How to Find (and Move) Your Spam and Trash Folders in the New Gmail Interface (Video Demo)

Like many, I’ve taken the plunge to upgrade to the new Gmail interface, only to find that many of the features I love have packed up and moved to a new home.

When I recently upgraded to the latest Gmail layout, I found myself looking for my Google contacts, my beloved Spam folder, and a few other things – so I set out to find them (so that I could share the how-tos with you).

Speaking of the beloved Gmail Spam folder I don’t know about you, but I get a warm and fuzzy feeling when I empty my spam folder.  In fact, it’s actually good practice to go and check what’s in your spam folder to make sure that “good” emails aren’t ending up in the wrong place, and to report spam that lands in your Inbox.

Oh, Where has the spam folder gone?

Now that you’re in the new gmail interface, have you wondered where on earth your spam and trash folders are hiding?

You’ve probably done the same thing I did.  You’re looking at your screen in the left-hand column where your spam folder used to be, but it’s not in plain sight.

Here is exactly how to find the Spam Folder in the new Gmail layout:

Gmail’s Spam and Trash Folder Location

If you head back on over to your friendly neighborhood left-hand column in Gmail, you’ll find a dropdown that says More.

When you click it, it says Less.

Learn how to find your spam and trash folders in the new Gmail interface.

When you click More, you can then take a peek at your spam and trash folders which now appear. But that’s not all!

The ultimate tip for this feature is that you can actually drag your spam and trash folders up so that they appear above the More or Less dropdown.

Now, what I prefer to do is to keep the All Mail, Spam, and Trash folders above the More or Less line because those are the folders that I actually like to keep an eye on.

It’s a good practice to report spam if it lands in your inbox and report emails as not spam if they land in your spam folder by accident.   

So there you have it. We’ve just taken a look at how to make sure that you can see your spam and trash folders in your gmail interface by simply dragging that folder above the More or Less line.

Did you like this tip? Like my page on Facebook or subscribe to my YouTube channel so that you can see more handy video tech tips just like this every week.

Now that you’re in the new gmail interface, have you wondered where on earth your spam and trash folders have gone? I know where it is and I’m about to show you exactly how to find it.

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How to Find Your Google Contacts in the New Gmail Interface (Video Demo)

Have you laid eyes on Gmail’s new look? If you haven’t, you probably want to stop everything you’re doing right now and take a peek.

The new interface is fresh and cool, not to mention very helpful for staying productive. With the new interface you get to view your Google calendar, and there are even smart responses that show up at the bottom of each email so that you can respond in a flash without typing a single thing!

After upgrading to the new look there were so many cool features and I was totally smitten once I upgraded. BUT THEN… I couldn’t find the contacts.

Where are my Google Contacts?

Now that you’ve upgraded, the first question you’ll ask yourself is, “Where in the world did everything go?”  

You might be struggling a little bit like I did at first, trying to figure out where things are. For starters, the buttons are totally different so that makes using Gmail a little different from the ways you’ve used it over the last 10+ years.

Here’s a great example: one of the features I used on the old Gmail interface were Google contacts. When I initially upgraded my Gmail interface, I was excited because everything looked so fresh, but I was immediately frustrated when I couldn’t figure out where my beloved Google contacts were.

If you’re a Google contacts user who’s recently upgraded to the new Gmail look, chances are that you got a bit frustrated just like I did. So today, I’m going to show you how to find your Google contacts inside your new Gmail interface. It’s actually quite simple.

 

The Old Way of Accessing Google Contacts

With the old Gmail interface you had a drop-down list right under the Google logo and you could get to your contacts with no issue.

You could easily switch between mail, tasks, and contacts in a flash.

With the old Gmail interface you had a drop-down list right under the Google logo and you could get to your contacts with no issue. You could easily switch between mail, tasks, and contacts in a flash.

Google Contacts in the New Gmail Interface

In the new Gmail interface, you’ll find your Google contacts somewhere a little different. In the upper right, if you click on the small grid of nine squares in the top right corner of the Gmail window, it shows you the different apps that you have available. You’ve traditionally found your calendar, Google Drive, or Google Docs here. That is now where to look for your Google Contacts.

I the new Gmail interface, you’ll find your Google contacts somewhere a little different. It’s in the upper right. If you click on the small grid of nine squares in the top right corner of the Gmail window, it shows you the different apps that you have available. You’ve traditionally found your calendar, Google Drive, or Google Docs here. That is now where to look for your Google Contacts.

Once you’ve clicked on the square grid, just click on Contacts and you’re there. Google contacts now open in a new tab.

This is where you can add and edit contacts or import contacts from other programs, just like you used to. If you have maintenance to do with your contacts, this is where to go.

If you’ve got an easy button on your desk, go ahead and give it a push because you’ve found your Google contacts again! Did you like this tip? Like my page on Facebook or subscribe to my YouTube channel so that you can see more handy video tech tips just like this every

How to Speed Up Making Empty Folders with Keyboard Shortcuts (Video Demo)

The only thing I love more than good food, traveling, outdoor exercise, and a leisurely trip to a winery is – DIGITAL ORGANIZATION.

Just like Monica Geller loves her apartment being organized, I love my computer being organized (and yours, too, while we’re at it!). 

But while you might know my love for all things digital organization (and good wine!), there’s an excellent chance that you didn’t know how much I love keyboard shortcuts.

I use keyboard shortcuts to literally whip through any and every computer task. Just editing this blog post, I’m barely touching my mouse to navigate around the words. I love not having to keep reaching for my mouse when keyboard shortcuts can help me navigate my computer faster! 

With time being the one thing we wish we could grow on trees, saving every moment of it is key. From copying and pasting to undoing a task (and that’s just scratching the surface!), keyboard shortcuts save a huge chunk of time in front of a computer. Trust me.

I was recently creating monthly folder templates for my students so that if they didn’t feel like creating a bunch of folders themselves, they wouldn’t have to. During this project I found myself flying through setting the folders up with a series of keyboard shortcuts, so I want to show you how fast it can be to make a bunch of folders in a flash.

Not only is this keyboard shortcut easy, it’s a totally time saver!

 

Here’s the Folder-Creation Keyboard Shortcut

The shortcut I’m using to create folders in lightening speed is Ctrl-Shift-N to create a new folder. Here’s how I applied this shortcut to my task:

I’m naming the initial new folder I’ve created as “2017-01”. In this example the naming convention is YYYY-MM.

When I make the first new folder I enter the year and month as the folder name, and then I copy that folder name onto my clipboard (that’s Ctrl-C (Cmd-C for Mac) to copy the name of the folder I’ve just created).

Now that I have that folder name on my clipboard, I can create another new folder with Ctrl-Shift-N (Cmd-Shift-N for Mac) and then while the folder name is New Folder, highlighted, I hit Ctrl-V (Cmd-V) to paste the name that was on my clipboard (“2017-0”). Then I can add the next number on the end of the name for the next monthly folder I am creating, until I’ve created all of the folders that I need. 2017-01, 2017-02, 2017-03 and so on.

And then I repeat until I have each folder I’ll need for the year!

That’s all there is to it. It’s a simple little keyboard shortcut combination to help you create folders in the blink of an eye.

With this method I’m able to create new folders and rename them without typos or mistakes. It’s absolutely heavenly! I have my folders all ready to go!

AND HERE’S THE GOLD: When you have somewhere to put your files before

How to Find Your Old Canva Designs in an Instant (Video Demo)

I’ve got an amazing tech tip to share and it’s all about how to store your Canva design files in an easy-to-find place without hunting them down.

I create lots of graphics, and when I’m creating something inside of Photoshop, I always save the Photoshop PSD file in the same folder as I save the final product such as a JPEG, PNG,  or PDF.

In fact, I find that to simply be a good internal policy. That way, when I want to go and edit a file in future, I know exactly where my editable PSD file is. So all I need to do is open that folder where the image is stored, open the corresponding Photoshop file, make my changes, and use it to create a new version of the image file. So this is a super-logical approach if you’re working in a program that runs on your computer, like Photoshop.

But what if you’re working on an online application like Canva?

If you’ve heard about Canva you’ve surely fallen in love with it! Canva is one of the coolest tools for creating amazing graphics. Not only is it super fun to use but it’s a favorite of graphics newbies, graphics superheroes, and not so graphic designers alike.  You get to create free graphic designs and they have all kinds of templates for you to use so you can fake-it-til-you-make-it, regardless of your design skills.

Can we say total win? Canva is so great to use and many people love it but there’s a problem. There’s always a massive clutter of all of the Canva files you’ve created and edited on the home page.

I’ve recently had an epiphany, which is why I wanted to share this tech tip with you.

How to store your Canva design files in an easy-to-find place

The solution is simply to save the link to the Canva project into the folder I use for to store my output files (the JPG/PDF that I download from Canva). Basically, I’m using the same internal process for graphics created in Canva, as I always do for graphics created in Photoshop!

Ok, Dara, but how do you save a LINK into a FOLDER?!

Since Canva’s program is completely online, and the working document is not a standalone file that you can save to your computer, you can follow this simple trick to save your Canva design into the logical place where you can easily find it!

The good news is that this works both on Mac and PC so it’s a friendly little teach tip for everyone. Everyone gets the green light on this one if you’re working in Google Chrome!

Here’s the video demo for you to follow along, or you can read on for the explanation:

What you’ll do is open up the folder on your computer where you’ll want to save your Canva design. As I mentioned above, I do this in the folder where I have saved the output files (the images

How to Share Large Files through Dropbox when Your Virtual Assistant Uses a Free Account (Video Demo)

Let’s talk Dropbox for a moment. It’s one of my favorite ways to store and share files. I know there are similar tools but there’s nothing like Dropbox. For starters, I can download the Dropbox App to all of my computers and mobile devices – and have access to my files from anywhere I have data or internet!

I use it to share files with colleagues, family, friends, and my virtual assistant most of all.  If you haven’t gotten hip to outsourcing the things that overwhelm you, or even the things that you just down-right don’t have time for, you need a virtual assistant. I’ve been working with mine for TEN YEARS and it was the best decision ever for my business.

If you have a virtual assistant and you share files using Dropbox, you definitely want to know about this file-sharing hack!

Here’s the Problem – Storage Space

If you’re a Dropbox Plus user, you’ve got a terabyte of storage space. That’s plenty of room for you to access to a large volume of files. You’ll be able to put all of your files there and live in file-storing paradise!

But what if you start working with someone who only has the free version of Dropbox with two gigs of space? If your workflow includes sharing large files or graphics back in forth in a shared folder, you might have a problem. 

There’s a bit of a “catch” with Dropbox – when you share a Dropbox folder to someone else’s Dropbox account, it takes up storage space on both yours and their account! If they don’t have Dropbox Plus with that volume of storage space, you end up with a bit of a issue in terms of sharing files and folders and using the functionality of Dropbox with them.

I recently received a question from a student in reference to this issue. In the video below, I will show show you the solution that I came up with for her to work with her virtual assistant. Similar to the details we’ve discussed so far, her virtual assistant doesn’t have a paid Dropbox account and therefore doesn’t have the space required to share files through her Dropbox account with her boss. Or, keep reading for the text version of the explanation!

Here’s the Solution – Sending the Files to Your Virtual Assistant

Instead of sharing a folder with someone, you can send them a link to download the contents of that folder.  First, go to the files area in your Dropbox account.

Next, find the folder you want to share and click on the share icon or share button. Once you click share you can choose create a link. When you create this link you can copy it and send it to your virtual assistant to download files from the folder.  On the recipient’s end they’d just click on download and direct download to save files to their computer and not to their Dropbox account.

Following these steps

How to Change Appointment Colors Within One Google Calendar (Video Demo)

Can you color code appointments on one single Google calendar?

Someone recently asked me this question and I’m embarrassed to say that I didn’t know this was something you could do! Sure enough you can change the color of different appointments within a single Google calendar. 

You can view all of your Google calendars overlaid against each other in one screen or on the same phone app, but there’s a good chance that you didn’t know you could change the colors of appointments that are on the same Google calendar.

I mean, seriously. How could this feature sneak past my line of x-ray tech vision? It’s easy enough to have different calendars where each has its own color, but to be able to change the colors of different appointments that are on the same calendar is so cool!

Google calendar is absolutely phenomenal when you take advantage of sweet little golden features like this.  Let’s get into how you can change your Google calendar appointment colors so you can coordinate your calendar like an ultra organized powerhouse.

Take a look at the step-by-step tutorial at timestamp 0:55.

Here’s how you’ll do it!

Simply go into your calendar and right click on an existing appointment or create a new one. Once you’ve right clicked on an appointment, you can quickly and easily choose a color that stands out to you.

That’s right. It’s that easy! It works for recurring appointments too!!

Let’s say you have a recurring appointment for your gym workouts every morning. When you right click and change the color, Google will ask if you want to edit the current event (the one you right clicked on) or all events.

If you choose all events, Google will change the color of your recurring gym appointment so that they’ll all be the new color you’ve chosen. When you go to your calendar for a quick glance at what you have coming up for the week, you’ll see your gym appointment standing out in your shiny new color choice.

So there you have it. You can color coordinate your appointments without creating separate calendars within your Google calendar account. 

It’s a surefire way to be ultra-organized and have the ability to know what something is on your calendar at a glance. Not just to make your calendar look pretty of course, but to make appointments faster for you to see and understand more easily.

You can even color coordinate scheduled client work and different types of client calls so you know what type of calls they are at a glance.

Will you color coordinate your calendar? Or have your Virtual Assistant tackle it in his or her downtime? How many calendars can you consolidate into one now that you know about this feature? Tell me in the comments.

google, calendar, tips, appointment, reminder, notifications, tech, email, colors

How to Set the Right Google Calendar Reminders (Video Demo)

Well, look at you using your shiny organized Google calendar to manage everything. You’ve got meetings, doctor’s appointments, projects to work on, and everything’s working great for you. You’ve set up all your appointments so well that you even set reminders to notify you a few minutes before each appointment on your calendar! Go you!

I don’t know about you but I love those reminders so much. I love how I can set each appointment on my Google calendar to remind me hours and even minutes before each appointment so I can remember that something’s coming up. If I have a meeting coming up, I set my reminder so that I can gather my meeting materials and get prepared.

If you use Google calendar, surely you’ve noticed that every time you create an appointment, you get those reminders that pop up on your phone, computer, or both. You set them up every time you schedule an appointment time slot on your calendar.

But there’s only one thing…What if you don’t want to manually adjust that reminder every single time you create an appointment?

What if you want all of your appointments to notify you twice: 30 minutes and 5 minutes beforehand with a pop-up?

Here’s the good news! There’s a way to set your reminder preferences so they automatically populate for you. Let’s take a look at how you can do this, even if you’re a new Google calendar user.

First you’ll create an appointment on your Google calendar. After you fill in your appointment information, you’ll click more options. Here you have the opportunity to change how you get notified. The problem is that Google gives you some default settings that are really easy to change.  I personally like to receive my reminders thirty minutes and five minutes before each appointment, but you can change that to be whatever you want. Some people even set their reminders to be the day before and the hour before.

Google gives you default reminder settings that may not suit you, and manually changing the settings on each appointment is a waste of time.

There’s a special but easy setting to edit so that you can control the default settings and never have to manually adjust the reminders on each appointment again!

Here’s how you’ll do it!

First, you’ll want to click on settings and sharing on the left hand side next to your calendar. Then, you’ll want to scroll to event notifications. Here you’ll be able to modify your reminder settings.  

Next, you’ll remove the existing email notification and add a preferred notification time. It can be the day before, an hour before, or even 5 minutes before, it’s totally your prerogative. There. Now you’ve stopped to sing the Bobby Brown song. Congrats! You’ve officially got that song stuck in your head all day!

Now, let’s get back to it.

All of the appointments on my calendar in the how-to video above previously had default reminders set for a pop

How to Check off Recurring Tasks in Asana Without New Tasks Getting in the Way

How to Check off Recurring Tasks in Asana Without New Tasks Getting in the Way (Video Demo)

I have a confession to make. I’m an Asana addict. I don’t know what it is about it. Maybe it’s the organization or the sections of tasks that I get to check off.

If you use Asana, one of your biggest joys is probably checking off tasks. I know that it’s one of my favorite things, especially when it involves little surprises like happy unicorns jumping out of nowhere when you’re on a roll with completing tasks and projects.

Yes. I’m a bona fide Asana nerd. I love clicking on that check mark to say I’m done with each task. It’s liberating.

But when I go to check off several recurring tasks all at once, they regenerate and sometimes I end up checking off the wrong one. It’s one of my Asana pet peeves so I’ve come up with a solution to this problem.

Check out the video demo below:

How to Create Recurring Tasks

While this little problem can be frustrating and may seem confusing, it’s an easy fix. Let me show you what I mean. If you didn’t know that you could make recurring tasks in Asana, you’re in for a treat because I’m going to show you how to do that so you know exactly where to click and what to do.

First, you’ll click on the task and on the right-hand side click due date. Once you click on due date, look down where you can choose set to repeat. I usually choose set to repeat periodically.

One of my favorite ways to use Asana is to manage my bookkeeping. I have a bunch of tasks that recur, like payments that I need to make monthly or tasks that I need to do weekly, etc.  I check them off as they come back from the last time I’ve completed the task so that they can regenerate for the next time that they need to be done. So, when you click on set to repeat, you click on a little drop down and you can choose how often something will regenerate.

For example, my task can be to pay a specific bill every 30 days or on the 4th of every month. You can even set something for every 3 months or 6 months. You can set a task to recur everyday or for an interval as easy as every 7 days.

This means that every time you check off that task, it will regenerate for 7 days from the day that you check it off.

 

Here’s the Problem

In the video above I show you how I make a few recurring tasks and the pet peeve I have with recurring tasks. Then you’re going to understand the solution in just a second.

If I go and check off one or all of the recurring tasks they start to immediately regenerate. They start popping back up right as the previous one gets checked off. If they pop up too quickly and …

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