of the email

5. Set a passcode. Here you can also ask for an SMS verification from the recipient

6. Set an expiration date

And that’s it. Just click send! Note that if you enabled the SMS option you would also have to input a phone number.

Receiving emails

When you receive an email in Gmail confidential mode, you will be asked to enter a passcode before you can access it. This passcode will be sent to your mobile device via SMS or to a separate email address that you specify.

Once you have entered the passcode, you will be able to view the email. The passcode is valid only for a certain amount of time, after which it expires and the email will be inaccessible.

Note:

When non-Gmail users receive a Gmail Confidential Mode email it might be a bit complicated since it looks like a link for viewing a massage on their browser.

Confidential mode settings

Gmail confidential mode also allows you to manage your settings for it.

1. Log into your Gmail account.
2. Click on the “Settings” icon in the top-right corner of the window.
3. Click on “Confidential Mode” in the left sidebar.
4. Here you can manage all of your confidential mode settings such as the expiry date and passcode.

The post Gmail confidential mode appeared first on WiseStamp.

• Click “Filter messages like these.”
• Make sure to double-check the criteria. 
• Click “Create filter.”
•  Again, choose the behavior that you want to apply to the rule (Mark as read, Delete, Archive, etc.)
• Click “Create filter.”

That’s it! Now you know how to create Gmail email filters from scratch and from existing emails. That wasn’t so bad, was it?

Watch this great Gmail Rules tutorial by Google-workspace

Video by Googleworkspace

To Conclude

Gmail understands how integral email has become in our day-to-day communication, which is why they are constantly rolling out new features to try and make our lives easier. Often all we need to do is take some time to learn to use what is already under our noses! 

The post How to set up Gmail Rules: A step-by-step guide appeared first on WiseStamp.

What is the promotions tab in Gmail?

Where do I find the promotions tab in Gmail?

The promotions tab is located by default above your inbox as one of 3 tabs (“Primary”, “Social”, and “Promotions”). If you don’t see these tabs then you have a different inbox setting. In that case, you can click the gear icon to open Gmail settings and select “Default” under “Inbox type”. 

Alternatively, you can simply find the Promotion tab under “Categories” in the left-side menu where the labels are.

How do I move emails from the promotions tab to the primary tab?

If you have certain types of emails or emails by particular senders that you want to get in your Primary tab rather than Promotions you have the possibility to drag and drop them from one tab to another. You can also disable the Tabs inbox completely. 

The guide below will show you how to do these and more:

Move emails from Promotions to Primary (1 min Gmail guide)

How do I delete all emails from my promotions tab?

Emails can get stacked up pretty quickly in your Promotions category tab. A quick way to deal with this influx is simply to delete everything and start fresh. But you may not want to get rid of everything, and instead, keep the newsletters that you read regularly. 

In case you want to clean up your Promotions tab and keep it clean for longer, there are basic actions you can take. The guide below will show you how and more:

How to delete all promotions in Gmail (& avoid more coming)

How do I stop my emails from going to my recipients’ promotions tab?

If you are a marketer like me then you know the frustration of having your carefully written and personalized emails getting buried in people’s Promotions tab. 

But the truth is, this is a sticky goal to pursue. Gmail is doing all it can to keep you from cheating your fate as a promoter. But there are things you can do to try and you may succeed. Not all you can do you would want to do, like reducing the number of batch emails you release.

The big question is can I win? And if not, why not act according to the old proverb “if you can’t beat them join them”. 

The guide below will help you wiggle your way out of the Promotions tab or otherwise teach you how to use it to your advantage:

How to avoid the Gmail Promotions tab (is it worth it?)

The Gmail Promotions tab filter isn’t working – troubleshooting

• Ensure you are using the latest version of the Gmail app. Try viewing on another device—for example, a phone may have a different version of the Gmail app and show email differently.
• Try refreshing the Gmail app by pulling down the Gmail Promotions tab screen.
• Restart your device.
• You can’t use sensitive categories in the Gmail Promotions tab (for example, adult content or debt collection).

The post The Ins & Outs of Gmail promotions tab – A complete guide appeared first on WiseStamp.

So In this article, we will explain how you can see your list of email subscriptions on Gmail and how to unsubscribe from an email list. We’ll explain how to do this on both a desktop computer and your mobile device, as well as how to bulk unsubscribe from Gmail. We’ll also touch upon some of the top Gmail unsubscribe tools and apps and how they can help you with unwanted emails.

How to see a list of subscriptions in Gmail

Before we get started on how to unsubscribe from individual emails, we will first go over how you can see all your existing Gmail subscriptions in one place. Here is a step-by-step guide on how to find them:

1. Log in to your Google account (note that this is different from your Gmail account).
2. On the left, click “Payments and Subscriptions.”
3. Click “Manage Subscriptions,” and you will see all your current subscriptions.

Before we get started on how to unsubscribe from individual emails, we will first go over how you can see all your existing Gmail subscriptions in one place. Here is a step-by-step guide on how to find them:

1. Log in to your Google account (note that this is different from your Gmail account).
2. On the left, click “Payments and Subscriptions.”
3. Click “Manage Subscriptions,” and you will see all your current subscriptions.

How to unsubscribe from emails in Gmail on desktop

Here’s how to unsubscribe from those pesky emails clogging up your inbox if you are using Gmail on a desktop computer:

1. Log in to Gmail.
2. Open up the subscription email that you’d like to cancel.
3. Next to the sender’s email address at the top, you’ll see “Unsubscribe.” Click on that.
4. The next step asks you to confirm your actions – click the “Unsubscribe” square in blue to finalize the steps.

How to unsubscribe from emails in Gmail on your mobile device

Waiting in a long line at the grocery store? What a great time to take a look at unsubscribing from all those emails you don’t need!

Regularly unsubscribing from unwanted emails is especially important if you are working with a professional email account and want to stay focused on the emails that matter. However, unsubscribing from unwanted newsletters and email lists can be helpful for the environment too. According to recent studies, an estimated three tons of CO2 is emitted due to sending unwanted emails.

Here’s how to unsubscribe from emails using the Gmail mobile app on your smartphone or tablet:

1. Open up the Gmail app.
2. Tap on the email that you’d like to unsubscribe from.
3. Click the three vertical dots.
4. Click “Unsubscribe.”
5. You’ll be asked to confirm this action and click “Unsubscribe” a second time to finish the unsubscribe request

The Gmail unsubscribe button explained

Gmail’s unsubscribe button is a convenient way to unsubscribe from marketing email lists. 

In the past, you’d have to search your inbox and go through the email to find the unsubscribe link, only to be brought to a different website. You would then have to enter your email address on the website to confirm the action, and in many cases, the email sender would ask you to complete a questionnaire before removing you from their list.

Furthermore, if someone was looking to unsubscribe from an email they weren’t familiar with, they ran the risk of clicking on a malicious link while trying to locate the “unsubscribe” button. Clicking on this malicious link could have led to hackers gaining access to that email address, which, in turn, could have led to identity theft, financial blackmail, and social engineering attacks. 

Fortunately, some of this risk is removed with the Gmail unsubscribe feature, and the unsubscribe process is made much easier. But how exactly does it work?

There are several ways that the Gmail unsubscribe feature works. For example, Gmail will search the body of the email for the word “unsubscribe” and detect the link to which this word is attached. Once you select “unsubscribe,” you may be taken to that link to leave an email list. In this case, you’re still required to visit the outside link and perform the additional steps, although it is easier than hunting for the “unsubscribe” button in the email yourself.

The Gmail unsubscribe header

Using the List-Unsubscribe header method will automatically send an email with the words “unsubscribe” to the email sender. Attached to the email’s metadata, this header will provide a way to unsubscribe in a machine-readable format. The header can come in different formats, but usually, it will provide a “mailto” code and unsubscribe URL.

Gmail will commonly send an email address to the “mailto” email provided with the subject line “Unsubscribe.” You can check your “Sent” email folder to test if this command worked.

Gmail unsubscribe link

The Gmail unsubscribe feature via the link uses the content within the email to identify the correct unsubscribe link. However, if the email is in an unusual format or contains unusual wording, sometimes the link can be missed. For example, if an email has an unsubscribe link that says, “Don’t want to hear from us anymore?” Gmail might miss this as the “unsubscribe” link.  

Can I Mass unsubscribe from Gmail emails?

Have you ever wondered if you could bulk unsubscribe Gmail emails? This would be a convenient way to unsubscribe from all those mailing lists you don’t want to hear from again. Bulk unsubscribing is also a great way to manage your emails, be they personal or professional. 

Unfortunately, the Gmail unsubscribe feature doesn’t allow users to leave multiple email lists at once – you have to unsubscribe from each list individually. However, there are many Gmail unsubscribe tools and apps that make the bulk unsubscribe process easier.

Gmail unsubscribe tools and apps

Many third-party applications offer the ability to bulk unsubscribe from Gmail. Here are the top 5 tools and apps you can use for unsubscribing from Gmail emails.

1. Unroll.me

Unroll.me is an app that allows you to bulk unsubscribe from Gmail emails, among other features. Additionally, the app’s “Rollup” feature condenses emails from frequent senders into a separate file, so it does not clutter your inbox. This feature is perfect for people who still want to retain the ability to read emails when needed but don’t want frequent emails clogging up their inboxes. 

2. Cleanfox

Cleanfox is another free app that will scan your inbox to help you identify emails to unsubscribe from. This app prides itself on helping people lower their carbon footprint by preventing unwanted emails from being sent to their inboxes. 

3. Instaclean

Instaclean is another bulk unsubscribe Gmail app highlighting how cleaning your inbox and unsubscribing from emails is an eco-friendly choice. Instaclean sorts all your newsletters and emails from your inbox based on usage rate to identify which ones you may want to unsubscribe from. With this app, you can even receive “coins” that allow you to plant a sapling to give back to the environment.

4. Edison Email

Edison’s app, simply called “Email” on the Google Play Store, allows you to consolidate email inboxes from different providers. The app also offers bulk unsubscribe features and subscription management tools, plus it blocks email tracking pixels for those concerned with privacy.

5. Clean Email

Clean email is an app that is also highly focused on privacy, keeping the data of its users as safe as possible. The app sifts through your inbox, identifying emails to unsubscribe from so you can prioritize the important ones. You can also set up certain emails to be instantly marked as “read” and auto-archived for future reference or opt to get a daily summary to see what you’ve skipped.

Conclusion

Managing your inbox doesn’t have to be stressful and time-consuming; using Gmail’s unsubscribe feature, you can easily unsubscribe from unwanted emails. If sifting through each email individually takes up too much time, you can always use a top-rated third-party app that can do some of that work for you. 

Keeping your inbox organized and decluttered can make a huge difference in your productivity, eliminating distractions to help you focus on the stuff that matters.

The post How to unsubscribe Gmail Emails appeared first on WiseStamp.

With remote work on the rise, it’s not uncommon for people to deal with large volumes of incoming emails. For many organizations, successful email management has become almost a job in and of itself! 

Streamline your work process

By requesting and returning Gmail read receipts, you can create a system of accountability that streamlines your work process, whether you work from home or in a busy office, or are in charge of an email marketing campaign. In this article, we will discuss how to request read receipts in Gmail as well as how you can return Gmail read receipts, as well as alternatives to Gmail, read receipts.

What are Gmail read receipts?

Read receipts are used for time-sensitive information to confirm that the recipient has received the message. We’ve all had the occasional important message land in our “Junk” and “Spam” inboxes. Cyber security is increasingly becoming a focus for schools and businesses, and many email inboxes will direct an essential message to the wrong folder when it is wrongly flagged as suspicious.

Read receipts prevent this from happening by providing the sender peace of mind knowing that a read receipt will be sent back shortly after the message is read. Read receipts are also a great way to enhance engagement with remote workers. 

If someone has read an important message that you’ve sent to them via email, it’s harder for them to claim to have missed it or to have been busy with something else. It keeps workers as well as managers and clients accountable and streamlines the work process.

How to set up read receipts on Gmail

Read receipts are generally a function of a work or school account that is managed by an administrator. Gmail accounts that have read receipts are set up through Google Workspace, formerly known as G-suite. Therefore, an ordinary, free Gmail account likely won’t include the option to request and return Gmail receipts.

The benefits of a business email address aren’t limited to the ability to request and receive read receipts. A professional email address lends more credibility to your organization than a typical @gmail.com email address. If you are a freelancer, business owner, or running a nonprofit, a professional email address is something to consider.

Here is a step-by-step guide to set up read receipts in Gmail:

1. Log into your Gmail account as you usually do.
2. Select “compose” to write your email. This option is located toward the top-left corner of the window when accessed through a PC.
3. Write everything you need to include in the email.
4. Click the down arrow next to the blue “Send” box. Additional options will pop up.

5. Select “request read receipt.”

6. How will you know if your recipient read the message? That depends: Your recipient may have the option to approve or deny your read-receipt request. If they approve it, you’ll get an email notifying you who opened your email and when. Below is a screenshot of what recipients might see on their end.

 7. Hit “Send.” Viola! Your email with a request for a read receipt has been sent.

Read receipts are popular in industries that deal with a lot of time-sensitive data, such as in health care settings or in the world of finance. Industries that handle a lot of confidential and time-sensitive information rely on read receipts and compliance requirements. 

For example, hospitals must ensure HIPAA compliance with their emails and also maintain quick response rates. Read receipts are a great way to ensure that the correct information is being sent to the right people at the right time. 

How to return read receipts in Gmail

According to statistics, 99% of email users check their inboxes daily. Read receipts show the people you work with that you have, indeed, read their email and are working on getting their request actioned as soon as possible. It is a great way to save time and avoid terse responses that might get misinterpreted.

Any time work can be automated to make you more efficient is a win. Read receipts allow you to focus on the task at hand without having to worry about all the back-and-forth, time-consuming “Did you get that email?” calls or texts from your colleagues. Here’s how you can quickly respond to a read receipt in Gmail.

1. Open an email message with a requested read receipt – a pop-up will show to tell you the read receipt is requested.
2. To send the receipt right away, click “Send Receipts.”
3. To send the receipt later, click “Not now.” You will be prompted to send the receipt the next time you open the email.
4. Some read receipts will come through without a request. This means that a read receipt was sent automatically, most likely through a third-party vendor.

What if my Gmail read receipts aren’t working?

Are your Gmail read receipts not working? There are a few answers to this.

First, you must check that you have a Gmail account through a school or business. Any Gmail account that is set up via an Administrator should have the read receipt function. If you have a standard, free Gmail account, the Gmail read receipt is generally not included as a function.

If you do have read receipts and sent them and have not received a response, it may be because the person you are sending them to is opting out of sending a response. Be sure to communicate with your colleagues, employees, and clients about expectations for sending read receipts. 

How can you tell if an email has been read in Gmail without a read receipt?

If you don’t have a Gmail account that qualifies for read receipts, you can use third-party software that offers that feature so you can tell if your email has been read without a read receipt. There are browser extensions you can download that will tell you if your email has been opened and how many times it has been opened.

Check this great video tutorial on Gmail read receipts in 2022

Source

Read receipt alternatives

Tired of read receipts clogging up your inbox? Through third-party vendors such as Mailtrack, Mailtag, Gmelius, or Free Email Tracker create a “read” symbol similar to what you get via SMS or internet messaging services. Free Email Tracker even allows you to set up your read receipts to come through as an SMS notification as an alternative to the traditional read receipt that comes through as a separate email.

MailTrack

Mailtrack, for example, has a free browser extension you can download that tells you how many times your email has been opened.

Boomerang

Other third-party providers such as Boomerang, offer the ability to get insight into which links were clicked within your email and how many times. Currently, the company offers ten complimentary message credits per month, so this would work for those who don’t frequently send emails that require confirmation of receipt.

Gmail read receipt extensions & plugins explained

Read receipts can be frustrating because they can quickly clog up your inbox. Wouldn’t it be great if your emails could be marked as “read,” such as you see in some messenger apps, with a symbol near the message showing that the message has been opened?

There are a lot of great Gmail read receipt extensions & plugins that work in exactly that way. Mailtrack, as we previously mentioned, has a free browser extension that will put a little green check mark next to the subject line confirming that the email has been sent, with a double green check mark indicating that the email has both been successfully sent and read. 

Free email tracker

Another great free option is Free Email Tracker, which has similar offerings to Mailtrack but comes with some serious bonus features, such as the ability to get read receipts via SMS! This is an excellent option for people who want read receipts but aren’t always checking their emails. It’s also a great option for people who have super time-sensitive emails that have to be sent, received, and confirmed ASAP. Although the service is free, Free Email Tracker does add a branded signature to your emails that can’t be removed unless you pay a $5 monthly fee. 

Mailtag

Mailtag is another great read receipt browser extension that isn’t clunky and integrates sleekly into the existing Gmail design. Symbols indicating whether an email has been read or not can be displayed or not displayed, depending on your preference. Furthermore, Mailtag allows you to see which links were clicked in your email and how often an email was opened. Unlike Mailtrack, Mailtag doesn’t offer any complimentary services – you must subscribe and pay for their extension to use it. 

Gmelius

For those that work on large teams or engage in email marketing, Gmelius can be a great option. The free version of this read receipt extension allows you to create email campaigns, delegate messages to people on your team and create Kanban boards.

What are the limitations of Gmail read receipts?

There are some limitations to Gmail read receipts. 

1. While automatic Gmail read receipts will be sent as soon as an email is opened, read receipts that allow the recipient to opt out can be less accurate. 
2. Simply confirming that a person has opened your email isn’t necessarily confirmation that they have read it. People can frequently accidentally open emails while scrolling through their phone, open up an email and delete it immediately before reading, or even open up an email and read it completely with no intention of responding or taking action. While read receipts can be helpful in the workplace and in marketing campaigns, it’s really up to you to truly follow up and make sure that your recipient is engaged in the message. 
3. Gmail read receipts can quickly clog up your inbox and make your emails harder to manage. 
4. Your recipient may have to approve your request for a read receipt, therefore you can’t know for sure that a lack of a read receipt means your recipient has not read your email. They may have just chosen to deny the read receipt.
5. You can’t request a read receipt on email blasts. It only works when you address the email to individual recipients in the “To” and/or “CC” fields.

To Conclude

Just like with popular messaging platforms like iMessage or Whatsapp, a “read receipt” notification lets you know if your recipient has indeed read your message (or email in this case).

Turning on “read receipts” is a powerful feature for any email client, and now Gmail has introduced it so you can know when someone has read your email…well, kind of.

Email read receipts are a great way for teams to communicate with each other and confirm receipt of important emails without having to take time to type up replies. It can also eliminate the possibility of emails ending up in the “Junk” or “Spam” folder, which can be a disaster, especially if they are time-sensitive or part of an important project. 

Related topics

• How to avoid Gmail Promotions tab (is it worth it?)
• Set Gmail dark mode or dark theme (1-minute guide)
• How to un-send or recall emails in Gmail
• Sort emails in Gmail by date, name, subject, sender & more
• Create new folders in Gmail to organize and sort emails

The post Gmail read receipts 2024: How to request or return appeared first on WiseStamp.

Despite its intuitive features and widespread popularity, Google has a reputation for questionable online privacy and has had security issues in the past. Users who don’t want their private data shared with third parties or to expose themselves to risks should explore some Gmail alternatives.

While Gmail has been the clear choice because of its ubiquity, built-in functionalities (like integration to Google Drive and Docs), and user-friendliness, there are plenty of competitors with comparable or superior services. 

For example, many email providers offer similar browser-based experiences and UX/UI features that Gmail users have become accustomed to, while others emphasize privacy and security for a safer online experience.

In this article, we’ll look at the best email alternatives to Gmail and discuss what to pay attention to when looking for an alternative email platform.

Let’s begin!

Main Reasons To Look for a Gmail Alternative

In all honesty, Gmail has a ton of great features. However, there are serious drawbacks that make many users consider their options for email alternatives:

• Data harvesting: In 2017, Google was caught scanning users’ emails for personal information and using it to serve targeted ads. This practice caused many users to feel that they had no rights to their data, something that the Big Tech company continues to make significant profits from.
• Privacy issues: Most emails contain some type of private communication, so Google working with governmental law enforcement organizations makes many users feel uneasy if they misspeak or share potentially incriminating information. This lack of privacy means that users potentially lose a channel to communicate or exchange information that could be critical of government policies.
• Security issues: As a high-profile target, Google is no stranger to hacks. And despite the company’s image of emphasizing the security of Gmail and its other features, Google isn’t always forthright about discussing these issues, especially if they deem hacks as solely internal issues.

What To Pay Attention to When Looking for a Gmail Alternative

The following are the most important factors you should consider when choosing an email alternative to Gmail:

• Reputation: Pay attention to what others say about email service providers, including the positives and the negatives. Unless it seems like obvious advertisements on blogs or forums (such as Reddit, for example), the chances are that you can get a somewhat clear picture of what to expect.
• Security: Security should be the most important factor when looking at Gmail alternatives. You’ll want to choose standalone email clients and mobile apps versus browser-based email providers, as these tend to be more secure and have fewer vulnerabilities. 
• Encryption standard: Encryption ensures that outside parties can’t read your emails. And for the most stringent encryption standards, even the email provider cannot decrypt its users’ emails. Currently, the most secure email encryption standard is OpenPGP, an open-sourced version of PGP that encrypts information client-side and can only be decrypted by the intended recipient. 
• Jurisdiction and privacy policies: Ensure email providers are headquartered in countries that respect user privacy. The ideal provider is a company that doesn’t share your data (such as providers with zero-knowledge policies) but also has enough protection to prosecute hackers if they violate local laws. One country that stands out is Switzerland, which is far more protective of user privacy than the United States, the United Kingdom, or Canada.
• Uptime reliability: Anything other than 99% uptime is simply not acceptable in today’s fast-paced world. Downtime can lead to missed emails or unnecessary delays, something that can affect your business and personal communications.
• Storage: If the email provider has archiving capabilities (see below), it’s useful to have a significant amount of storage space to handle large files and attachments. Some free services only offer 1 GB as a standard amount of storage, whereas others offer users 10-15 GB for their free services.
• Integration: Look for email providers that offer protocols that interact with other apps and browsers (think Gmail and Google Drive). Protocols such as IMAP, SMTP, and POP offer users access to encrypted emails from mobile apps and 3rd-party software. This is especially important for users who want a Gmail-like experience to incorporate productivity software, like calendars and scheduling tools.
• Customizability: Look for a Gmail alternative that offers customizability in email templates, functionalities, and add-ons. If you want to incorporate elements such as email signatures for your branding, social media links, and more, be sure the alternative platform offers these features. 
• Archive capabilities: A good email provider should offer users the ability to save, organize, store, archive, and search their messages. Pay attention to how long emails are stored, particularly if you use the email alternative infrequently, as some accounts are cycled out due to inactivity.
• Ease of use: Not every Gmail alternative features the same ease of use and intuitiveness from Google’s engineers. When looking for the right email service provider, choose one that doesn’t overwhelm you with complex features or a crowded inbox. In a business context, using a complex email platform may lead to more errors from staff, particularly those that aren’t properly trained on an unfamiliar email platform.
• Spam filter: Spam messages waste your time and eat away at your storage, so choose an email alternative to Gmail that has a system to detect and filter out spam.
• Custom domains: Custom email domains present a more professional face to the world, so look for providers that enable users to create branded emails and multiple domains.
• Anonymous payments: If you’re worried about what banks and other organizations can see from your online activity, some email providers let you use cryptocurrency or cash payments through the mail. Other providers even let users separate their digital payment details from email accounts to disguise the transactions.
• Anonymous registration: To keep your identity private, some email alternatives to Gmail offer account registration that doesn’t require anything more than a user name and a password.
• Importing from Gmail: If you already have a Gmail account and want to make the switch as seamlessly as possible, look for email providers that can import messages and contacts from Gmail.

An Overview of the Best Gmail Alternatives in 2022

Apple iCloud

Free with supported Apple devices, Apple’s iCloud Mail is an email service operated by Apple. 

The company favors intuitive interoperability, so you can be sure that all Apple apps and many 3rd-party apps are supported to create a seamless user experience (such as Calendar app integration). 

And like Gmail, Apple iCloud’s platform works with the Mail app on your Mac/iOS devices or MS Outlook on a computer with Windows OS.

Tutanota

Latin for “secure message,” Tutanota lives up to its name and serves as an excellent Gmail alternative for privacy-minded users. Based in Germany, Tutanota offers a free end-to-end encryption open source email platform with plenty of features

Contrary to other email providers, Tutanota uses its proprietary encryption with “forward secrecy” that’s incompatible with other email service providers and cannot be used with 3rd-party apps. This may seem like a limitation, but Tutanota remains one of the most secure email service providers regarding privacy. Despite its security, Tutanota is compatible with Windows, Mac OS, and Linux desktop apps, as well as Android and iOS.

The basic features are free to use. Tutanota’s premium plans for personal use start at €1.20 per month, and business packages at €2 per month – all with plenty of features like email templates, autoresponders, and more. 

Best of all, Tutanota’s email systems run only on renewable energy, so you know you’re protecting the environment and your personal information at the same time.

Zoho Mail

Zoho Mail is full of features designed for small businesses and personal usage.

Similar to Google Drive’s integration with Gmail, Zoho Mail comes with the Streams and Zoho CRM features. Like any CMS, Streams enables users to exchange files easily, add comments to email threads, assign tasks, and much more. On top of that, the CRM feature offers everything you need to maintain the best customer relations. And for those that require top-tier security,  Zoho Mail provides end-to-end encryption on all messages.

Try Zoho Mail’s ‘forever free’ plan with 5 GB of storage per user, a 25 MB attachment limit, and access for 5 users (enough for a small business). Zoho’s storage and productivity tools cost just $1/user per month.

ProtonMail

Based in Switzerland, ProtonMail is designed with security and functionality in mind.

It features end-to-end and zero access encryption, which means that even the team at ProtonMail can’t access your private emails. ProtonMail also features self-destructing messages that are automatically deleted after a set period. 

And to top it all off, you can open an email account on ProtonMail without providing any of your personal information. All you need to sign up is a username and password –  an optional recovery email feature is also available if you want, too.

ProtonMail’s free account comes with 500 MB storage and a generous limit of 150 messages per day. Upgraded accounts starting at €4 per month include more storage space, premium customer support, and custom domains. And if you’re looking for total security, try the Visionary account for multiple user support, unlimited emails, and ProtonVPN.

Outlook

Like Apple iCloud above, most Microsoft and Hotmail users likely already have an Outlook.com email account. What makes Outlook such a good Gmail alternative is the fact that it mirrors all of Gmail’s features on Microsoft’s extensive list of products.

First, enjoy 15 GB of storage space, 5 GB of OneDrive storage (similar to Google Drive), and free web versions of Office 365 apps like Excel and Word. Secondly, Outlook is perfect for integrating with other productivity apps, such as a calendar and to-do lists (and plenty of 3rd-party apps). Last, the max file size for sending emails is 34 MB, exceeding Gmail’s 25 MB maximum. 

The only catch is that free Outlook users won’t receive encryption and security protection unless they upgrade to a Microsoft 365 account ($69.99 /year for one person; $99.99/year for a family). That said, these plans are extremely generous, increasing mail storage to 50 GB and OneDrive storage to 1TB with no advertisements.

Mailfence

Belgium-based Mailfence has been around since 1999, which means you can rely on their services versus some fly-by-night Gmail alternatives.

Mailfence offers OpenPGP encryption but goes a step further by enabling this encryption for non-OpenPGP users. Plus, you can set an expiry date if you’re worried about your communication falling into the wrong hands. Mailfence also accepts cryptocurrency payments for additional privacy.

Beyond email, Mailfence’s free accounts provide a calendar, a contacts app, and 500 MB of document storage. Free accounts start with 50 MB of storage for email, so the real functionality comes with paid accounts.

Mailbox.org

Germany-based Mailbox.org offers a great all-around email service that’s ad-free and secure. Mailbox.org’s email and productivity suite are fully integrated with nearly all Gmail features you’ve come to expect, but with added security.

Accounts can be purchased via cryptocurrency or mailed cash payments for absolute security. Plus, Mailbox.org uses full PGP support for encryption and supports third-party mobile email apps via secure protocols. And for reassurance, this email provider stores all data in at least two separate servers to preserve your information should a disaster occur.

Bear in mind that Mailbox.org is not a free email tool, but it does offer a free 30-day trial. However, basic plans are inexpensive, starting at €1 per month, with more expensive plans providing additional storage and more features.

Posteo

As you can see, Germany boasts many great Gmail alternatives, and Posteo is no exception. However, what separates Posteo from others is that it is entirely self-financed, meaning it has no obligation to compromise its users in favor of outside stakeholders or investors.

OpenPGP encryption is Poster’s main feature while simultaneously supporting the IMAP protocol. This means that users can access their email on all devices. And for added security, payment and registration can be made anonymous.

Basic accounts offer 2 GB of storage space, a calendar, an attachment browser, and many more features.

Runbox

With two decades of providing email services, Norway’s Runbox has been a front-runner for ease of use and is chock full of features you would expect from a private email provider.

Runbox allows users to create up to a hundred aliases to create different email addresses, which is perfect for anonymity in various settings. Encryption is also important on Runbox’s platform, utilizing end-to-end PGP encryption, which requires some technical knowledge to set up. 

Even more fascinating, Runbox uses renewable hydropower energy to power its operations, making Runbox the right choice for the ecologically-minded.

Try Runbox with its free trial and a 60-day money-back guarantee on their paid subscription plans.

Conclusion

As you can see, there are plenty of options when choosing the best Gmail alternative. While Gmail offers a fairly comprehensive email platform, choosing between providers with comparable email features is no easy feat. Nevertheless, by reviewing the info in this article and then experimenting with email providers, you can gain a broader sense of your options to fit what you’re looking for. 

The post The List of the Best Alternatives to Gmail appeared first on WiseStamp.

Gmail vs Google Workspace

The difference between Gmail and Google Workspace (G Suite) is that Gmail is free and Workspace is not. Gmail is made for private use by individuals while Google Workspace is made for business (solo professionals to enterprises). Google Workspace as opposed to Gmail, is built for team collaboration and provides added customization, integration, security measures, and storage space that are essential for business users.

What are the differences between Gmail and Google Workspace?

See below a detailed review of the essential differences between Gmail and Google Workspace

Gmail is for you – Google Workspace is for collaboration

In truth, Gmail is just one tool within the G Suite (Google Workspace) offering. It is the email app provided by Google alongside, other applications used for collaboration, communication, and storage. 

Apps such as G Drive cloud storage, Google Calendar, Google Keep (notes app), and Google Docs (a collaborative web-based toolset used to create and edit documents, spreadsheets, presentations, drawings, and forms).

Collaboration tools you get with G Suite but not with Gmail:

• Google Workspace Admin – Google Workspace management dashboard that lets you configure and automate processes and determine cross-company security settings
• Google Endpoint Management – an endpoint management platform for Android, iOS, Windows, Chrome OS, macOS, and Linux.
• Google Work Insights – an analytics dashboard for Google Workspace that lets you monitor your organization’s Google Workspace adoption, collaboration, and usage stats.
• Cloud Search – an easy way to search your Google Cloud
• Jamboard – a whiteboard-style collaborative sketching tool for teams to brainstorm designs and ideas
• Google Vault – an information governance and eDiscovery tool, made to help you manage your G Suite user data (store, export, label, search, and more).
• Google Currents – a digital bulletin board where team members can share messages and files, and follow important information relevant company-wide.
• Apps Script – a low-code platform for building custom tools, automation, and integrations on top of Google Workspace.

Google Workspace (G Suite) vs. Gmail: key differences

Let’s go more into detail about where and how Gmail and G Suite diverge. We reviewed a comparison in terms of features, price, security, and so on, but in case you hate tables we cover the same here, in plain terms. We also take the opportunity to explain why each difference matters for you or your business.

1. Gmail is free – Google Workspace is a paid service.

Gmail is a free service, but for Google Workspace you need to pay a monthly subscription for every user your account has. 

This is because Google Workspace includes additional features that are not available in Gmail, such as the ability to create custom email addresses with your own domain name.

2. Greater administrative control with Google Workspace

The amount and scope of your administrative controls vary greatly depending on whether you are using Gmail or G Suite.

With Gmail, you get full administrative control over your email and login information. G Suite, on the other hand, gives you administrative control over every address linked to that Google Workspace. It is important to note that you can only have one Google Workspace per organization.

3. Google Workspace allows a custom email address – Gmail does not

With Gmail, you must use the @gmail.com domain in your email address. While with Google Workspace, you are allowed to use your own domain name.

G Suite allows you to create customized domain names for your email addresses, making them better suited to businesses. This is because it gives your business more of a professional appearance. Gmail, on the other hand, requires you to use the default @gmail.com extension.

4. Gmail has 15G free storage – Google Workspace has unlimited paid storage

The amount of storage you get with each service is quite different. The pricing tier of Workspace dictates how much storage you get. 

With Gmail, you get 15GB of cloud storage as a default when you register your free account. Workspace users, on the other hand, get 30GB all the way to completely unlimited storage.

5. Google Workspace gives you access to collaborative tools that Gmail does not

Workspace and Gmail both give you access to the same personal productivity apps. But Google Workspace gives you access to enhanced capabilities, more features, and additional apps that help you with cross-company collaboration.

When you create a free Gmail account, you are given access to the basic list of services and applications, including G Drive, Docs, Slides, Sheets, etc. 

Workspace, however, gives you all of this access to additional security, database management, and analytics apps, such as Admin, Endpoint, Vault, Work Insights, and Current. 

On top of that, Google Workspace grants you added capabilities for your existing apps, such as a greater participant limit for Google Meet, better UI for Chats, inter-organization sync for Google Calendar, smart search functionality, and more. 

Google Workspace also gives you more robust security measures for better cybersecurity control which might appeal to CIOs, IT managers, or up-and-coming cybersecurity professionals.

6. More secure information sharing using Google Workspace as opposed to Gmail 

Sharing documents and other media is possible with both, but more effort is required to do so with your free Gmail account.

Furthermore, Workspace admin users get ownership over any documents that are created under any of the individual user accounts. This is good for businesses that want to retain ownership of their intellectual property. 

In order to share a document with someone who is not registered with Google Workspace, you will need to send them an email invite that contains a link to the document. If they are not using Gmail, then they will need to create a Google account in order to view the document.

7. Full customer support for Google Workspace vs Google Help Center Q&As for Gmail users

The type of customer service you are given access to varies greatly between Gmail and Google Workspace. Google Workspace gives you round-the-clock access to both phone and email customer support, so you can get help with any issue you are having.

With Gmail, on the other hand, you will have to rely on the information readily available in the Google Help Center knowledge base, Q&As, or forum. 

Should you opt for Gmail or Workspace?

Overall, Google Workspace comes out as the better service for businesses and Gmail is better suited for individuals. Gmail is free but limited, while Google Workspace is paid for but offers more features and a deeper feature set, as well as better control over cybersecurity and documents. 

• If you are an individual, then Gmail would be a good choice. It has all the basic features and browser extensions that you may require, and it comes with free 15GB of cloud storage. 
• For a small business with up to 10 employees, you have the Business starter plan which gives you better support, and central IT control and comes at a modest price of $6/user/month.
• For mid-size businesses, you have the Business Standard plan which gives you even better support than the basic plan, extended storage, and better Google apps performance. 
• For large enterprise-level businesses, there is the Enterprise offering. This comes with customized solutions, a dedicated support account manager, advanced security measures, and much more.

The plan you should opt for depends on 4 factors:

• How many people do you need to have access to email?
• What kind of administrative controls do you want?
• How much storage space do you need?
• What is the level of customer service you require?

Conclusion

In summation, both Gmail and Google Workspace have their pros and cons. It really depends on what you need in order to make a decision about which service is best for you. 

If you are looking for an email service with a lot of features, administrative controls, and storage space, then Workspace is the better option. If you are an individual or small business that just needs the basics, then Gmail would be a good choice.

The post Difference between Gmail and Google Workspace (snapshot) appeared first on WiseStamp.