blog Organization

Gmail: how to manage multiple email accounts

Knowing how to handle the daily flow of emails can be a big challenge. Especially for users who need to manage more than one email account at the same time. Thus, we have prepared this article to help you not only how to manage multiple email accounts, but also some tricks that will help you optimize and facilitate your routine with your Gmail accounts. Keep reading to learn.

The number of users using Google’s email service is increasing every day. This is because the company offers good resources not only for personal use but also for professional use. In addition, to the features offered – for example, the storage capacity – Gmail is simple and has an easy-to-use interface that draws a lot of attention, especially for free services.

In this sense, we have separated some tips to make your user routine even more practical. The last tip is the most important because this is where you will learn how to manage multiple email accounts simply and quickly.

Read more: Google Drive tips: for a practical routine

1. How to remove your account from the login page

This first tip is more for your safety. Did you need to access your Gmail account from another computer, and don’t know how to remove your account from the login page?

So, to remove your account, just follow the step-by-step below:

  1. Go to the Gmail home page where your account is connected.
  2. If you are logged in, just go to the upper right corner, click on the profile picture, or on the initial of the name.
  3. Then click “sign out”, or “sign out of all accounts”.
  4. If you are not logged in, but your email address still appears on the home page, just click on “Remove an Account”, then just select the account you want to remove.

To illustrate, check out the image below and see how simple the process is.

Remove an account

2. Access Gmail Offline

If you need to travel frequently to places where there is no internet connection, be aware that it’s possible to send emails while you are offline.

In addition, it’s also possible to access messages when you don’t have access to the internet. Of course, the messages that are sent when you are offline you will only be able to access when you have connected. However, those urgent messages that have already been read, will be available offline too.

Also, know that it’s possible to send e-mail even if you are not connected. So, if you need to email to prevent you from forgetting to send it at another time, leave all the text ready, send it. And as soon as you are connected to the internet, your message will automatically be sent.

To activate this option, just follow the step-by-step below:

1. Open your email account and click on settings, on the gear symbol in the upper right corner. Then click on “see all settings”. As in the image below.

Offline Gmail - How to manage multiple email accounts

2. After that, just select the option “Offline”, activate the offline email, and configure it according to your need.

Offline Gmail

But be careful and don’t activate this option on a public computer, or on a computer that you don’t trust, because your messages will be stored on site.

3. Increase productivity with “drag and drop” tool

This is one of the features that will help you increase productivity when managing your email accounts. The “drag and drop” tool is practical and serves to bring more agility to your routine.

Do you need to, constantly, send multiple files by email to customers and suppliers? So, this feature is for you.

This way, know that you can drag and drop one or more than one file or image to attach them to a new email in a practical and quick way.

However, this feature works only on Chrome and Firefox browsers. It’s not available on Internet Explorer.

Read more: Google Drive: how to back up your files

4. Organize your messages by categories

This tip is for every user who receives several emails from customers and suppliers and has difficulty finding the emails when they need them.

That way, know that it’s possible to organize your messages through categories and labels. And it’s a very simple feature. Follow the step by step below and see how easy it is:

On the left side menu, find the “categories”. Then click on “manage labels” or “create new labels”. Then just organize in the way that is best for you to find your important messages.

labels - Gmail

That is, if you receive many payment vouchers, create a category called “vouchers”, and create subcategories according to the receipts. Use your creativity to manage your email accounts easily.

5. How to manage multiple email accounts

In conclusion, this tip is for users who have two or more emails and need to manage them daily.

If you are this user, know that it’s possible to open multiple accounts at the same time, in the same browser, without having to log out and log in again every time that you need to access an email.

Moreover, this feature facilitates access to Drive and Google Docs, for example, in a very simple way through basic settings.

To learn this incredible resource, Mauricio Aizawa, a productivity expert, has prepared a video so that you can access this tip, in practice. Check out the following video:

Finally, was this content useful to you? Leave a comment, and don’t forget to share this material on your social networks.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Knowledge doesn’t stop here

Do you want to increase your Productivity and Organize your Personal and Business Routine using practical routines and templates?

Moreover, what about learning the essentials components to set a productivity routine? In other words, is the same techniques that help me to increase my productivity and bring efficiency to my days.

Reference material    

  1. YouTube – Personal and Business Productivity    
  2. Zapier – How to Automate your Business and Gain Efficiency    
  3. Set a productivity routine – Google Calendar + Evernote + Calendly  
  4. Organize na Pratica – Courses
blog Organization

Organize your documents using this curious technique

Do you have difficulties in filing your documents in an organized way? Or, do you think it is difficult to find a document every time you need it? In this article, we will focus on how you can organize your documents, contracts, or any important file using a practical and quick technique. Check it out below.

Organize your documents: know the importance

set a productivity routine

Performing efficient document management is essential not only to facilitate the routine of a company but also to help you in your personal or academic life.

We accumulate documents with some frequency. Some of them can be discarded after a while, others are necessary to file correctly for eventual consultations.

And everyone knows that, with the lack of organization, how exhausting it is to go through all the folders – digital or physical – in search of an important document.

Therefore, document management is present as an administrative tool to facilitate both company processes and anyone’s personal routine.

It’s a set of techniques and procedures that allow you to organize and store your documents safely, enabling their quick location and correct disposal, in accordance with current legislation.

In addition to these benefits, good document and contract management can bring numerous benefits. Check out below some of them.

Finding what you need, when you need it

how to organize your documents and contracts

There is nothing worse than wasting time and energy looking for something that should be at your fingertips.

So when you organize your documents in one place, you know exactly what to look for and how to look, making your routine more productive.

Save physical space

In the course of our life or the progress of the company’s processes, we have accumulated a huge amount of papers. And thanks to technology, today, you are able to carry out a practical and secure digital storage to organize your documents.

Thus, saving physical spaces that can be used for other more important functions in the company, or even in your home.

So, select a day to separate the files. Check what can be digitized, and what you need to keep in physical format, as well as what can be discarded. And do this cleaning on your files.

With an organized space, your mind will also work in an organized way, and you have an extra gain.

Information security and confidentiality

When choosing a smart system to organize your documents, you will have the security and confidentiality of information. After all, when you register on any platform, you include your passwords and guarantee that no documents will be lost or breached.

This strategy is important, especially if you will use document management to organize your professional routine.

Time optimization and increased productivity

When you have all your documents organized in a single environment, you increase your productivity and optimize time. Because you know that you will find what you need more easily.

Organize your documents using this curious technique

When choosing the best platform to organize and manage your documents, you can evaluate the one with the best cost-benefit and with a simple and intuitive interface, to make your routine even more practical.

Today, the market offers a huge variety of management tools for you to organize your documents efficiently and with security, ensuring that you can find what you need and when you need it.

What we are going to present to you today is Evernote. A secure data repository that will enable you to organize and record all information quickly and all in one place. Thus, check below all the possibilities of this tool.

Read more: Evernote: Organize your Paper Notes Effectively

Define notebooks and tags by themes to organize your documents


To make it easier and faster, archive your documents in a segmented way and divide them into specific notebooks according to the theme, categorize each file using the tags that Evernote provides. That way, you’ll know where and how to find it more easily.

If your documents are very messy and you don’t have the time you need to scan them, or archive them, take a few minutes of the day to do it little by little. And when you imagine it, everything is already organized in one platform.

Create a document template and send it to everyone involved


In case you are thinking about implementing document management in your company, what will facilitate and a lot of teamwork is to create models and make available to all involved.

Evernote itself allows you to invite members to edit the files on your account.

So, if you have to fill out a common document for all customers, leave the document already saved in an Evernote note, and when you need to use it, just copy the template to another note and edit. Thus, you create an agile tool for one of your company’s processes and maintain the organization of your documents.

Create a routine and organize your documents

After sorting, scanning, and organizing your documents, create a routine so that at the end of the day, or at the beginning of the next day, you can archive all the documents accumulated throughout the day.

This way, you will create a routine of organization and never have to worry about the mess again.

Search your documents easily using this tool


In Evernote, both in the free and paid versions, it’s possible to locate a document from the tag included at the time the document was archived.

For example: include the word “invoices” in the search tool and all files categorized with this keyword will appear.

To further refine your search, also include the word “receipts”, and you will have your specific file in minutes.

In addition, in the Premium version, Evernote makes it possible to search within documents. Therefore, whenever you need to consult a contract clause, for example, just include the keyword in the search tool, and Evernote will retrieve the document in seconds.

Finally, to further facilitate your learning, watch below a video where, Mauricio Aizawa teaches, in practice, how to organize your documents and contracts with this technique. He also teaches you how to save a new file from notes, within Evernote.

In conclusion, how about creating a free Evernote account and start organizing your documents right now? 

Finally, what did you think about this content? How do you usually organize your documents? Leave your opinion in the comments and share this material with your friends.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Reference material 

  1. YouTube – Personal and Business Productivity     
  2. Set a productivity routine – Google Calendar + Evernote + Calendly   
  3. Organize na Pratica – Courses