Gmail will finally get a time-saving emoji feature, but there’s a catch

Google is working on giving Gmail users the opportunity to react to emails with a single emoji on iOS and Android phones.

Rumors regarding emoji reactions on Gmail have been circulating for several weeks although, outside of a few screenshots, we hadn’t seen it in action until recently. Industry insider AssembleDebug managed to get the feature working on their Android device and shared their findings on TheSpAndroid blog

According to the report, a new button will appear “to the right of the email” next to the three-dot menu. Tapping it opens a small menu where you pick from five default emojis: a sparkling heart, a party popper, a thumbs up, a laughing face, the praying hands (which people use to say thank you), as well as your run-of-the-mill smiley face. Once selected, that emoji appears in a reaction bar below the message, as you see in messaging platforms.

Gmail emoji reactions

(Image credit: AssembleDebug/TheSpAndroid)

TheSpAndroid states there will be two other places “from where you can react on an email”. There will be an Add Reaction option in the three-dot menu plus an extra button at the bottom of an email next to Reply, Reply All, and Forward. 

This feature will reportedly work on email threads that include multiple people. They explain that “it may be possible to react just by tapping” emojis somebody else added previously. Of course, users will be able to send any emoji they want by tapping the Plus symbol in the small window that pops up. You’ll have the full library at your disposal.

Gmail emoji access

(Image credit: AssembleDebug/TheSPAndroid)

Limitations

As fun as this update may sound, there are several limitations present with one in particular that could potentially ruin the experience. 

If other people don’t use the official mobile app, they’ll receive the emoji reactions in separate emails. Imagine sending an email out to a group of people and getting spammed with multiple “emails of emoji reactions”. Not fun. It's important to note that the browser version of Gmail may not have the new emoji support.

It looks like Google is aware of the spam problem as users won’t be allowed to react to emails sent to a large group. So there is some mitigation, but it probably won't be enough to stop the spam. Also, you won’t be able to send emojis to encrypted emails or any received via BCC. The limit for reactions is capped at 20 for one person. In a group, the limit is bumped up to 50 for all.

It’s unknown when this update will roll out. However, AssembleDebug claims it will most likely happen sometime this month and “in batches.” If this comes true, we hope Google quickly releases a version for browsers soon after or installs extra preventative measures to slow down the spam. 

Gmail is a widely used service, but you might find its security capabilities rather lacking. For more options, be sure to check out TechRadar’s list of the best secure email providers for 2023

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Hate writing emails? Gmail will soon do it for you on iOS and Android

Tired of writing emails from your phone? Google’s AI-powered Help Me Write tool for Gmail is coming to Android and iOS to help you draft replies in no time.

Since Google I/O 2023, Google has been releasing a bunch of in-development AI tools such as its updated Google Bard chatbot and Help Me Write, its new writing assistant. Help Me Write was previously only available to enrolled Workspace testers on desktop, but now those users will be able to use it in the Gmail app on their smartphone. This hopefully points towards a wider rollout soon.

Help Me Write works in two main ways. It can edit an email you’ve already written – for example, it can shorten it if it’s too wordy, make it more sound more formal, or insert emojis to create a more casual vibe with the ‘I’m feeling lucky’ option. 

Alternatively, if you’re in a rush you can provide the tool with a quick prompt and it’ll draft the whole thing for you. You can then edit it yourself, or use the same refinements (see image below) as before to tweak the length and tone.

In testing we’ve found the AI is generally better as an editor than a writer, but if you’ve got to draft a bunch of replies to tedious emails, then letting the AI take over the bulk of the work can be a major time-saver.

To get started with Help Me Write on Android or iOS you’ll need to download the Gmail app and sign into the account that has access to the Workspace prototype. Then, when you next compose an email you should see a Help Me Write prompt appear in the bottom right corner of your screen.

The update is steadily rolling out, so even if you’re signed up for Workspace Labs you might not yet see the Help Me Write option in Gmail on mobile yet.

How to get Help Me Write

A phone on an orange background showing the Gmail Help Me Write feature in an email

(Image credit: Future)

To get access to Help Me Write and some other AI tools it’s working on you’ll need to sign up for the invite-only Google Workspace Labs and get approval.

To request this, make sure you’re logged into your Google account on your browser of choice and go to the official Workspace Labs sign-up page. After reading through some details you’ll find some consumer acknowledgments that you’ll need to check off before you can hit ‘Submit’. Do this and you’ll be signed up to Workspace Labs.

As the tools are only in beta don’t expect them to be perfect – we’d recommend reading any AI-written emails before sending them off in case you find any huge errors. You’ll also find that the AI currently uses US English – so if you’re living in a region that uses 'colour' instead of 'color' or calls aubergines 'eggplants', you might find you have to correct the AI a fair bit.

If you want to try out some other powerful AI tools, check out our guide to the best ChatGPT alternatives.

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Gmail is adding more AI to help you find important emails faster

AI seems to be everywhere at the moment, and Google is building the tech into its products faster than most. Gmail is the latest Google app to get an injection of artificial intelligence, to improve search results on mobile.

“When searching in Gmail, machine learning models will use the search term, most recent emails and other relevant factors to show you the results that best match your search query,” Google explains in a blog post (via Android Central).

“These results will now appear at the top of the list in a dedicated section, followed by all results sorted by recency,” the post continues. In other words, AI will (in theory) pick out the best matches for your search, and put them at the top of the list.

Years of AI

This is coming to the Gmail apps for Android and iOS, and should be rolling out for everyone now. As yet, there's no word on whether or not the same feature will be making an appearance in the desktop web interface for Gmail.

AI has been built into Gmail for years of course, with features like Smart Reply composing short automated replies for you. In recent months, Google has been pushing more advanced, generative AI as a way of composing your emails.

More AI features are heading to search on the web too, while development on the ChatGPT rival Google Bard continues at a steady pace. We can expect plenty more announcements like this one in the months and years ahead.


Analysis: AI needs to be useful

Google and other tech companies seem to have no qualms about pushing out AI features as quickly as they possibly can at the moment, which is what tends to happen in a competitive, emerging field when several players are trying to get out in front.

However, we'd query just how useful all of this AI is going to end up being. Sure, having the option to generate text messages in the style of Shakespeare is quite fun – but wouldn't most people prefer to use their own words from their own heads when keeping up conversations with friends and family?

Even something like Gmail search isn't a complete win for AI. What are the “relevant factors” that the app is using to pick the top results? Are they reliable? Sometimes it feels like the old manual methods of labels and stars are the best ways to keep on top of thousands of emails taking up room in Gmail.

In an age where we're relying on algorithms for everything from choosing our movie recommendations to writing our books, there's still a lot to be said for human creativity and curation, which might be slower but can be a whole lot more useful and engaging.

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There’s a new Gmail verification scam; here’s how to avoid getting caught up in it

There’s a new Gmail scam making the rounds online as bad actors are taking advantage of the service’s recently launched verification system. 

Back at the beginning of May, Google introduced blue checkmark verification in order to combat internet scams like phishing attacks. Companies and organizations can apply to the program to verify their identity, and upon approval, Gmail will display the aforementioned blue checkmark next to the brand logo. What was supposed to be a way to protect people is instead, in some instances, being used to go after them. Cybersecurity engineer Chris Plummer posted on Twitter an image of a spoofed email claiming to officially be from UPS. The scammer apparently somehow got past Google’s own safeguards.

Bug exploit

Identifying the fake email was easy enough to do. Plummer shows the header sporting an email address consisting of mostly random letters and numbers ending in a UPS URL. However, hovering over the checkmark displays a window stating the message is coming from a legitimate source.

It’s unknown how the bad actor got around the security checks. Plummer claims there’s a bug in Gmail that scammers are exploiting to trick the platform’s “authoritative stamp of approval”. From there, the bad actors hop through multiple domains before zeroing in on their target.

Initially, when he reported the problem to Google, the company reportedly hand-waved it away saying the system was working as intended. But in the days since Plummer’s discovery, the tech giant made an about-face and announced it is currently working on a fix.

How to not get scammed

Since we don’t know when the patch will roll out, it makes sense to protect yourself until then. TechRadar has a couple of guides on how to avoid online phishing scams and how to protect your inbox. We strongly recommend reading both to get a full understanding, but here are some pieces of advice to get you started.

First, double-check the header. If you see a bunch of random letters, numbers, and symbols in the email address, that’s your first clue that something is fishy.

Secondly, double-check the spelling in the header. Some scammers will replace certain characters with a lookalike to trick people. For example, the letter “O” will be replaced with the number “0” or the capital “I” with a lowercase “l” (that's an “L”). Gmail’s default font can make this tough to discern. 

Be wary of any emails urging you to share your financial information, whether updating your account details or a refund offer you didn’t ask for. 

Of course, don’t click on any links or attachments you don’t recognize.

Also, be sure to check out TechRadar’s list of the best identity theft protection apps for June 2023 to better safeguard your personal details. 

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The 5 most exciting AI tools coming to Gmail, Google Docs, Sheets, and more

Google has just announced a huge set of new AI tools that could change the way we use some of its most popular apps, including Gmail, Google Docs and more.

In both an official blog post and video (below) the tech giant revealed several new AI tools that will be coming to its most popular apps. The first ones will initially only come to select group of testers in Gmail and Google Docs, but we've also been given a tantalizing preview of the ones coming to Google Sheets, Google Slides, and Google Meet, too.

The move is most likely to rival competitors in the AI space like Microsoft's ChatGPT-powered Bing and Microsoft 365. Since AI has grown in popularity, Google has been scrambling to match its rivals' moves in the market, going so far as rushing out an announcement of its own Google Bard chatbot, which still isn't open to the public. There was also an underwhelming presentation that even had its own employees rolling their eyes.

Still, the results from what we've seen in this demonstration look far more practical and promising than the AI tools Google has announced so far. They've been integrated into Google Workspace, so users will soon be able to use generative AI in several writing features. For now, only trusted testers will have access to these new tools but after that, they'll be rolled out to all Google users.

So, in no particular order, here are all the best AI tools coming to Google's line of products.

The 5 most useful AI tools coming to Google apps

1. Gmail: instant summaries of long conversations

a screenshot of an AI generated email

(Image credit: Future)

If you've ever opened up your work email only to find an extremely long and confusing email chain, this tool could be for you. This particular AI tool allows you to quickly summarize long email conversations, pulling out the most pertinent information and laying it out in a neat box.

From what we've seen from this demo, it even adds the names of those involved in the conversation, giving the summary even more context and clarity. And it drafts a response based on all the information gathered. Of course, it remains to be seen how accurate this tool will be, as any missing information from said summary could be detrimental to your work.

Most likely, it'll use machine learning to improve its quality of work, which should mean it doesn't skip important information as it's used more often.

2. Gmail and Google Docs: time-saving drafts when you type in a topic

a screenshot of an AI generated summary in google docs

(Image credit: Future)

Out of all the AI tools showcased in Google's presentation, this AI writing and brainstorming feature looks to be the most promising. As demonstrated in the demo, a prompt that states “Help me write” followed by the request “Job post for a regional sales rep” results in an instantly drafted job post.

From there of course the human user would edit and refine the document, but having a draft instantly created saves plenty of time and effort. You can also use the tool to add certain tones to your document depending on the situation, like whimsical or formal.

There's a lot of flexibility in this AI tool, and the fact that it works for both drafting documents and emails should make it even more valuable.

3. Google Slides: AI-generated presentations with imagery

a screenshot of an AI generated images in a presentation

(Image credit: Future)

This is easily the most controversial of the new batch of Google's AI tools. The core of the concept, creating slides for a presentation in Google Slides, is a smart one that could save a lot of time and energy in terms of creating layouts instantly. However, unlike the other tools that use text already written by either you or coworkers, this tool creates images, audio, and video, then inserts it into your presentation.

But where does that media come from? A database gathered by Google's AI of course. But then where does the AI pull the references from to generate this content? That's the problem and something Google will likely need to address.

As it stands, there's been a lot of misuse of this tech to the point of even plagiarism, and it remains to be seen if Google is using a personal database or pulling from the internet to create this content.

4. Google Meet: capture notes through AI

a screenshot of AI generated notes in google meet

(Image credit: Future)

This is another AI feature that could potentially save a lot of time and effort. This tool captures notes from conference calls and other meetings with audio, then takes “notes” of that meeting, summarizing the most important points in an easy-to-parse format.

Judging from the demo, the most impressive part of this note-taking tool is how it organizes the notes, using complex formattings like bullet points, calendar icons to indicate an important date, headings, and more. It not only looks incredibly organized but works at a far faster rate than a human could.

This tool would leave time and energy for everyone to focus on the meeting itself and not need to devote a person to take these notes. Meaning that everyone can participate.

5. Google Sheets: auto-fill data entry with AI

a screenshot of AI generated entries in google sheets

(Image credit: Future)

Data entry can be repetitive and boring at times, or even confusing when dealing with extremely large sets of data. This AI tool would be especially handy in parsing dense amounts of information, then converting that information into data charts.

The demo showed the command “Personalize messages for our client” and then next to each entry created a unique message for each of them, most likely as a mailing list. A task that would take a human a long time to accomplish was done in an instant. 

Of course, a human would have to edit each message to ensure quality, but having the drafts done is an incredibly useful and time-saving first step.

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Gmail will no longer harass you with notifications outside working hours

Gmail is easily among the best email services; it offers safe, reliable, and secure email from one of the internet's largest companies.

But anyone who uses Gmail for work, through Google Workspace, knows the pain of out-of-hours emails from your boss that flash up on the screen and ruin your zen. 

Google is listening, though, and recently announced an update for Gmail that works with Apple's new Focus mode for iOS, one of the best features for getting digital peace and quiet. 

The idea is kind of like notification profiles on Android; you can set specific notifications, apps, and services to be silent in different times of the day, such as when you're at home. 

Gmail can now work with these profiles – either automatically generated by Apple or customized by the user – to make sure that you get the exact notifications you want. Aimless emails? Gone. Important, critical updates? Those get through. 

“You can now specify which Google Chat and Gmail contacts you still want notifications from when your iOS device is in Focus mode,” explained Google. “This is useful in situations where you need to limit screen time, but don’t want to miss an important message when other notifications are silenced.” 

The importance of digital peace 

After the pandemic forced everyone to work from home, or at least partially work from home, getting some digital peace became very important. 

When there is no obvious boundary between the office and home environment, making sure that notifications don't get through during “you” time is vital. 

Managing notifications, especially on iOS before the latest update, was a bit of a pain. You either had to silence them all or dive into Settings every single time. 

Apple made the process a lot easier with iOS 15 and we really recommend setting up some different Focus profiles to get the ball rolling, especially if you don't have a work phone that can just be switched off. 

The set-up can be a bit of a faff, but once you get past that it's really simple – and perfect for keeping digital peace of mind without missing important updates. 

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Gmail on Android notifications are getting a whole new look that might divide users

Android users will soon be able to quickly see whether they have a notification from Google Chat or Spaces right from the status bar as a new update is now rolling out to Gmail.

As Hangouts will soon be replaced by Google Chat for Google Workspace users, the search giant has added new status bar icons that make it easier to differentiate between Google Chat and Spaces notifications.

Up until now, Google's messaging app Chat and its Slack and Microsoft Teams competitor Spaces have both used a filled-in message bubble with another one behind it as their status bar icon. This made it difficult for users to determine whether they had a message from a single co-worker or if someone had said something in a group chat.

Thankfully, this will no longer be the case once Google's latest update for Gmail becomes widely available.

New status bar icons

As spotted by 9to5Google, Gmail for Android is currently in the process of rolling out separate icons for both Chat and Spaces notifications.

The new Chat icon is a single message bubble that's outlined and has an empty interior while the new Spaces icon depicts three people next to each other. If either of these new icons look familiar, that is because they're currently being used on Google's email client for desktop.

While the new Google Chat icon makes sense, some users might be confused by the new Spaces icon at first since it looks more like a social networking app than a workplace chat app.

According to 9to5Google, the publication has only seen these new status bar icons appear on a single Android smartphone running Gmail version 2022.02.20. However, Google will likely roll them out to more Android devices soon.

Via 9to5Google

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Gmail on Android notifications are getting a whole new look that might divide users

Android users will soon be able to quickly see whether they have a notification from Google Chat or Spaces right from the status bar as a new update is now rolling out to Gmail.

As Hangouts will soon be replaced by Google Chat for Google Workspace users, the search giant has added new status bar icons that make it easier to differentiate between Google Chat and Spaces notifications.

Up until now, Google's messaging app Chat and its Slack and Microsoft Teams competitor Spaces have both used a filled-in message bubble with another one behind it as their status bar icon. This made it difficult for users to determine whether they had a message from a single co-worker or if someone had said something in a group chat.

Thankfully, this will no longer be the case once Google's latest update for Gmail becomes widely available.

New status bar icons

As spotted by 9to5Google, Gmail for Android is currently in the process of rolling out separate icons for both Chat and Spaces notifications.

The new Chat icon is a single message bubble that's outlined and has an empty interior while the new Spaces icon depicts three people next to each other. If either of these new icons look familiar, that is because they're currently being used on Google's email client for desktop.

While the new Google Chat icon makes sense, some users might be confused by the new Spaces icon at first since it looks more like a social networking app than a workplace chat app.

According to 9to5Google, the publication has only seen these new status bar icons appear on a single Android smartphone running Gmail version 2022.02.20. However, Google will likely roll them out to more Android devices soon.

Via 9to5Google

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Google Docs can now help write your Gmail messages for you

Google has added a new feature to its word processing software, Docs, that it hopes will make collaborating on important business emails easier than ever.

The office software will now offer a new email template that allows users to draft messages in Google Docs but also see how they would be portrayed as a Gmail email before sending.

Typing @email in the web version of Google Docs will now launch the new template, complete with subject lines, sender and cc fields, and body text box.

Google Docs and Gmail

Once launched, you can tag other Google Workspace users through their email addresses or user names, giving them the chance to review your work and collaborate on the message.

When finished, just click on the email button next to your draft message to see the text transformed into a Gmail compose window, where all the fields will be automatically populated based on your draft text.

Google Docs and Gmail email draft

(Image credit: Google)

The company said in its blog post that the feature has already begun rolling out to Google Docs web users, with the process due to be completed over the next few weeks.

The integration will be enabled by default, and is available to all Google Workspace customers, as well as legacy G Suite Basic and Business customers.

The feature looks to be part of Google's ongoing campaign to make online collaboration a smoother experience as more and more employees embrace hybrid working.

The company revealed its smart canvas initiative in 2021, helping tie together its range of workplace apps such as Gmail, Docs, Sheets and Slides.

Since then, it has also introduced automatically generated summaries in Google Docs, which provide a brief overview of the main points in a document. 

Google has also launched “smart chips“, where users can use @-mentions to tag for peoples, files and meetings, along with inserting additional items such as images, tables and templates.

This was expanded recently after the company launched additional smart chips or clickable objects that pull relevant information directly into the collaboration canvas. For instance, the new maps smart chip allows you to easily preview a Google Maps link directly in Docs.

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Google Docs can now help write your Gmail messages for you

Google has added a new feature to its word processing software, Docs, that it hopes will make collaborating on important business emails easier than ever.

The office software will now offer a new email template that allows users to draft messages in Google Docs but also see how they would be portrayed as a Gmail email before sending.

Typing @email in the web version of Google Docs will now launch the new template, complete with subject lines, sender and cc fields, and body text box.

Google Docs and Gmail

Once launched, you can tag other Google Workspace users through their email addresses or user names, giving them the chance to review your work and collaborate on the message.

When finished, just click on the email button next to your draft message to see the text transformed into a Gmail compose window, where all the fields will be automatically populated based on your draft text.

Google Docs and Gmail email draft

(Image credit: Google)

The company said in its blog post that the feature has already begun rolling out to Google Docs web users, with the process due to be completed over the next few weeks.

The integration will be enabled by default, and is available to all Google Workspace customers, as well as legacy G Suite Basic and Business customers.

The feature looks to be part of Google's ongoing campaign to make online collaboration a smoother experience as more and more employees embrace hybrid working.

The company revealed its smart canvas initiative in 2021, helping tie together its range of workplace apps such as Gmail, Docs, Sheets and Slides.

Since then, it has also introduced automatically generated summaries in Google Docs, which provide a brief overview of the main points in a document. 

Google has also launched “smart chips“, where users can use @-mentions to tag for peoples, files and meetings, along with inserting additional items such as images, tables and templates.

This was expanded recently after the company launched additional smart chips or clickable objects that pull relevant information directly into the collaboration canvas. For instance, the new maps smart chip allows you to easily preview a Google Maps link directly in Docs.

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