Most email users should already be familiar with the tips offered at the Gmail blog. Here are the five tips posted at the website:

• Remember to sign out
• Be careful about sending certain sensitive information via email
• Enable “Always use HTTPS.”
• Be wary of unexpected attachments.
• Make sure your account recovery information is up-to-date

Two of the five tips (being suspicious of attachments and careful about sending out information) are valid for all email accounts no matter where they are hosted and whether they are accessed from a website or desktop email software. These programs on the other hand make the tips one and three unnecessary. The email recovery tip on the other hand makes sense for all Gmail users. Gmail offers an option to add another email address to the account which can be used to retrieve Gmail login information or retake an account after it has been hacked by an attacker.

Do you think those tips are sufficient to protect email accounts or would you add other tips to the list?

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Yahoo and Xoopit have now announced that they will discontinue the Xoopit services for Gmail, Facebook and basically any other service except for Yahoo Mail. Xoopit for Gmail and the Xoopit web service will be closing down on November 13. The Xoopit team has created a faq for Gmail and Xoopit users that is trying to address the most common questions.

Xoopit itself has been rebranded as the My Photos application in Yahoo Mail where it allows Yahoo Mail users to quickly look at all pictures that have been send to them. Additional features include photo uploading and sharing capabilities. The following video outlines the features that My Photos is offering to Yahoo Mail users.

The official reason for discontinuing support for Gmail is the following:

We’re sad to say goodbye to our users on Gmail but we know that we will not be able to keep investing in our Xoopit for Gmail product, and don’t want you to end up with a lousy experience.

Many users on the other hand suspect that it has more to do with the competition between Yahoo Mail and Gmail that the service is discontinued.

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The free software program Gmail Notifier is technically a desktop program that can check multiple Gmail accounts for new messages. It uses IMAP over SSL for the connection and can monitor up to five Gmail accounts whenever it is running.

Gmail Notifier furthermore offers the option to read the header and body of new messages unlike many other Gmail notifiers that only notify the user of new emails. The program will display a message count for every Gmail account that has been added and configured in the software program.

Emails can be marked as read or deleted as well and attachments are indicated to the user. Notifications are in place to inform the user when new emails have arrived in one of the accounts that are monitored by Gmail Notifier. It is possible to switch to the Gmail account immediately by holding the Ctrl key and clicking on the account. This will open the Gmail interface of the selected account in the default web browser.

Gmail Notifier should be compatible with most versions of Microsoft Windows. It was tested on a Windows XP SP3 test system.

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Gmail users did receive the notification of missed calls previously with the option to see who called, read the transcript of the message or visit a new page to listen to the message left by the caller.

This has now been changed by the Google developers. It is now possible to directly play the missed messages in Gmail. The new feature needs to be enabled in the labs section of Gmail. Locate the Google Voice player from the Gmail Labs tab under Settings and enable it.

A player to play the recorded message will appear directly under the message in the Gmail interface after activation. The feature will also sync the status with the Google Voice application so that the message will not be played again when checking for new Google Voice messages.

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A Yahoo Tech News article added some information about the Gmail outage which according to their information surfaced on Monday “wiping out e-mail to a small subset of users”. The outage that affected the majority of Gmail users started on Tuesday afternoon.

There is no word yet about the cause of the outage and if Google was able to recover the wiped emails of the users that were affected by the problem on Monday. Users who are still affected by the outage should be able to connect to Gmail using POP3 or SMTP connections.

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Gmail Tasks users can now easily send a task list by email which might be interesting for some users who want to notify another person of their task schedule. Sending out tasks by email will add all tasks in list format to a new email in Gmail. The email will also list the name of the task list. Notes and due dates on the other hand are not added to the email.

A question about the benefit of this method opposed to simply writing the tasks down in an email will surely come up. It would have made sense if notes and due dates were included in the Gmail tasks export but they are not. It might therefor be faster in some situations at least to write down the tasks manually instead of using the Gmail Tasks menu to export them. Some users who spend most of their day in Gmail might appreciate the new feature on the other hand.

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This will open the general settings window. A click on the Accounts and Import tab will display an Import Mails and Contacts button. Pressing this button will initiate the process. Gmail will ask for the email address and password during configuration.

The following email providers are supported by Gmail:

* aol.com
* aol.fr
* clear.net.nz
* cox.net
* comcast.net
* cs.com
* earthlink.net
* freenet.de
* freeserve.co.uk
* gmx.at
* gmx.ch
* gmx.de
* gmx.net
* hotmail.com
* hotmail.co.uk
* hotmail.de
* hotmail.fr
* Ihug.co.nz
* juno.com
* laposte.net
* live.com
* mail.ru
* msn.com
* netscape.com
* netzero.com
* neuf.fr
* optonline.net
* optusnet.com.au
* orange.fr
* orangehome.co.uk
* orcon.net.nz
* paradise.net.nz
* rr.com
* slingshot.co.nz
* sprint.ca
* sympatico.ca
* tiscali.co.uk
* verizon.net
* voila.fr
* wanadoo.co.uk
* wanadoo.fr
* web.de
* worldnet.att.net
* yahoo.com
* yahoo.co.uk
* yahoo.co.in
* yandex.ru

The import of the data usually takes about a week. It does depend largely on the amount of emails and contacts in the other email account.

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Webmail Notifier is without doubt one of the most popular Firefox email notification add-ons. It supports a wide variety of email services with some already build into the add-on and others available as userscripts.

Webmail services that can be configured right away include Google Mail (Gmail), Yahoo Mail or Live Mail (with msn, live and hotmail). Userscripts are available for GMX, Web.de, Lycos, Fastmail, QQ and Orkut among others.

New email accounts can be added in the options of the add-on after installation. The users only need to add the username and password of the email account.

Some options are available that include the frequency of email checks and if alerts should notify the user if new or unread emails have been received.

Userscripts can also be added in the options. Several userscripts to add new email providers are available at the developer’s homepage.

The Firefox add-on can be downloaded from the Mozilla website.

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It usually does not make much sense to hide the images for some contacts of the user like family members, business partners or friends. That’s why Google decided to change the way images are handled in Gmail slightly.

Gmail will now display images automatically if the account owner has send an email to the sender at least twice in the past. It should also be noted that the images will only be displayed if the email is send from an authenticated server such as Google Mail, Yahoo Mail or Windows Live Mail.

Every other email with images will be handled just like before. This new behavior can be changed in the Gmail settings so that images in emails are handled for all contacts like before. To do that click on the Settings link in the top right corner and locate the External content option in the General tab.

The default option should be “Always display external content (such as images) sent by trusted senders”. To revert to the old way simply select “Ask before displaying external content” instead and click on the Save Changes button to save the new setting.

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We have already seen that it is possible to use Gmail as a backup storage space for important files. The GPhotospace application adds another possibility. It makes it possible to create virtual photo albums in Gmail that can be shared with users. Sharing in this context means that the photo albums can be send to individual users which means they are send as an attachment. GPhotospace is provided as a Firefox add-on which offers another functionality. Users who are invited can use the GPhotospace add-on to view the galleries online as well.

Users who do not like to share their Gmail account data with another application might want to consider creating a secondary account just for that purpose. The application can be launched from the Tools menu in Firefox once the add-on has been installed. There is also a standalone desktop application for Windows that does not require the Firefox web browser.

The GPhotospace add-on offers a fool proof way of uploading photos to Gmail with the ability to invite other users to see them. It can also be used as photo backup storage although it might make more sense in this case to send the photos as attachments directly to the Google Mail account.

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Gmail, Google’s popular email service, has recently raised the attachment limit from 20 Megabytes to 25. This could be interesting for users who regularly send emails with large attachments but also for Gmail users who like to backup files by sending them to their Gmail account. The attachment limit is obviously working in both ways which means that it is possible to send emails with a size of up to 25 Megabytes but also to receive emails that stay below that limit.

The new Gmail attachment limit seems to be enabled on all Gmail accounts already unlike other changes to the email service that usually get rolled out over time. It should also be noted that users need to make sure that the recipients can retrieve emails of that size. It can happen that the email provider refuses these emails as they might be over the size limit of that email service.

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Probably one of the most comfortable ways of allowing users to set their own default mail client in Windows XP is the free and portable software program DefaultMail.

DefaultMail will automatically recognize the installed email clients and display them in a list. It is then up to the user to select on of these email clients and set it as the default email client. This change will only affect the currently logged in user and no one else.

There is no way of adding new email clients to the list of recognized clients which could be problematic if portable email clients are used by the user. It is also not possible to add online email services such as Gmail or Yahoo Mail to the program. The software can also be used to undo previous changes. DefaultMail (via JK Web) is a portable software for the Windows XP operating system.

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A Twitter module will then be displayed in the Gmail sidebar on the left side showing the last Twitter messages which are divided into the default view, replies, directs, favorites and everyone. A click on each tab loads the contents on the same page. It is furthermore possible to display the contents of Twitter Gadget in the main pane of Gmail which gives the user much more space to work with.

It is possible to submit new Twitter messages from the sidebar gadget or the main window easily. Many elements of the gadget can be changed in the options. This ranges from the gadget’s size to the color scheme and various functional options like displaying thumbnails or sources.

Advanced users can control almost every aspect of the gadget with keyboard shortcuts. They allow the user to refresh the contents, switch tabs, view profile statistics or search more effectively. Twitter Gadget is not only available as a Gmail gadget but also as a bookmarklet, Google Browser app, iGoogle application, Prism application and direct application.

Users who work with Gmail and Twitter 24/7 might find the Twitter Gadget to be the toy they need to work more efficiently.

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Other than that, though, Gmail had a ton to offer – integration with my Google Calendar, the ability to send and receive emails from a number of different accounts, and ubiquitous access to my updated email inbox from any computer.

My ultimate solution has been not one or the other, desktop or web-based, but both. Gmail is still my hub for email, but when I’m at my own computer, I’m in Thunderbird, Mozilla’s fantastic and free desktop email client. Thanks to five great add-ons, Thunderbird is able to capture almost all of the features of of Web-based Gmail, and add a couple of capabilities of its own.

Lightning/Provider for Google Calendar

One of the great things about Gmail is that, through Gmail Labs, you can put your calendar right in the sidebar next to your email. Adding and viewing calendar events is easy, and Gmail even tries to guess when someone suggests an event for you by email, and lets you put it automatically in your calendar.

All this can be replicated, and in my opinion improved, by using a couple great Thunderbird add-ons. The first is Lightning, which adds a calendar into Thunderbird, making it more of a personal information manager than just an email client. Then, by installing Provider for Google Calendar, you’ll be able to sync your Lightning calendar back and forth with Google Calendar. That way, it’s always available online, but looks and feels just like a desktop calendar within Thunderbird.

Zindus

Zindus is basically just like Lightning, but for your Google contacts. Zindus automatically syncs your Google contacts with your Thunderbird contacts, and any added or edited contacts are automatically synced to both.

Zindus is great, because it both keeps a backup of your contacts online and off, and because it means you’ve always got your contacts available to you in your application of choice.

Nostalgy

One of the fantastic things about Gmail is how easy it is to plow through your inbox – tons of great keyboard shortcuts and useful buttons let you deal with every email quickly and easily. Nostalgy, a favorite Thunderbird add-on of mine, adds much of the same to Gmail.

Using a few choice keyboard shortcuts, Nostalgy lets you move items between folders, go to folders, show and hide messages and folders, and even search through your email. You can create your own rules and scripts, to be executed by triggers in the email itself, or by a given keystroke. With Nostalgy, you can go through your Thunderbird inbox every bit as fast as in Gmail.

GmailUI

GmailUI is much like Nostalgy, in that it adds some of what makes Gmail so great into Thunderbird – the navigation shortcuts. For instance, GmailUI makes it easy to archive email in a single keystroke – which is notably missing in the normal Thunderbird interface.

GmailUI also creates shortcuts to move between messages, search in one click, and even improve Thunderbird’s ability to search using things like “to:David Pierce” to find what you’re looking for even faster.

Signature Switch

As I mentioned at the beginning, one of my favorite things about Gmail is that it handles multiple identities well – I can use personal, work, and blogging email seamlessly all within Gmail. Using a Thunderbird extension called Signature Switch, and a little known feature within Thunderbird itself, Thunderbird does the multiple identity thing even better.

First, go to “Tools”,”Account Settings” within Thunderbird. On the right side of that window, click “Manage Identities.” There you can add as many other emails as you want – Thunderbird lets you send emails from a number of different addresses, all within the same account.

The Signature Switch extension lets you create a number of different signatures for your emails, and then insert whichever one you want into your emails. It’s a simple extension, but actually handles multiple signatures for multiple addresses better than Gmail itself.

There’s something special about a desktop email application for me – I like the reading pane, I like the look and feel of the apps. The ubiquity of Web email, though, can’t be ignored. Using these extensions, I get the best of both worlds – all the goodness of Gmail in Thunderbird, and all my email and data is up-to-date in Gmail when I’m away from my computer.

What do you use for email? Thunderbird, Gmail, something else?

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Interested users find the email import option in the Gmail account settings. The second link is displaying as Accounts for users who have not had this new email import feature enabled and as Accounts and Import for those who have.

Gmail users have to provide account login data of the email service that they want to import into Gmail. Options that are provided allow the user to import emails and contacts, add a label to all imported mails and to enable email imports for the next 30 days.

Being able to import emails into Gmail is another feature of Gmail that is poised to become popular as soon as it is activated for most Gmail accounts.

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One of the main problems users of the Gmail web interface face is that there is not a good way to switch accounts or log into two accounts at the same time. The second problem can easily be fixed with the privacy modes that most web browsers come with (or plan to implement). Privacy mode work independently from the rest of the Internet browser which means that it can be used to log into Gmail separately.

The Greasemonkey script Google Account Multi-Login is another possibility. While it does not offer simultaneous gmail logins it provides an easier way to switch between gmail accounts directly in the web interface.

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Single emails can be forwarded to the new email account but what about mailboxes with hundreds of mails? Enter gExodus, a standalone program for the Windows operating system that can import email mailboxes into Google Mail. The program supports the mbox format which is supported by many desktop email clients like Mozilla Thunderbird but not Microsoft Outlook or Outlook Express. The easiest solution for Outlook users is therefor to install Thunderbird and import the email first into this email client before importing them into Gmail. Another possibility is to use the DBX to MBOX converter, a command line utility that has been created for that purpose.

The email importer itself is a portable software program. The email address and mbox file have to be added to the program by the user. An option is to add a label to the import to make it distinguishable from the rest of the emails in the Gmail inbox. It might also be required to change the default Gmail mail server to another one. A click on MX lookup for Gmail will open a website that is listing several Gmail smtp servers.

Each email is imported individually by the software program afterwards. The process can take quite some time as it takes between 10-20 seconds to transfer one email to Gmail.

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One of the most interesting features is the archive function. Gmail UI adds the archive function of Gmail to Thunderbird. The user selects a folder name for the archive that can be used on account basis which would mean that the folder had to exist under every user account or one global archive folder which obviously only has to be selected once. The keyboard shortcut [Y] moves selected emails from the current folder directly into the archive folder.

That’s however not the only feature that has been ported over. It is possible to move messages up and down with the [J] and [K] keys, mark emails as junk with [Ctrl J] or focus on the quick search bar with [/]. Expressions are added to the quick search bar which mimics the search expressions in Gmail. Some basic examples would be to enter terms like from:paul, to:mike or f:bob t:dave s:help.

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You can enable this is the labs settings in your account, and once you do, you should see some suggestions come up. For me this didn’t work perfectly because I actually rarely email groups, let alone more groups. If you use email mostly for client-to-client work you probably won’t find this too useful, but in an office-like work environment this could be really handy.

For myself I’d rather like a better contact management system instead, something better integrated with the compose screen, maybe once that can read your first line and decide on the recipient. You could tell Gmail that if you begin a letter with “Hi Daniel” you want to send an email to me. Based on names this could be automated to some extent too. Do you have any contact feature suggestions for Gmail you’d love to see?

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Google Mail is without doubt one of the most popular online email services. What makes it so interesting is not only the functionality that it provides out of the box but also its extensibility. The following article contains all the tools and tips needed to make you a Gmail pro. It contains the best Firefox extensions, Greasemonkey scripts, desktop tools as well as how tos and other tips that will increase the functionality of Gmail immensely.

Firefox add-ons:

Better Gmail – Compilation of some of the best Greasemonkey scripts for Gmail compiled as a Firefox add-on.

Cookie Swap – Manage multiple Gmail accounts at once with this Firefox add-on.

DragDropUpload – Drop files into attachment boxes easily.

Email This – Emails the current title, highlighted text and link of the active page using email applications like Gmail.

Email Yourself – Use this Firefox add-on to email information about the current webpage to yourself.

GContactSync – Synchronizes the contacts between Gmail and Thundebird.

Gmail Ad Blocker – Removes the ads that are shown in the Gmail interface to make more room for your messages.

Gmail Agenda – Integrates Google Calendar into Gmail.

Gmail Checker – Checks for new emails automatically in Firefox.

Gmail Contact Book – Easily pick contacts when writing mails in Gmail.

Gmail Manager – Manage multiple Gmail accounts and display new mail notifications.

Gmail Notifier – Will monitor a single or multiple Gmail accounts from within Firefox. Displays information such as unread email messages in the status bar.

Gmail Redesigned – A complete new CSS stylesheet for Gmail that changes the look and feel of the website.

Gmail S/Mime – Makes it possible to send and receive signed and encrypted emails in Gmail.

Gmail Signatures – Automatically inserts HTML signatures in Gmail messages based on the address the emails get send from.

Gmail Skins – Change the color of the skin of the Gmail website.

GTD Inbox – Increase the productivity and manageability of Gmail with this Getting Things Done add-on.

Integrated Gmail – Makes it possible to display other Google services like Google Calendar or Reader directly in Gmail.

Bookmarklets:

gCompose – Will display the new mail dialog when pressing the bookmarklet’s button.

Gmail Search Bookmarks – Save searches with this bookmarklet.

Gmail This – Button to email the current page using Gmail.

Multiple Gmail Signatures – Create and use multiple signatures in Gmail.

Greasemonkey:

Always Show CC Field – Will always display the CC and BCC fields in Gmail.

Attachment Reminder – reminds you of an attachment based on words used in the email.

Gmail + Reader Integrator – Integrates Gmail and Google Reader.

Gmail Attachment Icons – Adds bigger and better attachment icons to Gmail

Gmail Emoticons – Adds emoticons to Gmail.

Gmail Filter Assistant – Ads an advanced filter management module to Gmail.

Gmail Macros – Adds extra keyboard shortcuts and macros.

Gmail Persistent Search – Save and access previous searches in Gmail.

Gmail Preview Bubbles – Preview a message without opening it.

Gmail Right-Click – Adds a right-click menu to Gmail to navigate the website faster and more comfortably.

Gmail Spam Count Hide – Hides the spam count in Gmail.

Gmail Super Clean – Provides a cleaner interface for Gmail.

Gmail To – Forces all mailto links to use Gmail.

Gmail Unread Message Count In Favicon – Display the unread message count of your Gmail account in the Gmail favicon.

Google Account Multi-Login – log into multiple accounts at the same time.

One Click Conversations For Gmail – Access conversations with one click.

Desktop Applications:

Blogsigs – For Webmasters: Add the title of your latest blog post in your email signature.

Gdisk (MAC) – Turns the Gmail account into a portable hard drive on the computer.

Gmail Assistant – A notifier for multiple Gmail accounts with many options.

Gmail Backup – Explains how to backup all mails of a Gmail account locally.

Gmail FS (Linux) – Add Gmail as a hard drive in the Linux operating system.

Gmail Mobile – Mobile application for Gmail.

Gmail Todo – Quickly Add ToDo’s to the Gmail account.

GMDesk – Run Gmail, Google Calendar, Google Docs and Google Maps as standalone applications.

Google Email Uploader – Upload emails to Gmail.

Google Mailbox Loader – Import mailboxes into Gmail.

GPhotospace – Use Gmail as a online storage space for your photos.

GSN SMS Notifier – Send SMS when new mail arrives.

GTray – Display notifications of new email messages in the system tray.

KCheckGmail (Linux) – System Tray application for Linux KDE.

Mailstore Home – Backup Your email using this email backup software.

You’ve got Gmail (Trillian) – Adds new mail notifications to Trillian.

Tips:

11 Power Tips For Gmail – A collection of 11 tips for Google Mail.

Add Gmail Tasks To Your Firefox Sidebar – Explains how to add Gmail tasks to the Firefox Sidebar.

Edit Gmail Contacts From Chat List – It is far easier and faster to edit the Gmail contacts from the chat list.

Force Gmail to Always use Secure Connection – Forces Gmail to always use a https connection.

How To Read Mail Without Touching Your Mouse – It is possible to use Gmail without using the mouse at all.

Mark All Unread Mail As Read – Explains how to mark all unread mail in Gmail as read.

Ten Gmail Labs Features You Should Enable – A list of ten experimental features that can be activated in Gmail.

Top 10 Gmail Tips And Hacks – Ten excellent Gmail tips.

Watch Videos right in Gmail Chat – Watch videos that have been posted in Gmail chat in the same window.

What To Do If You Cannot Access Your Gmail Account – A collection of tips that explain what a user can do if he cannot access Gmail anymore.

How To:

Access Gmail From Thunderbird – How to configure Thunderbird to work with Gmail

Access Your Gmail Inbox With Python – How to access the inbox with a python script.

Analyze Mail Usage With Mail Trends – How to analyze mail usage over time.

Archive Mail On The iPhone – Explains how to backup mails on the iPhone.

Attach and Send Any File Type with Gmail – How to send blocked file types with Gmail.

Backup Gmail In Linux – A four step guide on how to backup Gmail in Linux.

Build Advanced Gmail Filters – How to create and use advanced Gmail filters.

Compose Gmail Messages With Launchy – Using the launcher Launchy to compose Gmail messages.

Create A Feed For Unread Gmail Messages – Use RSS Feeds For Unread Messages.

Export And Backup Emails From Outlook To Gmail – How to export email messages from Microsoft Outlook To Gmail.

Fast PDF Viewing in Gmail – How to view PDFs right in the browser.

How To Setup Gmail In External Mail Clients Properly – Explains how to setup Gmail in external mail applications like Mozilla Thunderbird or Microsoft Outlook.

Import Contacts From Hotmail – How to import Hotmail contacts into Gmail.

Import Emails Into Gmail – How to import desktop emails into Gmail.

Manage All Email Accounts With Gmail – Guide for users with multiple email accounts.

Set Gmail As The Default Mail Client – How to set Gmail as the default mail client in Firefox 3.

Send SMS Text Messages – How To send SMS messages with Gmail.

Use Gmail As A Drive In Windows – Configure Gmail to Appear as a normal drive letter in Windows.

Use IMAP in Gmail – Explains how to use Gmail over IMAP.

Work With Attachments – Work with attachments in Gmail.

Misc:

Gmail Mobile - Access Gmail from a mobile phone.

Gmail Productivity Tips – Three productivity tips for Gmail.

Gmail Shortcut List – List of Gmail Shortcuts.

Gmail Shortcuts – How to use shortcuts for Gmail shortcuts.

Gmail Stickers – Get some Gmail stickers for your computer keyboard from Google for the price of a return stamp.

How To Make a Physical Gmail Notifier – Create a new gadget that will tell you if new mail has arrived in the Gmail inbox.

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