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How-to Optimize Your Email with Free Tools

By Adriana Herrera @adriana_herrera · On October 19, 2017

As much as we may love or hate email it is a universal form of communication.

A research study conducted by the Radicati Group found that 205 billion emails are sent every single day!

Shitake, that’s a ton of email sent!

For years I’ve forward an email to people with tools on how they can put their email capabilities on steroids. I recently reshared the information with a startup I’m advising and figured I’d replace the email I’ve been forwarding with a blog post.

If you use gmail for personal and/ or professional purposes and are interested in optimizing your email game then this post is for you. The following tools will help increase your email productivity and efficiency:

Canned Responses Plug-in
Sometimes similar emails have to be sent to multiple people. Cutting and pasting content can create weird results on the receivers end. Rather than risk a email recipient getting an email that has become italicized and is in a purple font use a template tool to send emails. Gmail has a great one in the ‘Labs’ section. The following steps will enable the Canned Response template plugin:

  • Login to Gmail

  • Go to Settings

  • Click on the ‘Labs’ navigation tab

  • Search ‘Canned Responses by Chad P’

  • Select the radio button to ‘Enable’

  • Save


Unsend Email Plug-in

Ever accidentally hit send when still in the middle of drafting an email? I have. It’s super annoying and embarrassing. To avoid the likelihood that an email is sent before it is ready for the recipient(s) enable the unsend plug-in in the gmail ‘Labs’ section.  The following steps will enable the Unsend plugin:

  • Login to Gmail

  • Go to Settings

  • Click on the ‘Labs’ navigation tab

  • Search ‘Undo Send by Yuzo F’

  • Select the radio button to ‘Enable’

  • Save

Yesware
Email is sent as a form of communication. Generally, we need a response or some action taken by the recipient. If an email hasn’t had a response you can be left wondering if the recipient read the email. Following up on emails that haven’t been responded to is a typical practice but the type of follow up sent can either help or hurt the communication process based on if the recipient has not read, read the email but is busy, read the email and is ignoring, etc.

Yesware helps you see who opens your emails and clicks on your links, has email tracking analytics, templates for Gmail, and pushes email to a CRM like Salesforce or PipeDrive (which I love). It lets you know what actions have been taken making it a great tool to make assumptions on how-to best approach email follow up. The link below enables Yesware for Gmail:

https://chrome.google.com/webstore/detail/yesware-email-tracking/gkjnkapjmjfpipfcccnjbjcbgdnahpjp

Sidekick by Hubsport
Sidekick by HubSpot is an easy way to get powerful contact insights right in your gmail. It’s similar to Yesware but with less reporting ability. Use the link below to enable Sidekick for Gmail:

https://chrome.google.com/webstore/detail/sidekick-by-hubspot/oiiaigjnkhngdbnoookogelabohpglmd

Rapportive
Rapportive helps you see the LinkedIn profile and social media account of the person emailing you.

I like to use it to figure out the email of someone I’m trying to contact. Generally, when you’ve input the correct email into the ‘To’ field their profile will come up thus signaling you’ve figured out the person’s email. Use the following link to enable Rapportive:

https://chrome.google.com/webstore/detail/rapportive/hihakjfhbmlmjdnnhegiciffjplmdhin

Charlie App
Before a meeting you have scheduled in your gmail calendar Charlie combs through 100s of sources and automatically sends a one‐pager on the person you’re about to meet with. I’ve used it to see what someone Tweeted about the night before, recently blogged, etc. The information made it easy to have an authentic conversation without making assumptions about the person might be into. Sadly this tool has pivoted to a stealth sales tool that is launching November 1, 2017. We’ll have to wait and see if the new product is as cool as the old one:

https://charlieapp.com/vip-access/xzfak5qf

Boomrang
Often I’ll respond to emails late at night. Depending on the recipient I don’t always want them to know the email was sent at 2 am. I’ll use Boomrang to schedule the send of messages at a preferred time. If you select only two email tools to use on top of your gmail I think Boomrang is a great tool to pair with Yesware. It can be enabled using the link below:

https://chrome.google.com/webstore/detail/boomerang-for-gmail/mdanidgdpmkimeiiojknlnekblgmpdll

PixelBlock
While I like being able to see if someone has opened an email I’ve sent I don’t always like people having the same information on my email open/ read behavior (a little hypocritical I know). This plug-in makes it so any sender using email tracking software is blocked. The sender receives no info which makes it look like the recipient never opened the email. This is something to take into consideration when following up with people. The recipient may in fact have PixelBlock installed. It is a Gmail extension that can be enabled here:

https://chrome.google.com/webstore/detail/pixelblock/jmpmfcjnflbcoidlgapblgpgbilinlem

Mail Tester
Ever wonder if your emails get sent to the Spam folder? This site scores your email for spammyness. It’s a great tool to avoid wasted communication efforts because your emails get thrown into the Spam folder. Check your emails before you send at:

https://www.mail-tester.com/

Is My Email Working
This site will let you know if something is wrong with your ability to receive emails. Check to and see if you are receiving emails here:

http://ismyemailworking.com/

Any other email optimization and productivity tools that should be on the list? Share in the comments below.

Hope this info is helpful as you send your thoughts, needs, rants, work, and other, out into the email ether.

 

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Adriana Herrera

Adriana Herrera is a tech entrepreneur, tree hugger, and geek in stilettos. She spends her time building EpicHint.com, surfing, and cooking with family.

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Adriana Herrera
Hi my name is Adriana Herrera. I'm an entrepreneur. I've founded companies in tech and outside of tech. I taught myself to code while drinking wine one summer. I wear stilettos and have a closet full of dresses I love! I've written columns in publications like The New York Times. I was named a Top 20 Latino Innovator by NBC/ NBC Latino. Yup, I'm Mexican. I'm very proud of my heritage and the amazing cooking skills passed down to me by my mother and abuelita.

I love reading blogs. I've found that most of the blogs I read are written by men so I thought I'd start my own, Open Bubbles. I write about what I know...building a startup, PR, marketing, data, and developing product. I like conversation and new friends. So feel free to comment, 'Connect', and follow.

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Adriana Herrera
adriana@openbubbles.com

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