Move Gmail Attachments to Google Drive, Save Space

Mail services are inefficient when it comes to storing files because of the MIME encoding overhead. "This encoded size is the actual size of the message as it travels over the Internet and is always larger than the raw size because of the MIME overhead and because binary attachments are generally encoded using base64 encoding.  Base64-encoded files are usually about 137% the size of the original files," says Erik Kangas.

If you want to use Google's storage more efficiently, you can find some old messages with large attachments, save the attachments to Google Drive and delete the messages. To keep the messages, you can forward them to yourself, remove the attachments, add Google Drive links and remove the original messages.

I've tested this by saving 2 FLAC attachments from 2 messages (about 43 MB) to Google Drive and deleting the associated messages from Gmail, including from the trash. Here's what I got:

* 1.58 GB used before moving files to Google Drive:

* 1.56 GB used after moving files to Google Drive:

To find Gmail messages with large attachments, you can use these operators. For example, search for [larger:5M] to find messages larger than 5 MB (that's the total size of the message).

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Gmail's Google+ Interstitial

Google works hard to convince people to join Google+. I went to Gmail, signed in using an account that hasn't switched to Google+ and got this interstitial page (the URL starts with "https://plus.google.com/up/accounts/inter"):

"Update your account. Create a public Google+ profile and get great new features in Gmail."

You only have to check "I understand the changes to Picasa Web Albums when I create a profile" and click "Update and continue to Gmail". For now, you can ignore this page and click "not now, continue to Gmail".

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More About Gmail's New Attachment UI

After more than a week of waiting, I got the new interface for Gmail attachments and it's much better than I expected. Most of the features from the old interface are still available, but there are some new Google Drive features that improve the user experience.

Here are some of my favorite features:

1. Thumbnails - they're displayed for many files, not just for photos. They help you distinguish between attachments and they're especially useful for PDF files, presentations and photos.

2. Save to Drive - mouse over an attachments, click "save to drive" and you can select the Drive folder where to save the file. You no longer have to visit Google Drive to move the file. Please note that the file is automatically saved to Google Drive and selecting a folder is optional.

3. Save all to Drive - if a message has more than one attachment, you can save all the files to Google Drive with one click. You only need to find the Drive button placed next to the attachments. You can also click "download all" to download a ZIP file with all the attachments.

4. Show in Drive - Gmail is smart to remember when you save a file to Google Drive and replaces "save to Drive" with "show in Drive", which opens the file in Google Drive. "Save all to drive" is disabled after clicking the button once.

5. Quick preview - just click an attachment and you can preview the file inside Gmail. This works for photos, PDF files, documents, spreadsheets, presentations and more. To scroll down, use the mouse wheel, the down arrow key or Page Down. You can click the "pop out" icon next to "x" to open the preview in a new tab. To close the preview box, press Esc or click the "x" icon.

6. Slideshow - you can quickly go to the next attachment by clicking the arrow icon or by using keyboard shortcuts (right arrow key). Use the left arrow key to go back to the previous attachment. This is only a manual slideshow, there's no support for automatic slideshows.

7. Share photos on Google+ - click the attachment, then click the Google+ button at the bottom of the page. For multiple image attachments, click the Google+ button next to the list of attachments and you can share all the images on Google+.

8. Print files - click the attachment, then click the "print" button at the bottom of the page.

9. Zoom in/zoom out/zoom to fit - use the zoom buttons for a more in-depth look.

10. Edit files - for files you can import in Google's Drive apps, you'll also see a button like this when you mouse over the attachment: "Edit in Google Sheets", "Edit in Google Docs" or "Edit in Google Slides". Click the button to save the attachment as an editable file.

When you preview the file, you can click "Open with" and select an app that handles your file. This is not limited to Google's apps, so you can select apps like Zoho, DocuSign and more.

Oh, and one more thing: links to Google Drive files are treated as attachments.

While the new interface is great, I found a some annoyances. There's a cool feature that is no longer available in the new interface: it allowed to see all the image attachments on a single page. Another downside is that you need to mouse over an attachment to see the entire filename and its size.

{ Thanks, Stefan. }

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New Gmail Interface for iPad

Google updated the Gmail app for iOS and added a new interface for iPad. The sidebar that lets you go to a label or a different mail account is now persistent in the landscape mode and it's a lot smaller. It only shows your inbox tabs and the number of unread messages from each tab, but you can tap the arrow icon to find your labels. Unfortunately, you can't select some labels that are always displayed, like you can do in the desktop Gmail.

The sidebar that displays the messages from the current view is now hidden in the portrait mode, so you can better read your mail. You need to tap the three dot icon to see the list of messages, but you can also swipe from the left edge. The built-in mail client from iOS also hides the messages list in portrait mode.

There's also a full-screen compose box, so you get more room to write your messages.

Google mentions some other improvements: a better scrolling experience and some iOS7 features like the new keyboard.

The new Gmail for iPad has a lot in common with the updated Google Drive app for iPad. Google spends a lot of resources to make its UIs more consistent, so I wouldn't be surprised to see these interfaces added to the desktop.

{ via Gmail Blog }

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Star Gmail Ads

Remember Gmail's ads that look like regular mail and are also displayed in the promotions tab? Google disabled many of the features that were available for regular messages, so you couldn't mark them as unread, flag them as spam, label them or add them to Google Tasks. The fake messages were only available in the web interface, so you couldn't find them if you used other email clients.

Now you can convert the fake messages to regular messages: just star the ads and they are saved to your inbox as messages received from mail-noreply@google.com. "New! Starring Ads. Starred ads will be saved to your Promotions inbox," informs Gmail. While the messages are added to the Promotions tab, you'll also see them in the Primary tab because all the starred inbox messages are added to the Primary tab by default. You can unstar the messages, delete them, archive them (just don't send a reply).

This screenshot allows you to see both the ad and the message created from the ad after starring it. The ad is removed after a few seconds, so you don't get duplicates.

Here's the ad:

... and the message created by Google:

All the sponsored promotions that are available for your account can be found at: https://mail.google.com/mail/#pinbox.

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Gmail's New Attachment UI, Powered by Google Drive

An hour after posting about Gmail's new attachment UI, Gmail's blog announced the new feature:

"With today's update to Gmail, (...) you can view attachments and save files directly to Google Drive without ever leaving Gmail, making it easy to access them later from whatever device you're on - computer, phone or tablet. The next time you open an email with attachments, you'll see new previews of the files at the bottom of the email, from photos and videos to spreadsheets and PDFs."

Gmail now shows thumbnails for many file formats. Mouse over an attachment to download it or save it to Google Drive.

Gmail shows a list of Google Drive folders, so you can save the file to the right folder directly from Gmail. You can also download all the attachments or save all of them to Google Drive.

Click the attachments to preview files inline using Google Drive. The nice thing is that Google Drive Preview opens inside Gmail.

"This new attachment experience is available on desktop and will be rolling out over the next week," informs Google, which also mentions that Google Drive has 120 million active users.

{ via Gmail's blog }

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Gmail Tests a New Interface for Attachments

Google tests a new interface for attachments internally. A screenshot from a Google employee reveals a Gmail attachment, followed by "Dogfood confidential - submit feedback on the new attachments experience".

The attachment from the screenshot appears to be an Excel spreadsheet and Gmail shows a thumbnail, the title of the file and an icon that's also used in Google Drive for Excel files. Here's the standard interface:

As you can see, the new Gmail UI uses a different icon and no longer displays options like "View", "Open as a Google spreadsheet" or "Download". It's not clear what happens when you click the attachment, but I assume it sends you to Google Drive, where you can preview the file or download it.

It's likely that Google wants to move Gmail attachments to Google Drive. Now Gmail and Google Drive use shared storage and Google Drive provides better ways to manage, search and share files.

Here's some Google Drive code which suggests that Drive could include some system folders for Gmail attachments and Google Keep notes.

{ Thanks, Florian K. }

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Gmail's Old Compose Interface, Still Available

A lot of people complained about Gmail's new compose interface. Google addressed some of the issues with the "full-screen" mode, but there are still people who dislike the new UI.

If you want to go back to the old interface, there's a Chrome extension that does this: Retro Compose for Gmail. I rarely recommend third-party apps that change Gmail, especially if they're not from a reliable company or developer. I checked the extension's source code and I was surprised to see how it works: it changes your browser's user-agent to IE8's user-agent, but only when loading Gmail. As Google says, "you won't be able to try the new compose experience if you're using Internet Explorer 8". I'm not sure why the extension is not restricted to mail.google.com.

I tried to manually change the user-agent in Chrome and Firefox, but Gmail redirected me to this page:
"Gmail requires ActiveX controls to be enabled". Pressing F12 in IE10 and switching to "Browser mode: IE8" worked.

Obviously, this is a temporary workaround. At some point, Google will stop supporting Internet Explorer 8 and this will no longer work. It's a better idea to get used to the new interface.

Update: Here's a similar Chrome extension that doesn't have a button and has better permissions.

{ Thanks, 翔美咲. }

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Better Gmail for Feature Phones

There are still a lot of people who use feature phones and Google decided to improve the Gmail interface for these phones. The new version is closer to the smartphone UI, but it doesn't use AJAX, so you have to load a new page every time you perform an action.

"You'll get a number of improvements that reduce the number of button presses required to read, reply and compose emails. For example, you can reply directly to a message from the thread view, you can choose to move to the previous or next conversation, and much more," explains Google.

Gmail used to have a Java app for feature phones, but this is no longer available, at least not officially. Probably the best option to read your messages on a feature phone is to install Opera Mini and use the mobile Gmail site. Speaking of Opera Mini, you'll get the same "feature phone" Gmail interface even if you use an iPhone or an Android phone.

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Gmail's Option for Excluding Chats from Search Results

Gmail's advanced search box has a new option: "don't include chats". If you click the checkbox, Gmail will append to your query: "-in:chats".

To see the advanced search box, click the small arrow icon from the Gmail search box. It's an easy way to use powerful Gmail features if you don't want to manually add operators like from:, to: or has: to your searches. You can also create filters.

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Better Photo Attachments in Gmail's iOS App

The latest version of the Gmail app for iOS added a better way to open photo attachments. Until now, you had to tap each photo to open it using the app's internal browser and go back to the message.

Now you can tap a photo attachment and use swipes to go to the next or previous image, just like in the built-in Photos app.

The "print" link is no longer displayed next to the thumbnail, but it's still available in the actions menu. For some reason, filenames are no longer included.

Another new feature: "when selecting a Google Drive file or Google+ link you'll now go directly to the app if it's installed. This can be turned off using the in-app settings."

{ via +Gmail }

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Use Gmail's New Compose Interface for Replies

When Gmail launched the new compose interface, I wondered why the interface for replying to other messages is different. By default, when you reply to a message or you forward a message, Gmail shows the rich-text editor below the message, just like before.

There are a few ways to make the reply box look like the compose box, so you can open other messages or use Gmail's search feature while replying to a mail.

1. Shift-click the "reply" link or the entire box that includes the message "Click here to Reply or Forward". You can also Shift+click "forward" to open the forwarded message in a pop-out box.

2. Use keyboard shortcuts: Shift+r to reply in a pop-out box, Shift+a to reply to all, Shift+f to forward in a pop-out box.

3. If you've already writing the reply, click the arrow above your reply and pick "Pop out reply".

To go back to the regular interface, minimize the compose box, find this message "You are currently editing your reply in a separate window" and click "Show your draft here."

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The Old Gmail Compose Interface, No Longer Available

If you're still using Gmail's old compose interface, you should switch to the new interface. In a few days, the old compose UI will no longer be available, so it's a good idea to learn more about the new UI and try to adapt.

The new compose box has been launched in October 2012, so it's not that new anymore. Google added some new features since then: inserting emoticons and event invitations, adding labels to outgoing messages and a full-screen mode you can set as default. The full-screen mode is closer to the old interface and it's consistent with the mobile interface.

"A few weeks ago we added a full-screen option to the new compose. Now that that option is available, we're saying farewell to the old compose and switching everyone to the new compose over the next few days. The new compose opens drafts as a minimizable window so you can write multiple drafts at once, keep an eye on incoming email, adds support for inline images and much more. If you prefer a full-screen compose experience, you can click on the expand button in the top right of the new compose window to switch to full-screen and then set it as the default by selecting Default to full-screen in the more options menu in the bottom right," explains Google.

I'm sure that a lot of people will complain and say that the old interface is better. I've used the new compose box ever since it was released and I think it's great. You can use other Gmail features while composing a message, you can write multiple messages and there aren't many links and buttons that get in the way. I've briefly switched to the old compose experience and I was surprised to see how cluttered it was: "add cc", "add bcc", "insert invitation", "check spelling", a lot of rich-text editing buttons. It looked like a document editor, not like a communication software. This quote sums up everything that's importat about the new compose layout: "You can now write messages in a cleaner, simpler experience that puts the focus on your message itself, not all the features around it."

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Mobile Gmail Enhances YouTube Links

Gmail's mobile site has a cool feature that adds video titles to all the YouTube links from a message. They're still links, but you know more about the videos before clicking them.

Here's an example from Gmail's mobile web app in Chrome for Android:

This also works in Gmail's iOS app and Gmail's mobile web app in other Android/iOS browsers. The message from this screenshot only included a link to a YouTube video, with no special anchor text.

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Full-screen Gmail Compose Box

There are plenty of shortcuts for opening Gmail's compose box in a new tab or a new window. Not many people use keyboard shortcuts and opening the box in a new page is awkward, so Google decided to add an inline full-screen option.

It's not exactly full-screen, it's more like a maximized box that still lets you see your labels and your chat contacts. You can manually enable the "full-screen" mode every time you want to use it or set is as the default option.

"When this option is enabled, the compose window is centered in your inbox and expands to fit on your screen. In addition, the formatting toolbar is on by default. You can click on the expand button in the top right to switch to full-screen or set full-screen as the default by selecting Default to full-screen in the more options menu in the bottom right," informs Google.

There's a help center article that provides more information:

"Compose messages in a window that's right for you. The default is a small compose window that's great for checking other emails as you type and getting things done quickly. If you prefer a larger window, you can switch to full-screen when you need it, or set full-screen as default."

It turns out that the new expand button for the full-screen mode replaces the pop-out button, which opened the compose box in a new window. To open the box in a new window, you now need to shift-click the expand button.

The full-screen mode also works when you reply to a message, but it's more cumbersome to use. "To compose in a larger window, click the Recipient arrow next to the recipient's name and select Pop out reply. Once you've popped out the reply, click the expand icon expand to compose in full-screen."

As usual, this feature is gradually rolling out to all Gmail accounts, so check back later if you don't see it right away. Obviously, this only works in the new compose interface.

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Export Google Latitude Friends

Google Latitude has been discontinued and a help center article offers more information about this. Unfortunately, there's something inaccurate: "you can't export your friend information out of Latitude".

Well, you can export your Latitude friends because they're added to a hidden Gmail group. Here's how to do that:

1. go to this Google Contacts page

2. select all contacts

3. click "More", then "Export" and click the "Export" button. You'll get a CSV file with all your Latitude friends.

4. (optional) import the contacts to Google+ and use location sharing - Google's Latitude replacement. Go to the People section in Google+, click "connect services" in the left sidebar, select "open address book" and pick the CSV file you've exported. You'll get a list of people you can add to a new Google+ circle (let's call it Latitude). Enable location sharing at the bottom of this page and restrict it to the circle you've created: pick "Custom" and select the Latitude circle. Unfortunately, Google only shows location data on profile pages and in the Locations section of the Google+ app for Android, but that may change in the future.

"Google Latitude will be retired on August 9th, 2013. Products being retired include Google Latitude in Google Maps for Android, Latitude for iPhone, the Latitude API, the public badge, the iGoogle Gadget, and the Latitude website at maps.google.com/latitude. We'll delete your list of friends on Latitude. You won't be able to see or manage friends. Any existing friends will no longer see your location in Google Maps for mobile on Android, Latitude for iPhone, the public badge, the iGoogle Gadget, and the Latitude website at maps.google.com/latitude, if you continue to use these products," says Google.

Location History will continue to be available, since it's used by Google Maps, Google Earth and Google Now. "Google Location History is an opt-in feature that allows you to store your past Google location history and see it on a Google Map or in Google Earth. Your Location History is visible only to you." Location Reporting will also be available, since it "allows Google to periodically store and use your device's most recent location data in connection with your Google Account".

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Gmail Build Info

Desktop apps are not the only ones that have version numbers, build information and various data that belongs in an "about" page. Web apps also have all of these, but usually only developers can see them.

Here's the build info displayed for the mobile Gmail web app in Chrome. It's probably helpful for debugging the app and only available internally.

"Build At: grapebot@grapebot-cbf-9.cbf.corp.google.com:/usr/local/google/grape/grapebot/runner1_1/superpudu-client_Piper/google3
CL: 49089810
Build Label Verbose: superpudu_130708.00_p0"

Apparently, Grapebot is a bot used to build the Gmail app, while Superpudu is the codename for the mobile Gmail app. There's a list of features that are enabled, including HIGH_RESOLUTION, ACCOUNT_SWITCHER, ADS, SETTINGS_REDESIGN and more. Ads in the mobile Gmail?

Here's the build info for the Android-optimized mobile Gmail:

As you can see, the list of features is slightly different. You can find: GLOW_BUTTONS, STICKY_MENUS, ANY_ZOOMER, DOODLES, WEB_ATTACHMENTS and more.

Here's the build info for iOS. Some new features: BIG_LEAP_PROMO, ATTACH_SINGLE_PHOTO, TWO_PANE_UI (for iPad).

{ Thanks, Florian K. }

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A Gmail Bug Changes Your Sending Address

There's a very annoying bug in the mobile Gmail. You can find it in the mobile Gmail site for smartphones, the Gmail app for iOS and the iGoogle gadget for Gmail (all of them are actually the same app).

If you've added multiple sending email addresses to your account and you receive messages forwarded from other accounts, Gmail automatically picks the right "from" email address when you send a reply. The trouble is that the mobile Gmail web app has a bug that reverts to the main "from" address after 10-20 seconds or so. You start typing your messages and the "from" address changes. Even if you change it back, it will revert to the main address after a few seconds. This also happens when you compose a new message, not just when you send a reply.

Until Google fixes this issue, it's a good idea to check the "from" field before sending a message from a secondary address. After you change it, you have a few seconds seconds until it reverts to the main address, so send the message quickly. Gmail actually changes the "from" address every time it saves the message.

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When You Open Gmail's Compose Box in a New Window

Sometimes little details matter. If you open Gmail's compose box in a new tab or a new window, the formatting options are visible by the default and you no longer have to click the formatting button.

How to open the compose box in a new tab or window? There are at least 7 ways:

Open in a new window
1. Shift+click the compose button
2. Shift+c (keyboard shortcuts need to be enabled)
3. Click the pop-out button from the compose box.

Open in a new tab
1. Ctrl+click the compose button
2. Ctrl+c (keyboard shortcuts need to be enabled)
3. d (keyboard shortcuts need to be enabled)
4. Ctrl+click the pop-out button from the compose box.

Replace Ctrl with Command if you use Mac OS.

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Find the Number of Gmail Search Results

Gmail doesn't show the real number of search results. A few years ago, tweaking the URL helped you find the number of results, but this doesn't work anymore. Gmail only shows the real number if there are very few search results. Otherwise, you'll see "1-20 of many" and you'll have to keep clicking "next" or use the URL trick to skip many pages of results.

If you really need to find the number, there's a trick that still works. Gmail shows the number of messages for each label, so you can create a new label and then label all the search results.

Here are the steps:

1. enter your search query

2. click the "select" checkbox next to "Refresh" to select all the messages from the page

3. click the new link that shows up: "Select all conversations that match this search"

4. click the "Labels" dropdown, select "Create new" at the bottom of the list and enter the name of a new label. Try something like "Temp", "Temporary", "Search results". Click "Create" and then "OK". You should see a message similar to this one: "All conversations have been added to 'Search results.'"

5. find the label you've created in the left sidebar (you may need to click "More" to find it). Go to that label and you should find the number of search results.

Now you can delete the label from the Gmail sidebar. Click the arrow next to the label and select "Remove label". Obviously, this doesn't delete your messages.

And here are the steps for keyboard shortcut fans:

Shortcut for focusing the search box: /
Enter the query
Shortcut for selecting all messages: * then a
Click "Select all conversations that match this search" (no keyboard shortcut)
Shortcut for the "labels" dropdown: l
Enter the name of the new label
Press the down arrow
Press Enter 3 times
Shortcut for opening a label: g then l
Type the first characters from the label's name
Press Enter

{ Thanks, Eliezer. }

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