Want to make Gmail even more useful? Snooze it!

What is the Gmail snooze feature?

One of my favorite features of Gmail--and one I use almost every day-- is the "snooze" feature. The Gmail snooze feature lets you resend an email to your inbox at a later date (for example when you need to be reminded of something, or when you are ready to take action on the email). 

How to Use it

• Select the email you want to snooze.  You can open the email to select it, or you can select one or more emails by checking the box next to the email in the inbox.

• Click the snooze icon from the list of icons on the top of the window.

• Select a pre-set date and time or click on "Pick date & time" to select a custom date & time. The email will disappear from your inbox and reappear at the date and time selected!

• You can always find your snoozed emails by clicking on the snoozed folder on the left sidebar of your Gmail.

When to Use it: Example #1

Let's say I sent an email to Susan and Bob asking them for information I need for a meeting next Tuesday. Ordinarily, I might be tempted to CC or BCC myself on the email and leave it in my inbox until Friday when I want to send a follow-up email if I have not heard from Susan and Bob about this. This is not a good reminder system because (1) it clutters my inbox, and (2) it might scroll off the bottom of the screen or get "lost" in my inbox and that is not a good reminder system!  Instead of leaving it in my inbox, I can CC or BCC myself on the email and then snooze the email until Friday when it will pop back in my inbox and remind me I need to send an email if I have not heard from Susan or Bob.

When to Use it: Example #2

Let's say Luis sends me an email with an agenda for our meeting on April 15.  I want to review the agenda before the meeting and bring it with me to the meeting on April 15, but do not need it cluttering my inbox for the next several weeks.  I can snooze the email until April14 and then delete/file the email because I know that the email will be delivered again to my inbox on the 14th, giving me time to review the agenda before the meeting. (and keeping all the clutter out of my inbox!)

How can you use the Gmail snooze feature to improve your productivity?

Color me interested! More tools for finding the right color

Finding just the right color for text or images can be a challenge. Maybe you want to match a color you saw on the web, or maybe you are looking for the perfect color blue.  Here are a few tools to help you find just the right color.

But first a little background...



Color "Names"

One of the challenges in finding the right color is figuring out what to call it!  If you have ever been to a paint store, you know there is no such thing as white.  There is off-white, arctic snow, cloud white, ecru, tan, and more!  The computer solves this problem by giving each color a numerical name.  There are two main color naming conventions: RGB and hexadecimal.  Sometimes you will work with a program that wants the color in RGB and sometimes a program will want the color in hexadecimal.

RGB is a color model that gives a numeric value to the amount of Red, Green, and Blue in the color.  This is useful as a naming convention and gives you the option to make small adjustments to the color by increasing or decreasing the red, green, or blue number. (it is like adding a little more "tint" to the paint color!)

Hexadecimal (or "hex") gives a numeric value to the color but instead of using a base 10 numbering system (decimal), it uses a base 16 numbering system (hexadecimal). A hex color name is six digits in length and begins with a #.  For example, #FF0000 is the hex name for a particular red.
(Decimal uses the characters 0-9 which is 10 characters.  Deci means 10 which is why our numbering system is called the decimal system.  Because hexadecimal uses sixteen characters, it uses 0-9 and A-F.)

OK, but how do I find the color I want to use?

If you want to locate a color "by eye" you can use a web-based tool

• this tool by w3schools.com is similar to the standard and custom color picker used by Word and PowerPoint.  You pick your color and then use the lighter/darker scale to find the exact color you want to use.  The selected color is displayed in the middle of the screen with the hex, RGB, and hsl colors. (hsl stands for hue, saturation, and lightness and is the third naming convention for colors, but you likely will not see it very often.)
• you can mix your own RGB colors by altering the amount of each color in this tool by w3schools.com.  Adjust the amount of Red, Green, and Blue by typing a number or clicking on the Red, Green, and Blue color lines.  Your newly mixed color will be displayed in a color block above the Red, Green, and Blue color lines, and the RGB, Hex, and HSL color codes for your new color will be displayed to the right of the color block.
• There are also many tools on the web to convert hex to RGB, or RGB to hex, 

If you want to match a color on the web
In a previous blog post, I told you how you can use the eyedropper tool in PowerPoint (or Word) to sample a color from within PowerPoint. But what if you want to sample a color outside of PowerPoint and from a webpage?

There are several tools to sample a color on the web, and the one I use is called Colorzilla. Colorzilla is an extension you can add to your Chrome or Firefox toolbar. You can then use the eyedropper/color picker to find the exact color of anything in your browser, and use the color numbers to color your text, lines, or fills!

Here is a demonstration of how to install and use Colorzilla.

How might you use custom coloring?

It's a Colorful World...or it can be with MORE COLORS!

Color. I want more color!

We all know the benefits of using color in our documents, presentations, handouts, and blogs.  Did you know you can customize the color of your text, lines, and fills to ANY color?  This same idea will work in almost any program that let's you set color (Powerpoint, Word, etc.). Here is how you do it in Powerpoint:

1.  Select the text, line or fill on which you want to set the color.

2.  Use the menu you normally use to select the color, but this time select More Colors.

3. You are presented with the standard color menu.  Select the color you would like by clicking on it.

4.  If you are satisfied with your color, click OK.  If you would like to further customize your color, click on the Custom menu tab.

5.  On the custom tab you can:

• Use the slider to find a lighter or darker share of the color you selected on the previous screen
• Use the rainbow box to select the color you would like
• Enter the RGB codes for a specific color. (Trivia: RGB stands for Red, Green, Blue)

6. Click OK and enjoy your customized color!

This can all sound a bit confusing in a blog post. Try it out and you will see it's not hard at all!


A few more tips:

➤ You can match any color on the screen by using the eyedropper.

• Select the text, line or fill you want to adjust.
• Use the menu to select color and then select the eyedropper.
• Move the eyedropper to the color you want to match (the square will fill with the current color) and click.  Your item will be that color!

➤ Depending on the item you are coloring (text, line, fill), when you go to your color menu you may have the option to use a gradient, a picture, or a texture in addition to a color.


How can you use custom colors in your professional or personal work?

Voice typing in Google Docs and Word

 

Have you ever wished you could just talk and get your brainstorm-y ideas down on paper? 

You can...with voice typing!

Voice Typing in Google Docs

Watch the video below to see how easy it is to use voice typing in Google Docs!

NOTE: This now works in all browsers, in addition to Chrome.

Voice typing in Word (Microsoft 365 only)

Word has two options for converting audio to text: Dictate and Transcribe

Dictate

This is the "classic" voice to text.  

From the home menu in Word, click Dictate.

You will see a microphone waiting for you to record.  Start talking and you will see your words appear on the page.  Click the microphone icon to toggle between recording and pausing.

One tip: you will want to say the punctuation you want included.  

Once you are done recording, you can edit the text as you would with any document.

Transcribe

There are two ways to use transcribe: (1) you can record an audio file with one or more people in Word and transcribe that file or have a link to the audio file pasted into the document. (2) What I think is more common, you can upload an audio file and get a transcript. Here is how that works:

From the home menu in Word, find the Dictate/Voice block, click the down pointing arrow, and select Transcribe.

A transcribe sidebar opens. Select your language if it is not US English. You can Start Recording or Upload Audio.  We are going to Upload Audio.

Navigate to your audio file and open it. Word gives you a message that it is transcribing. 

When it it ready, it will display the transcription in the sidebar. You can use this as a reference when you are typing, or add some/all of the transcription to the document.

How can you, (or others) use voice typing to improve your learning and productivity?

Word Clouds!

Word Clouds allow you use words and create a visual display. Words used more often are displayed larger in a word cloud, and words used less often are displayed smaller in a word cloud. Word clouds can be used to display your own list of words, or to display the information you gather from other sources, such as through a survey or other types of comments.

There are many websites to help you create word clouds. Some word cloud websites require you to install free plug-ins (like java, silverlight). Once you find a word cloud generator, they generally work the same: type or upload your text or word list, and generate your word cloud. You can regenerate your word cloud until you find one you like, and can often change the color, font, shape and more for your word cloud. Once you have your word cloud you can sometimes save or download it, but you can always capture it with a screen capture tool such as the Microsoft Snipping Tool (shortcut is: windows_key+shift+S)

Here are a few free word cloud generators for you to try out! (just ignore any options to put your word cloud on merchandise or sign up for a paid subscription.)

WordItOut.com Click the green "create your own" button to get started. 
WordClouds.com  I like this one because it lets you pick a shape to force your word cloud into, such as a heart, arrow, checkmark, lightning bolt, etc.
WordArt.com also gives you a lot of control over the shape of your word cloud (it is "art" not a cloud!)
Jason Davis' word cloud generator
WordSift.org uses a list of words, or you can paste in text, and it will take the common words from text, an article, or a speech and creates a word cloud.

And you can search to find even more word cloud generators!

How might you be able to use word clouds?

Robin's Pet Peeve with Embedded Links

 

One of my (many) pet peeves with technology has to do with embedded links. I get frustrated when I click an embedded link and instead of taking me to a new window (good), it replaces my existing window (bad). But we can avoid this! With most programs, when you add an embedded link, you have the option of opening it in a new window.  

Here is how to do it in Blogger:

What are your technology pet peeves? Maybe we can find a solution for them too!

Are You Sending People to the Right Place?

 

We often copy links and send them to colleagues or post them online and on our social media.  But are you using the right URL? 

Take a look at this short video to learn how to use the correct URL to get people where you want them to go!