Zen computing: simplify with gmail. part 10 of 20

Tip 10: Check gmail with a dedicated mail client. If you must.

As you've seen in the previous 9 tips, you certainly don't need any sort of email program to take advantage of all gmail has to offer. Tasks, calendar, contacts, flags, 'folder' organization: all once the domain of a dedicated program like Outlook; all now can be done from within the gmail browser interface.

But there are still a few reasons why one would want a dedicated program like Outlook. It's possible, for example, that you will have a work email managed by an Exchange Server, use Outlook anyway, and now want to have just a single application for both work and personal emails

It is also possible that you are just darn comfortable with Outlook, and aren't ready to cut ties just yet.

Whatever the case, it is very easy to use Outlook (or other email clients) in harmony with a gmail account (and thus all the email accounts it can receive email from. How so? Just think of how you use Outlook in relationship with your Internet Service Provider's email right now. It's pretty much the same thing: you'll point Outlook to gmails servers, and away you go.

And there are actually two options: POP access and IMAP access (IMAP stands for Internet Message Access Protocol). IMAP is a newer, more flexible protocol than IMAP. It lets you syncronize email across multiple devices and email clients without having to transfer these messages back and forth between the client computer and the email server. POP (Post Office Protocol) uses a protocol that actually removes the mail from the server.

So while you can use POP I highly recommend using IMAP when configuring a dedicated client. Once you've made that call, it's time to set up an account for gmail. The steps will vary from program to program, so the best place I can send you for step-by-step instrcutions is here:

Configure your program for IMAP access.

Of course, I won't conclude without providing directions to POP setup as well:

Configure your program for POP access.

That should be it. And it's worth pointing out that there's really no need for a dedicated email client, as I mentioned in the first post called, "Outlook 2009 is here. Meet Gmail."

Speed up xp and vista: number 3 of 50

Tip One: Tweak the Index Service

Opinions abound about the Vista Indexing Service and whether or not it slows down system performance. Unfortunately, much of the discussion I’ve seen is anecdotal in nature, with some users reporting that Vista is speedier than XP, and others reporting that it is dog slow.

Personally, I like the Indexing Service. It helps quickly locate content on a Vista machine without a folder hierarchy doing the job for me. Just type what you're looking for and go. It's kinda like a desktop Google, and yes, I'm aware that Google has a similar desktop add-in.

But the Indexing Service (which is not mentioned anywhere on Microsoft's Vista website; a search produces results for outside webpages) is not something you add, as was the case with Windows XP and the Windows Desktop Search (whose full name is actually Windows Desktop Search with MSN Search Toolbar).

Instead, the Indexing Service is built into the Vista OS, and runs by default. For those who want to try out life without the Vista’s Indexing Service, here’s how to disable:

Method One:

1. Open the Control Panel and then choose ‘Uninstall a Program’ from the Programs grouping. Now, select ‘Turn Windows features on or off.’
2. From this dialog box, you can disable the Indexing Service

Method Two:

1. Disable the Windows Search service using the Services MMC snap-in. If you type ‘services’ into the Vista Start Menu, it should come up.
2. Locate the Windows Search service, then choose ‘Disabled’ as the startup type. You should also Stop the service for it to take immediate effect.

Method Three:

1. If you’d like more selecting control over the Indexing Options, open the Control Panel and locate the Indexing Options application (or you can type ‘index’ from the Start Menu – the Indexing Service should help you locate it in the list of Programs. Ironic, huh? From here, you can remove locations you use rarely, or remove all locations altogether.
2. It is also possible to disable indexing for a certain drive or enable it only for selected folders. You can do this by changing the Properties of a drive or folder (right click on drive letter in Windows Explorer).

You can always switch back later if you want.

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Zen computing: simplify with gmail. part 9 of 20

Tip 9: Check your gmail on the plane.

One of the nice things about a dedicated email client is that you can compose your emails and respond even when you're offline - which is just a jargon-based way to say "not connected to the Internet." (Granted, this inability not to connect is becoming less and less common.) And since gmail is an Internet-based email client, you can't check your email offline.

Until now. Gmail has recently introduced an Offline mode which makes it possible to handle already-downloaded email (and compose new ones) without an Internet connection.

The offline ability utilizes something called Gears, which is an open-source browser extension. Here's how it all shakes out, from google's offline documentation:

"With offline access enabled, youcan read messages, star and label them, and do all of the things you're used to when reading mail online. If you want to write a message, just click Compose Mail and write away. When you click Send, the message will go to your Outbox and will be sent automatically next time you connect."

In other words, it works pretty much like any other dedicated mail client like Outlook or Thunderbird or Apple Mail.

And enabling it couldn't be easier. Just click the 'offline' link from the top of your gmail page, should be right there next to your account name. You'll get a popup dialog that will take you throught the other click or two.

Next up: how to check gmail using a dedicated mail client (if you must). Be sure to subscribe to ensure the latest is delivered fresh to your doorstep.