This is all Merlin Mann’s Fault – Don’t mix Inbox Zero with Gmail

Trying to do the right thing, I was.  Yesterday, I had accumulated about 1200 emails in my Gmail Inbox, with about 1000 of them unread.  Now I knew this amount of mail and unread messages in my inbox was wrong, I knew I was not keeping to the ideals of Merlin Mann‘s Inbox Zero techniques.

Inbox Zero being a discipline  to process email as you go along and not keep tons of unread mail that will hold you a guilty hostage to not Getting Things Done.

Anyway, my heart was in the right place, I was about halfway through the message and then zap.  My Gmail web interface goes away and I get this message:

gmail-screen

It’s all telling me that they’re locking down my Gmail account for up to 24 hours because of “suspicious” activity.  Now maybe they consider my cleaning up my inbox “suspicious activity”.  They give this list of items that might have caused the lockdown, 4 out of 5 I know I haven’t done.

#5 says your browser can be doing it to you.  Well that would be fine and dandy except I’m using Google’s own browser, Chrome.

They let me back into my email after about 6 hours and I get through another hundred or so.  Today the quest starts again and just as I was down to about 100 messages, zap.  I’m being unusual again.

I’m now waiting them out, again.

What have I learned?

The cursed lockdown only seems to affect the Gmail web interface.  If you already have an email client configured for IMAP you can continue to use your account.

As much as I have bored everyone by tireless pushing Gmail as the only true path for email, Google’s lockdown ability proves that Gmail has a troubling hold over your email that always hangs over your head like a pile of excrement.

As far as Merlin Mann?  I guess it wasn’t really his fault, except Inbox Zero does inject a level of guilt in your dealings with email that’s a pretty strong motivator for a Jewish-guy like me.

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More help with your email

A growing black hole, called a quasar, can be ...
Image via Wikipedia

“Doing” email — reading, answering and filing has become the one of the main occupations of the knowledge worker, it has also become a deep black hole sucking down your time and concentration.

There’s some advice on the NYTimes site for how to master your inbox.  Here’s the net-net.

Don’t dip into your in-box more than 3 times an hour. (Contrast this to previous post on Single Tasking that said only check your mail 3 times a day).

Clear out your inbox -

Set aside an hour or two to respond to every important message that has dogged you in the last couple months (anything older than that is too ancient to bother with). Next, move everything else into a new folder called Archive — this will be your storehouse of old mail. (Note: if you’re using Gmail and why wouldn’t you be?  Archive is the built-in concept for dealing with mail you’re finished with).

Now that your inbox is clean and in a state of grace, keep it clean by dealing with email this way:

  • Archive it
  • Respond to it
  • Forward it
  • Hold it for later — be careful of this one
  • Delete it (The Times left this one out, but it’s the most important).

Spend a couple of hours this weekend — clear your inbox, you’ll feel so good.

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I’m rich, who needs the stimulus?

Just reading my morning email, I find I have a wonderful business opportunity waiting for me.

Wonderful Gmail just got more wonderful

No surprise to readers here, I like love Google’s Gmail. I think it is a great way to read email and not only is it the best web-based email system, it’s the best overall mail reader including mail.app on the Mac and Outlook on the PC.

My gushing fanboy support for Gmail always had one caveat — it couldn’t be used offline. What to do in planes and locations without wi-fi?

Problem solved.

Gmail now uses the open source Gears technology which allows websites to be used offline by storing necessary information while online.

You can now read your already received email and compose new messages while offline. When you’re back online the messages will be sent.

If you’re a Gmail users, and why wouldn’t you be, go to the Labs menu in settings and enable Offline. This one put a menu entry in of Offline (1.0) in the upper right corner of the screen. Choose that option and you will be guided through installing Gears, if necessary, and storing information on your computer.

There is even a “Flaky Connection Mode” that can be used to stay safe when you can’t trust your connection, as is often the case with public wi-fi spots like coffee shops.

More info from the source.


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Raving Gmail Fanboy Hails new Feature — To do list

gmail-logo

As if my favorite email service could get better, but there it goes again.  After already singing its praise today, I discovered the newest function added to Gmail – to do lists.

You could long keep you to do list directly in messages in Gmail or by using a Firefox plug-in associate your Remember the Milk list with your Gmail.  Now through the Labs interface (where they include the new stuff) you can turn on Tasks.  That allow you a new action of Add to Tasks after selecting a message, or better yet just use the keyboard shortcut  Shift-T and that message will be added to your to do list.

You can also add non-messages to your to do list.  To do items can be indented and moved up and down in the list to prioritize them.

If you don’t use Gmail, you should.  Sign-up for it here.  Read about this in the Gmail blog.

gmail_todo_screen

And since I’ve already outted myself as a raving Gmail fanboy, I’m declaring the rest of the week Gmail appreciation week and will post hints and features for the rest of the week.

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