Email is amazing, isn’t it? I tried to make this happen in Outlook, but nothing is better than Gmail for this. So, let’s get started!
What you need is:
-Gmail account
-Few Labels (in other email services those are tags, folders, etc). If you do not use them, then go to Gmail settings and take a look at Labels section to get the idea.
-Maybe some Filters (in other email services those are Rules) that will assign some of your Labels to some particular emails automatically.
-Multiple Inboxes. Go to Gmail settings, then to Labs and enable them. Once enabled, go back to Gmail settings and find there Multiple Inboxes. Go in there. Picture below is my variant of already set my Label names into the Multiple Inboxes Search queries and Panel titles:
So, what is going on here?
What Multiple Inboxes do is searching for emails with respective Labels and putting them into the respective Panels. Panel location is also configurable (see above picture). The end result of these actions can be seen below (again on my example):
Now, in my main Gmail window I see not only Inbox, but other Labels as well. I can move emails by help of ‘drag and drop’ between panels and Inbox.
So, what does it give?
First, I like that I can see more than just Inbox on my screen at the same time. It kind of turns my Gmail into something more and for me it is a central place for non-work related electronic information management (see the other post HomeBoard for physical information management). For example, when I purchase something on Ebay and it gets shipped, Ebay sends an email. I wrote a Filter that assigns Waiting Label to this email, so it appears in my Waiting… panel. The other value of this is that I do not need to remember this anymore, because I see that email in Waiting… every day. When package comes, I just remove the Label from that email and it disappears from the Waiting… panel. 🙂 Another example – most of my payments get paid automatically by bank, but sometimes things need manual attention, so I whether have a Filter that works similar to previous or I just manually move this email into Payments… panel. Again – I always see it there and I do not forget about it. One more example – some happen automatically by Filters, some manually – if I get email that needs more time to read/answer, I just put that into Todo: panel. Then, when I plan my day – I move that from Todo: into Today: if I strongly promise myself to get this done today! Again – I see all that stuff at the same window where all my emails are!
And, since I use Gmail this way, I even use empty emails as adhoc To Do notes. For instance, I am on the road and I want to write down something important. I open up my Gmail from my smart phone and write a new email with Label Today: and send it to myself. Period. Whenever I open up my desktop or again – smart phone, it’s in Today: which attracts my attention. I can even easily send it further if I need, cause this is my email account with all my contacts right there – I do not need another service/application.
Second, as already mentioned, all of the above can be done from many devices at the same time, even from internet cafe or friend’s computer. Why? Because Gmail as many others, runs on IMAP and IMAP means that we can access emails from many devices at the same time and interact with the same content. This means that if I change the Label of some email from my smart phone, it also changes if I look at my Gmail account via desktop computer and vice virsa. It’s like Dropbox or GDrive – it’s all in the cloud and in sync!