Category Archives: Email

Running out of GMail Space? Want a quick solution?

I was an early adopter of gmail from Google, and I can’t speak too highly of it. There are great tools and features and the advertising that is associated with it’s free service, is reasonable and not intrusive, so much so, if it is relevant to me I do have a look at what advertisers offer. You can even tell google what adds are inappropriate.

I use a single In-box to service a range of email addresses as well which means I was until recently approaching my free 15Gb storage limit. I will post on tips and tricks with GMail in future posts but what follows is a quick and easy way to recover space from your GMail account.

To see how much space you are using select the settings cog at the top right,

settingscog

At the bottom of most settings tabs you can see your usage

spaceremaining

Perhaps you can leave it if you have less than 90% used, but sooner or later you may have to act.  Select manage and you can look in more detail. Mouse over the pie chart for a indication of what is using your space (not only email contributes to this limit)

spacesummary

If you do need to remove some emails to increase the available space, Return to your in-box and follow these easy instructions.

Choose your Primary or other tab such as promotions, if you have this feature. Then select the first example of a reoccurring email you know is filling up your in-box, you may want to unsubscribe at this point if you don’t care for them. Now follow these quick steps to eliminate them.

Open one of the repetitive emails, then select more and Filter Messages like these;

filtermessages

The filter dialogue will appear, something like this;

filterdialogue

It will sometimes look different and you can use the other options to refine your filter further.

Now select the Search button

searchbutton

A list of emails that match will appear. Notice how they show the most recent first, after a page or two you will be looking at quite old emails and their potential value diminishes.

Now select the check box at the top left of the list of emails and it will check all items in the list you can see;

checkall

If you have more than the displayed number of emails, that meet your filter settings the following will appear;

all50

Scan through the list of emails to confirm you are happy to delete them. You may want to click the Next to check ones that are not yet displayed.

next1

and again;

next2

Notice how it may have being lying. If you are confident you can delete all matching emails, click on Select all Conversations that match this search.

all50

and you will see

allconversationsselected

Now click on the trash can

trashcan

Then Click OK to confirm the batch action

All the emails will be placed in the Trash. Messages that have been in Trash more than 30 days will be automatically deleted.

Do this for a few more of your space wasting emails and you will recover a lot of space.

Of Course, if you want to, you can buy more space and you may need to, if you use Google Drive or Photos a lot.

Enterprise social vs Email

Most internet users today are familiar with email and it continues to play an important role however many of us are aware of some of its limitations.

Watch the following video to really grasp the issue.

The answer is to use other means of communication for a lot of our collaboration and communications. Enterprise social is a great example of tools fit for purpose and Yammer is a great example (Now part of the Office 365 stable), such tools fit into the category
“Micro-blogging”.

Email is a great “universal address”, allows you register for sites and other services and is good for a whole lot more, but the time has come for the “internet crowd” to get a little more informed.

People, Systems and Things can help individuals get the most from social enterprise solutions as well as build a culture of “The Conversation” in your organisation.

Sick of email addresses like me2345@generic.com?

Get yourself a Professional or Personal email address and keep using your current mailbox.

yourownemailaddress@yourdomain.com[.au] and other suffixes.

Do you know you can register your own domain name and keep it registered for two years for as little as $10 a year.?

With your own domain you can retain ownership for the rest of your life, and create as many email accounts or email forwarders you like.  You will no longer have to put up with extra numbers in your email address, because you can use any address you want.

As part of the registration process or separately you can then find yourself someone to host your domain in the DNS (Domain name system). This can be quite cheep and may include the option to host a website or just emails. It is actually easy to set up email forwarders which will simply forward any email to your new address to your existing email account, and in some cases you can set up your existing email to “send as” your new address.

Other advantages

With control over your email addresses you can create ones for different purposes such as;

  • subscribe@yourdomain.[tld] – for all your email subscriptions
  • accounts@yourdomain.[tld] for bank and other correspondence, alerting you to phishing attempts.
  • firstname@yourdomain.[tld] an email address for friends
  • first.lastname@yourdomain.[tld] an email address for formal correspondence

In fact the opportunities are almost limitless. In future posts we will let you know more that you can do with your own domain.

Hopefully some of you will be more informed as a result of this post and I encourage you  to look into it further. Of course we at PSaT.com.au can help you find a creative domain name and host your site and email for you, so feel free to contact us. Soon we will have prices and quick order links, but in the mean time feel free to contact us directly.