How to show unread messages in Gmail (Again)

A while ago I posted a short article about how to list unread emails in Google Mail. I have found a way to also list unread emails which have a particular label. Simply enter label:unread label:XXXXX in the search bar - replacing XXXXX with the particular label applied to unread messages you wish to find. For example, if you have some messages labelled with Work, you can find any of those that are unread by searching for label:unread label:Work.

This could also be used to find those messages to which two or more labels are applied.

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How to show unread messages in Gmail

Apologies for not posting in a while. I thought that I would share this short and sweet post for those who want to list only unread messages in Gmail. Simply enter label:unread in the search bar, and press Enter or click the magnifying glass button.

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Keyboard shortcut of the week: email name look-up

When using MS Outlook, Outlook Express and Outlook Web Access on Internet Explorer you can quickly look up names in your contacts and address books with a keyboard shortcut.

Let us assume you are looking for a 'Thomas Jones', you can type 'tho jo' in the 'To..' field of a new email and hold down the Alt key and press K. Your email program will then either put the right address into the 'To..' field or it will present you with a list of matches, for example, there may be a 'Thomas Johnson' in your address book too, in which case both will be listed. Highlight the one you want in the list and click 'OK'.

As I mentioned, this shortcut works on Outlook Web Access if you access it using Internet Explorer. In order to see the list of matching names you may have to disable pop-ups for that site. To do so click on the yellow bar at the top of the new email page if it appears and set IE to always allow pop-ups from that page.

If you open Outlook Web Access using Firefox or another web browser you can use the same feature by clicking on the 'Check Names' button (pictured). This will then add the text you typed to the list in red, click on this to see the list of matches. Again, pop-up blocking may have to be disabled for that page.

This technique also works with the other address fields: 'CC' and 'BCC'.

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Keyboard shortcut of the week: search and find

If you wish to bring up Windows' file search minimise all your windows and press F3. You can also search within a certain folder too: open that folder up in Windows Explorer (the name for the program that opens when you double click on 'My Documents', 'My Computer', etc) and - you guessed it - press F3.

Pressing F3 opens search dialogs in many other programs as well: in Internet Explorer it opens (and closes) the vertical search bar; in MS Outlook it opens up the 'Advanced Find' dialog. Try pressing F3 when using applications that have some sort of search facility.

In a similar vein, you can open up the find facility in many applications by holding down the Control ('Ctrl') key and pressing F. To explain the difference between search and find, consider that you will search for a web page and when you have opened it you can find text within it. In MS Word Ctrl + F opens the 'Find and Replace' dialog. As with F3, try it out in any program that has a find facility.

Of course some programmers use slightly different standards. For example in Firefox both F3 and Ctrl + F open the find word dialog at the bottom of the screen.

Happy hunting.

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Word to the wise: webmail woes

This is an issue that has cropped up a couple of times at the university where I work.

If you send yourself a document that you are working on, to continue working on it on another PC, remember to save the attached document onto that machine before you start to make changes to it. It is easy to forget this, open the document and start making changes. If you then hit the save icon it will not always save and when you then close whatever program you are editing the document in, your changes will be lost. This is particularly the case for documents accessed via webmail. If you remember to 'Save as' rather than just 'Save' you will be OK, because it will prompt you for a name and location where you wish to save it. Nevertheless, it is better to get into the good habit of copying the document you attached to the email onto the PC before you expend effort making alterations.

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