Ask Dotto Tech 16 – Gmail Labels & Filters, Evernote, Dropbox & More

Today on Ask Dotto Tech we will be talking about Gmail labels and filters, the difference between Evernote & Dropbox plus how to setup and change your Google Calendar notifications. Ask Dotto Tech is the show where you ask and we answer.  If you have a question please head over to the YouTube channel and leave your questions in the comments section. Steve will reply to each question and choose a few to feature on Ask Dotto Tech. We are not able to answer every single question but we do answer as many as possible.
 

GMAIL LABELS AND FILTERS

Can I create filters with multiple keywords in Gmail? Email filters – Gmail categorizes email and creates an action, which folder to deliver the message to, to delete or archive, based on who the email is from, the subject, etc. Labeling – Ability to create labels for different groups of emails, to visually identify where emails are coming from. Let’s take a look at filters. In your settings click on the “Filters and Blocked” tab. These filters will set up parameters you would like Gmail to use when receiving an email.Gmail filters There is another method for creating filters that may be a bit more user-friendly. When you are in an email that you want to filter, click the more tab at the top of the screen and click “Filter Messages Like These”. The basic information will be prepopulated for you and you can fill in the rest of the filter criteria based on your needs and click “Create filter with this search”. The next screen will ask what you would like Gmail to do with messages that match the filter parameters you just set. This is where labels will come in. Select the “Apply the label” option and choose the label you would like to use or create a new label at that point. After you apply the criteria and labels, you will notice on the left-hand side the new label will show up on your menu.filters3 The next screen will ask what you would like Gmail to do with messages that match the filter parameters you just set. This is where labels will come in. Select the “Apply the label” option and choose the label you would like to use or create a new label at that point. After you apply the criteria and labels, you will notice on the left-hand side of your inbox the new label will now show up.filters4Want to take the organization a bit further and apply a label color? Use your cursor to scroll over the new label menu you have just created. You will see a toggle appear, click over the triangle and a menu will pop up with the option to apply a color label. Choose the color you prefer. Now when you go back to your inbox, you will see that color applied to all the messages that fit that filter and label criteria. Ta-da! Color coded organization is truly a great thing!

DIFFERENT USES OF DROPBOX & EVERNOTE

Why do you store items on Evernote when you use Dropbox? This is a question that we have seen several times here on Dotto Tech. There seems to be some confusion between the purpose of Evernote and the use of Dropbox. Here is a great comparison of how I use Evernote vs. Dropbox: Evernote:
  • Receipt images
  • Notes
  • Articles online
  • Quick and easy search ability
  • Good for documents to archive for later use
Dropbox:
  • Organized in a file format similar to a computer hard-drive
  • Files I need to share to collaborate
  • Storing files such as videos, Photoshop files, etc
  • Notification in Google Calendars
The two platforms work independently of one another and in very complimentary ways. Evernote is more of an information gathering platform where Dropbox is an online storage platform of files, used the way you would a hard drive on your computer.

SETTING UP GOOGLE CALENDAR NOTIFICATIONS

How do I get my Google calendar reminders to pop up on my Mac desktop? Google tools provide a very effective way to get your reminders to pop up among many other useful tools available. When you are looking to setup your notifications differently, the easiest way to is to adjust the reminder settings that you have on your Google account. Access your Calendar Settings by clicking the gear in the upper right-hand corner of your calendar page, click “Calendars” and then into “Edit Notifications”. It is there that you will have the opportunity to change notifications, turn pop-ups on, determine all-day notifications. A great feature to check out is the option to receive an email at 5 am every morning that lays out your daily agenda, now you can know what your supposed to do before your brain is awake! There you have it, folks, we have rounded out another episode of Ask Dotto Tech. Thank you for the wonderful questions, please keep the questions coming via the YouTube page or subscribing and replying to our weekly newsletter below. Until next time … have fun stormin’ the castle!

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