Jan 232014

Permanent Gmail Links

Do you use Gmail? Have you ever needed to save a link to an email? Maybe just to bookmark some important info you will need later. I need links to individual emails that need to be followed-up, for meeting agendas, webinar info, event info, etc. These are all things that you don’t need cluttering your inbox but you do want easy access to them.

Since I have been working towards “inbox zero”, I want to be able to delete or archive an email as soon as I have read it. If it requires follow-up handling later, I need to be able to create a to-do item with a link to the email. If I need info in the email for a future meeting, webinar, or event, I need to be able to add a link to the email in the calendar item.

When I was first reading up on how to do this, all the articles mention just being able to copy the URL from the address bar manually or by using a browser bookmark to automate the process. The solution is not so simple. The problem is, Gmail includes the current folder as part of the email’s URL.

If you copy the URL then archive the email, the original URL will no longer work. If you copy the URL from an email that is in a folder/label and then remove the email from that folder or change the label, the URL for that email will change. And, of course, if you delete an email, the URL changes.

But each email, even deleted emails while they hang around, have a permanent URL. If you look in the ‘all’ folder, you will find all your mail. This, then, is the URL you need to use but how to find it easily?

Until someone points out an easier way, I have found you can easily edit the URL the displayed URL to the ‘permanent’ URL. The procedure I follow is just to edit the URL in the address bar then copy it wherever I need it. You could also edit the URL after you paste it where you need it. Then you can archive, delete, remove labels, etc, and still pull up the email anytime until it is permanently removed from your email collection.

Some examples:

  • Inbox:
  • Label:
    if you change just #label to #all Google will auto-correct your url, removing the label name

What kind of uses can you think of for these links?

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Jun 092013

A Daily Checklist is one of the great ideas I gleaned from Paperless Home Organization. Using the sample Mystie has as an appendix, I created my own with all the tasks I try to get done each day. Your primary ToDo list has tasks and projects you need to get done. This list has your daily routine items that would clutter the main list but still need to get done.

I have my checklist divided into 5 sections:

  1. Home Routine – Morning
  2. Work Routine – Morning
  3. Work Routine – Afternoon
  4. Home Routine – Evening
  5. Evening Review Steps

In each of these sections I have the items I would like to get done at that time of day. Some items are repeated in multiple sections if they need to be done at multiple times during the day. Some items only show up on certain days of the week.

Things like ‘Quick Calendar Review’, and ‘Scan E-mail’ are in my morning routine. Later in morning work routine I have ‘Inbox Zero – today’s mail’ and in the afternoon ‘Inbox Zero – 10 old e-mails’ My evening home routine has items like ‘Reading’ and ‘Evening Walk’.

By having them on a list I know what I need to get done without having to think about it all the time. If at the end of the day I look at what is left on the list and can make a judgement call on the 2 hours I spent in front of the TV.

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Apr 282013

Eat That Frog!.
Brian Tracy.

You must develop the routine of “eating your frog” before you do anything else and without taking too much time to think about it

Page: 14

I have added “Label Frog” as the first item on my Daily Checklist.
The second item on my Daily Checklist is “Eat That Frog.”

Each morning I make sure that I have only one item on my Office ToDo List that is ‘starred’ and ‘high priority.’ Hopefully I will get a couple things checked off my ToDo List but this item is my focus each day. I may be interrupted and have urgent items come up but I come back to this item to get it done. Once done, I can go back to my Daily Checklist and check “Eat That Frog” as complete.
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Apr 272013

Eat That Frog!.
Brian Tracy.

The ability to concentrate singlemindedly on your most important task, to do it well and to finish it completely, is the key to great success, achievement, respect, status, and happiness in life. This key insight is the heart and soul of this book.

Page: 11

It is not getting things done that matters most. What matters most is getting the most important things done.

Apr 262013

Eat That Frog!.
Brian Tracy.

And forget about solving your time management problems by becoming more productive. No matter how many personal productivity techniques you master, there will always be more to do than you can ever accomplish in the time you have available to you, no matter how much it is.

Page: 9

When I started ‘collecting’ things I needed to do on my ToDo list, I became discouraged because the list kept getting longer & longer even though I was checking things off the list.

That is why lists are important. You must have some way to prioritize what needs to be done because you will never get it all done. And, if you are not going to get it all done, it is best to do those things that are most important to you and let the others slide.