5 Hidden Gmail Tricks That Only Pro Users Know

About this video

Kevin lays out five advanced Gmail techniques to turn an overflowing inbox into a dashboard, plus three bonuses. First, he creates three labels — Follow-up for messages needing his action, Waiting on for replies he is expecting from others, and Read later for newsletters and non-urgent mail — then enables the Multiple Inboxes inbox type and customizes sections using search queries such as label:follow-up, positioning them to the right of the inbox. Dragging messages into the panels empties the inbox; removing a label when done clears the item from that section, while All mail still shows everything. Second, using Zapier, which he says is free to start, he describes in plain language — ‘When I label an email follow up in Gmail, create a task in Todoist with the email subject and a link to that email’ — and Zapier’s copilot builds the workflow; after configuring the follow-up label trigger, testing it, and publishing, labeled emails appear as Todoist tasks, and he notes the same approach can connect Gmail to thousands of other apps, save emails to a Google spreadsheet, draft with ChatGPT, or send WhatsApp notifications. Third, filters: one stars and marks important any mail from his boss, Patti Fernandez, and another skips the inbox and archives messages where he is not directly on the to or CC line, using the Doesn’t Have field; filters can be edited, deleted, or exported under Settings > Filters and Blocked Addresses. Fourth, Undo Send under General settings should be set to the maximum cancellation period of 30 seconds, so a sent message can be recalled to draft state. Fifth, Templates (canned responses), enabled under Advanced settings, let him save a repeatedly sent reply — the Kevin Cookie Company chocolate chip cookie recipe — as a template named the cookie and insert it into future messages. The bonuses are Schedule send from the arrow next to Send, snoozing a message by right-clicking it until a chosen time, and Confidential mode, which sets an expiration date and can require a passcode.

Key takeaways

• Build a dashboard with Follow-up, Waiting on, and Read later labels, surfaced through Multiple Inboxes sections defined by label: search queries.
• Automate follow-through with Zapier: labeling an email Follow-up creates a Todoist task carrying the subject and a link to the email, after testing and publishing the Zap.
• Use filters both ways — star and mark important mail from key contacts like your boss, and auto-archive mail where you are not on the to or CC line.
• Set Undo Send to its maximum 30-second cancellation period in General settings as a safety net for mistakes.
• Enable Templates under Advanced settings to save and reuse repeated replies, and use the bonuses: Schedule send, Snooze, and Confidential mode with expiration and optional passcode.

Episode details: published November 18, 2025 · 13:35 long. Summary written by Self Growth Videos from the episode itself. Business results and any income figures mentioned are Kevin Stratvert’s own claims, shared for education — they are not typical or guaranteed.

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