Smarterware

Gmail Priority Inbox Puts Important Messages First

Just completed my first email sweep with Gmail's new "Priority Inbox" feature enabled, and it's a keeper. Over time, if this mechanism proves to be as good as Gmail's top-notch spam filtering, it could be the reason why you only check Gmail in the browser. (Well-played, GOOG.)

Priority Inbox adds an "important messages" section above your inbox. Initially, Priority Inbox decides what messages are important based on your email and chat patterns--a message from someone you often email with will get marked as important automatically. Like the spam filter, you can train it by manually marking messages as important and unimportant as well.

You can also add up to 3 other sections to your inbox. By default it's Priority Inbox, Starred items, and then "everything else." But you can define what's in each section using rules based on read/unread status, stars, and labels. For example, I keep all my unread stuff in the second section. Trusted Trio users could add a section of just items labeled "Followup." I don't love the idea of using my inbox as a to-do list, so I'm still experimenting with what works best for me.

Here's what the Priority Inbox settings look like in my Google Apps account.

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Host Your Domain Email at Gmail (Without Forwarding)

If you already own a domain name like yourname.com, you want to use your personalized email address--but you don't want to advertise to the world you're forwarding to and sending those messages from Gmail. While you can manage multiple email accounts inside Gmail by using forwarding, the POP fetcher, and different reply-to addresses, there's an easier way--especially for groups like your family or small business. Google Apps Standard Edition (formerly known as "Google Apps for Your Domain") can host your personal email at Gmail, but without tying you to a gmail.com address for free. Obviously you'll need a domain to use this service, which will cost something to register. When you sign up for a Google Apps account, you'll have to set your domain name's email MX record to point to Google's servers (you'll get instructions on how to do that when you sign up). Once that's done, you've got Gmail behind your personalized domain name. The Google Apps Standard Edition includes Gmail, Google Calendar, Google Docs, and Google Sites (for simple web pages).

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How to Integrate Your Google Apps

The information you keep in Google apps like Gmail, GCal, Reader, and Voice doesn't just live in one place. There are a few easy but non-obvious ways to plug different Google apps together and share their data and features.

Thanks to things like Labs and gadgets, you can get your Calendar in Gmail (and vice versa), Docs in Calendar and Gmail, Profile info in Google Reader, Google Voice SMS in your Gmail, and just about everything on iGoogle. Here's how.

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TWiG Tip: Click To: to Launch Gmail’s Contact Chooser

On each new episode of This Week in Google (details) I’ll highlight a tip for using cloud/Google apps smarter, faster, and better. I’ll document those tips here.

This week Gmail engineers added a richer contact interface for filling in the To:, Cc:, and Bcc: fields when you're composing a new email message. While address auto-completion has been available for some time now, the new Contact Chooser lets you check multiple recipients off a list. Click on the To:, Cc:, or Bcc: field names (which are now links) to try it out.

Click to enlarge the screenshot on the right to see this in action. You can search for contacts by keyword, or just show names in contact groups by choosing it from the drop-down. Then, check off all your recipients from the list and click the Done button to add those recipients to your message.

I still rely heavily on auto-complete as-you-type since I usually send email to one or two frequent contacts, but the chooser pop-up comes in handy when you've got a long list of folks to email and you need some help finding them in your contacts.

TWiG Tip: Icon-only, Perma-Tabs for Gmail and Google Reader

On each new episode of This Week in Google (details) I’ll highlight a tip for using cloud/Google apps smarter, faster, and better. I’ll document those tips here.

You use Firefox, you keep Gmail and Google Reader open at all times, and you wish they didn't take up so much space in the tab bar. (Maybe you're on a netbook, or maybe you've always got a dozen tabs open at once, so real estate is scarce.) You can permanently affix the Gmail and Reader tabs in your tab bar, reduce them to show the tab favicon only, and display the number of unread items in each using a collection of Firefox add-ons. See what it looks like in the image above: the Gmail and Reader tabs are on the far left, icon-only, with unread item counts--19 unread messages and 1k+ unread items (yikes!)--on the icons themselves.

To reproduce this setup in your own copy of Firefox, you'll need four Firefox add-ons which I've put all together in a single collection. Install all the add-ons in the Icon-Only Perma-Tabs for Gmail and Google Reader collection. Restart Firefox.

Then, in Better Gmail 2, make sure "Unread Message Count in Favicon" is checked. In Better GReader, make sure "Show Unread Count in Favicon" is checked. Open Gmail and Google Reader in new tabs. Right-click on those tabs, and choose "Faviconize tab." Then, to make them permanent (i.e., open automatically every time you launch Firefox), right-click again and choose "Permatabs->Permanent Tab." Once you're done, whenever you launch Firefox or even hit "Close All Tabs," your icon-only perma-tabs containing Gmail and GReader will persist. (Hat tip to the Lifehacker reader who reminded me of this cool trick!)

Better Gmail 2 Now Summarizes Unread Messages by Sender

The latest version of the Better Gmail 2 Firefox add-on boasts a useful new feature: a summary panel of unread email grouped by sender, as shown above. In version 0.9 of the add-on, check off the "Summarize Unread Messages by Sender" checkbox (on the General tab) to see a listing like this one above your inbox, or any label or search result listing. Click on any name with the number of messages next to it to filter down to just those messages. This new user script is courtesy of developer Winston Teo, who explains how he uses this grouping to clear out his Gmail inbox.

Also new in version 0.9: a disabled-by-default "Support This Add-on via Amazon" option. When you opt into that feature, your purchases at Amazon kick back a small referral fee that helps support development on all the Better add-ons. Thanks in advance for your willingness to check that box. See the rest of the changelog or just download Better Gmail 2 version 0.9 here.

Free Tools to Back Up Your Cloud Data

Cloud computing lets you store your data in web applications and access it from any browser, anywhere—but that doesn't mean you don't need a backup plan. Next time your favorite web site is down or you're locked out of an account, make sure you've got the crucial info you need where you can get to it: on your computer.

"But I don't need backup if my data's in the cloud," you say. "Big companies with lots of servers are better at backup than little old me could ever be." That's true, but cloud computing does come with risks. Depending on an external service to host, update, and maintain the software you love and the data you need is both the cloud's advantage and disadvantage: you're putting your stuff on computers you don't control at a single point of access (or failure). Companies get shut down or bought, accounts get locked up, servers (and you) go offline. If you store your email, photos, documents, contacts, bookmarks, and journal entries in the cloud, safeguard your data for when a storm's a-brewing with these handy tools.

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Better Gmail 2 Updated for Gmail’s Label Enhancements

Google's recent improvements to Gmail's labels broke one of Better Gmail 2's most-loved features: Folders4Gmail. Folders4Gmail displays labels with slashes in them as subfolders of a parent label, and I must say, I've missed it a whole lot this week.

Luckily, rockstar userscripter Arend v. Reinersdorff updated Folders4Gmail to work with Gmail's new drag-and-drop, hide-and-show label mechanism, and I just posted his new version in the extension. Grab the newest version 0.8.3 of Better Gmail 2 to get back Folders4Gmail functionality as well as Hide Spam Count. Check out what Folders4Gmail looks like in action in the screenshot. Arend recommends showing all your labels to get full-on subfolder action with Folders4Gmail enabled.

Also, thanks to the product manager at Google Apps who contacted me and Arend personally, apologized for making the label changes without sooner notice, and offered support and encouragement for updating the script and add-on. That was a nice big pat on the back for something a lot of developers have put time into. (Thanks also to the users who contacted Google asking them for their subfolders back!)

Until Mozilla Add-ons approves the newest version of Better Gmail 2, check off "Let me install this experimental add-on" next to version 0.8.3 here: Better Gmail 2.