Gmail Has Won Me Over

About a month ago I wrote a post titled Trying Gmail For A Week.  I haven’t thought about Outlook, Entourage, or Mac Mail for a month and I don’t think I’m ever going back.  It took about a week to rewire my brain for how conversations worked and what the keyboard shortcuts were, but not that I’m there it’s just awesome.

A few weeks ago Fred Wilson wrote a post titled Inbox Zero.  In it he mentioned two Gmail services he found indispensable – Priority Inbox (from Google) and (from James Siminoff who created Phonetag, another great service.)  I agree with Fred on both of these, but have discovered a few extra things that are killer.  I’ll list them below and for balance talk about a few shortcomings.

Priority Inbox: I’ve seen numerous tweets and blogs about how Priority Inbox doesn’t really do much.  These are wrong / misinformed reactions.  The trick to Priority Inbox, like many other things, is to actually use it for a few weeks.  Part of using it is training it by quickly marking things up to “important” (by clicking +) or down to “everything else” (by clicking -).  A small configuration change can make Starred emails (for quick follow up) a different category.  I found that it only took about three days of this before I saw benefit and now (a month later) Priority Inbox gets it right 99 out of 100 times.  I get over 500 emails a day – there is a long list of them that fall in “Everything Else”.  I used to have to check / clear email obsessively throughout the day to stay at Inbox Zero.  With Priority Inbox I’m finding solid email stretches a couple of times during the day are more than enough for me to stay on top of everything. Like many people, I’m stuck in the endless “unsubscribe from email lists” infinite loop.  I get vigilant for a few days and do the annoying unsubscribe drill one by one and knock a few off the list, but within a few weeks I’ve got even more.  I’ve never seemed to be able to eliminate all the stuff I don’t want, especially around an election when it all escalates like crazy.  With, I simply click the Unsubscribe button in Gmail and the service gets rid of it.  Don’t bother with the trial – trust me and just pay $19 for the service for a year if endless mailing list email that you don’t want is a problem for you.

Google Voice: I’ve had a Google Voice for a long time but I never fully switched over to it.  The Google Voice integration with Gmail has tipped me over.  I’ve been dreaming about getting rid of my desktop phone for a while – I now find myself almost exclusively doing every call from my computer except when I’m not online (where I have to use my cell phone.)  More importantly, video chat and text chat is completely integrated within Gmail so from one screen I have email, my phone (inbound and outbound calling) Skype-equivalent video chat, and text chat.  While I still use Skype extensively (I’m bradfeld) I find I’m using it much less as I end up using instead.

Gist: I’m an investor in Gist and use it for my unified contact manager.  Google Contacts is ok, but has a long way to go.  But Gist integration with Gmail at a data level is superb.  I’m still using Gmail’s consumer service so the integration is primarily at a data level, but I’m now playing around with a full switch over to Google Apps and the Gist + Google Apps integration (via the Google Apps Marketplace) just rocks.  In addition, there’s a new browser-based Gist add-on coming out shortly (hint hint) that will provide direct integration into the consumer version of Gmail.

GooTasks: Since I am an Inbox Zero guy, I don’t keep anything (including paper), but I do have a short task lists of things like blog posts I’m going to write.  I went through an Evernote phase recently but it’s overkill for me.  Google Tasks is perfect, but I didn’t have an obvious way to sync with my iPhone.  Now I do.

There are a handful of annoying things.  The biggest one is that I have multiple accounts on Google ( as well as and they aren’t tightly integrated across all services.  The other is the weak / inconsistent iPhone integration which keeps pushing me toward using an Android phone full time (I’m now carrying both an Android phone and an iPhone.)  My dad’s recent story on the Samsung Fascinate has me seriously considering a full time switch over to Android.

My “while I’m working” migration from a full Windows / Outlook / Exchange / Office world to an almost completely non-Microsoft world has been fascinating.  I’m in Seattle next week including a 24 hour stretch at Microsoft for some stuff – maybe it’ll come up and be an interesting discussion that my friends at Microsoft can learn from.  In the mean time, I think the next big switch will be an organization one completely over to a Google Apps infrastructure.