AI note-taking applications are increasingly used by workers to record meetings, generate conversation summaries and suggest post-meeting action items. 

Along with the promised productivity benefits — enabling users to focus on meetings rather than actively taking notes — the emergence of these AI tools has raised privacy questions, particularly around obtaining prior consent by meeting participants for their use. Those concerns, in turn, have prompted a spate of lawsuits against software vendors that sell AI notetaking tools.

In some ways, the underlying questions are not new: It’s long been possible to record a phone call with a dictaphone, and laws around surreptitious recording have been around for decades. Yet widespread access to AI notetakers via desktop or smartphone apps means that it’s easier than ever to record a conversation for future reference. 

Among the thorny questions arising from the technology’s use: what happens to conversation data sent to a software vendor’s servers for processing? Are the recording and transcript used to train those vendors’ AI models, for example, or create biometric voiceprints? Those practices are among the issues being considered in US courts. 

Otter, which claims to have 35 million users, was subject to a class-action complaint in a federal court in California last year. That complaint accused Otter of recording individuals without consent and using their voices to train its speech recognition AI tools. Last month, a judge rejected Otter’s attempt to dismiss the main claims, though the scope of the case was narrowed.

A lawsuit filed against another vendor, Fireflies, in an Illinois court late last year, alleges the company collects and stores biometric voiceprints without user consent, in violation of the Illinois Biometric Information Privacy Act (BIPA). Fireflies claims to have more than 20 million individuals and 1 million organizations as customers.

Earlier this year, a class-action complaint in a Washington court claimed that a live transcription feature in Microsoft’s Teams collaboration application also violates BIPA by collecting biometric data without consent. 

And most recently, a complaint alleged that Granola, a well-funded startup, designed its product to be used without the knowledge of all meeting participants, in violation of the Electronic Communications Privacy Act (ECPA). That complaint also claims Granola trains its AI models on conversation data without consent. 

None of these cases has yet been resolved, and it’s unclear whether any of the vendors broke the law in the design and delivery of their products and services. But the lawsuits highlight considerations for businesses that allow the use of AI notetakers, both in terms of prior consent for recordings and understanding how conversation data is handled.

More broadly, the lawsuits raise questions about how existing privacy and consent rules apply to new technologies that make it easier to record others, whether through AI note-taking apps, smartglasses, or other recording devices.

Computerworld spoke with Brian McGinnis, partner at law firm Barnes & Thornburg and a founding member and co-chair of the firm’s Data Security and Privacy Law practice group, about the focus of the lawsuits, potential outcomes, and how businesses can deploy AI notetaking apps safely.

Several cases have already been brought against popular AI note-taking apps. What are some of the main commonalities between these? Which laws are the vendors accused of breaching? “The common allegation is that these companies capture communications of people who did not agree to the recording or receive adequate notice. Some of the lawsuits also allege that meeting data is used to train AI models and that consent cannot meaningfully be withdrawn once the data has been processed.

“There are various federal and state claims. You’ve got the Electronic Communications Privacy Act, a federal wiretapping statute. As a general matter, the Electronic Communications Privacy Act permits an interception when one party consents, subject to statutory exceptions and questions about whether the technology constitutes an unlawful interception or third-party eavesdropping. In other words, if you, as the user, provide consent, you can be on a meeting with 20 other people and it’s deemed to be sufficient; you don’t necessarily need to get the consent of other people. 

“But California and a minority of other states are what we call ‘two-party consent’ states, meaning each individual on the call has to give consent; it’s not sufficient for you as the person who turns the notetaker on to provide the consent — you also have to get the consent of others that are being recorded. There are state laws around that.

“There’s a law called CIPA, the California Invasion of Privacy Act, that’s being utilized in this context.  We see a lot of suits being brought under that law — it’s a wiretapping statute designed for telephone wiretapping that’s now being applied to the internet.”

What about the use of biometric data? “A growing number of states regulate biometric data, with Illinois’ BIPA being particularly prominent because it provides a private right of action. This means an individual can sue a company for violation of the law.  

“That law covers biometric information. With an audio recording or recording of ‘dumb’ video that isn’t running any algorithms, you’re not necessarily collecting any biometrics. But when you start identifying people, you’re recording things like faceprints or voiceprints, which are in the definition of biometric information within the statute. Now you’re not only collecting personal information, but also biometric information, which is considered very sensitive and much more highly regulated. 

“Then you’ve got the private right of action that goes against it. Part of the argument here is that recordings taken by the AI notetakers can be used to produce some form of biometric information, such as a voiceprint.  

“We’ve seen a lot of cases, and a lot of changes in industry as a result of this law. Shutterfly had a famous case about scanning for people’s faces and things like that in Illinois that changed the photo storage and processing industry a little bit. 

“A lot of companies stay out of Illinois to avoid this law specifically. But a customer organization might not know exactly who’s in a meeting and where a person is located at the time of the meeting. So, you need to either follow that law and get individual consent, or stay out of states with biometric laws if you want to use some of these tools. 

“It’s just a further challenge for these applications if the goal is to be used as much as possible with as little detection as possible.”

What are some of the potential outcomes for these cases? “I think it’d be unlikely to get an outright ban, absent passing some kind of new law that says these tools are per se illegal for use. It’s much more likely the outcome will require some changes and controls over the way that they get used. The clearest case would be some kind of a pop-up notice: ‘Hey, this meeting’s being recorded, here’s who it is, here’s their privacy policy, here’s their terms of service – do you consent to it?’ And getting opt-in consent from anybody who wants to be recorded. 

“The notion that only one person in the meeting has to say it’s okay and you can just automatically record everybody else, I think that’s probably at risk, and could potentially be replaced with a standard that requires everybody to consent before it’s considered legal.

“But the newer —and more interesting — wave of these is the Granola case, where part of its marketing is that people aren’t aware that it’s there. The Granola complaint alleges that the product was designed to operate without alerting other participants. It’s possible that kind of activity could result in a decision that would ultimately ban it outright. In other words, that it’s illegal to utilize these tools if you aren’t providing notice to everybody and/or aren’t getting consent from everyone on the call. That’s a possible outcome that we could see.

“To me, that’s interesting when you think beyond AI note-taking and into the broader world, with conversations around, like, Meta Glasses, or any of these kinds of AI wearables. Granola in particular has an Apple Watch app, and there are other wearable or physical devices — there’s one [Plaud Note] that sticks on the back of your phone and is essentially an always-on recording device. 

“With these devices, you’re going from an online meeting where you can provide notice and there’s a structure to obtain consent, to walking down the sidewalk and recording people and casual conversations. Maybe it’s somebody you’re having a conversation with, maybe it’s somebody at the table next to you in the coffee shop that you have no relationship with whatsoever — what are the laws around consent and notice in those cases, where there’s no digital interface to put that up in front of people? Do you have to go around with a pad of paper and a pen and get people to sign consent to use these things? Do you have to physically tell them?

“Those are the more interesting conversations that this line of cases is just at the beginning of helping us get some answers on. In other words; how do you get consent? How do you provide notice in a world where we don’t have documents or screens in front of us to easily handle that? Those are interesting questions that the law will have to figure out here.”

These tools are increasingly used in the workplace. How can businesses be sure they deploy the technologies safely? “We’re getting a lot of questions from our clients about this topic, because they’re really unsure and uncertain of how to handle these tools.

“Obviously, there’s a push for broad use of AI within their companies, for productivity increases within their company. People like the tools; they want to be able to use them. But then we also hear a lot of stories about ‘I jumped on a meeting; I didn’t even know it was being recorded, then I got an email afterward with a transcript of it,’ and ‘half of what it recorded wasn’t actually what I said, or it was interpreted incorrectly’ — things like that. So there’s a lot of consternation amongst our clients about the people within their organizations using it. 

“I can’t tell clients definitively that they’re legal as they are; there are ways to use this legally and safely that aren’t going to get your organization sued, but you probably have to do some things that are beyond what’s provided ‘out of the box’ by the software providers. 

“With Granola, for example, my understanding is that certain notice features may not be enabled by default. You can turn on video or audio watermarking, and you can turn on the notice that pops up in these things, but I think it ships without those features enabled. That puts the responsibility on the individual user to determine and then implement their own legal privacy and legal compliance mechanisms using their settings.

“You really have to play to the most stringent state’s law. I would advise a company that, to decrease your chances of getting in trouble for use of these tools, you need to obtain consent of all parties on the call. You can do that verbally, as well; written is even better. 

“Then it’s about having an internal AI note-taking policy. Think of a BYOD policy, which all these companies have, or an AI usage policy — this could be part of that policy, or a standalone policy: ‘Here’s how our organization thinks about these tools:  you can only use these approved tools and, if you’re going to use them, you have to turn on these features. You have to get consent from everyone. Here are limits on what you can do with the output of those transcripts or recordings.’ 

“If you set all that up and do the compliance and governance work, I think you can use these tools and most likely stay on the right side of the law. Certainly, the law doesn’t prevent consenting adults from consenting to the use of these kinds of tools.  

“But the further you get away from that written consent standard, the more problematic it becomes. If you just want to go to a notice standard and not obtain actual opt-in consent, or, even worse, if you want to try and do this without anybody knowing, that potentially could get challenged.”

By now, you probably know my stance on Gemini and other generative AI gobbledegook — right?

In short: It’s an insanely powerful form of technology (obviously). But it’s also wildly inaccurate and ineffective as an all-purpose answer engine, and by cramming it into every last nook and cranny, Google is doing a serious disservice to its users — and to itself.

That being said, generative AI can be incredibly useful. The key is simply to frame it as a purpose-specific tool for the right type of limited task as opposed to treating it as the end-all answer for everything, as most tech players seem overly eager to do these days.

Here in the land of Android, I’m always looking for purpose-specific ways Gemini can make our lives easier. Over time, I’ve found those ideas often aren’t the big headline-making features Google and other tech companies market but rather random little off-the-beaten-path possibilities that rarely get emphasized.

Today, I’ve got a new Gemini Android advantage for you to explore — another one that I’ve never seen advertised anywhere but that works brilliantly well and solves a long-standing limitation of our modern mobile gizmos.

It’ll take you all of a minute to master and cost you precisely $0 to pull off. Ready?

[Get next-level knowledge in your inbox with my free Android Intelligence newsletter — one useful new thing to try every Friday, straight from me to ye.]

Gemini’s custom sound advantage

This Gemini-provided power-up very much follows the path of thinking about AI as a limited, purpose-specific tool for a narrow task — the exact sort of area where AI excels.

I won’t keep you waiting: Gemini, as I discovered whilst poking around within it recently, is really good at generating unique, custom ringtones and notification sounds based on your personal preferences and specifications.

It almost seems obvious, once you think about it. But I sure hadn’t thought about it up until now — and I suspect most other folks haven’t, either.

The advantage here goes beyond just superficial silliness, too: By creating your own custom ringtones and notification noises, you can know exactly what event your phone is alerting you to within a split second of hearing the associated sound — without having to rely on the same limited and often underwhelming pool of default options that everyone else uses (or, worse yet, having to lean on shady, ad-ridden “ringtone apps” to find mediocre alternatives). That means you’ll know within a heartbeat when your boss or an especially important client is calling or if an incoming call is a random unknown number.

On the notification front, you can create a specific, memorable sound to accompany a new message in an important work-related Slack channel and a different distinctive sound for a high-priority email. They’ll all be sounds that you make and identity with and that no one else in the world uses. That’s pretty powerful.

And creating these custom sounds couldn’t be much easier, either, once you realize it’s possible:

First, just fire up Gemini on your phone (or on any device you’re using) and tell it what you want. So, for instance…

• Create a soft, subtle ringtone that’s reminiscent of an old office phone sound.
• Create a ringtone that sounds like an 8-bit version of The Final Countdown.
• Create a one-second high-pitched notification sound that brings to mind the Super Mario Bros theme song.
• Create a short notification sound that mimics the Back to the Future time circuits noise.
• Create a notification sound that sounds like a robot saying “ALERT, ALERT!”

The only limit is your imagination. And if you’re not feeling especially imaginative, you can even ask Gemini to give you a list of ideas for distinctive, memorable ringtones or notification sounds based on geeky nostalgia, 80s pop-metal, or whatever it is that tickles your fancy.

Once you’ve sent a request, Gemini will — somewhat confusingly — spit back a big honkin’ block of HTML code. This is because, for reasons unknown, the system can’t or won’t just provide a sound file directly. Go figure.

But from there, it’s just one more quick step to get the file you need: Click or tap the copy icon in the upper-right corner of that code block — the icon that looks kinda like two stacked, rounded rectangles — to copy the entire chunk of code onto your system clipboard.

Then open up your browser and go to the website JSFiddle.net. It’s a well-known, long-standing tool for running code like HTML right in your browser and seeing the result, and it works entirely in the browser and without any downloads or special permissions required.

Tap or click into the “HTML” field, then paste in the code from your clipboard (by long-pressing any open space, on Android, and selecting “Paste” from the menu that appears). Click or tap the “Run” button, and — ta-da: You’ll see a player to listen to your custom Gemini-generated sound and a button to download it.

Provided you like what you hear, hit the button to download the file, then head into the Sound section of your Android system settings to save it and make it available for applying as any kind of alert or ringtone. The exact steps for doing that will vary from one type of Android device to another, but on a Pixel or another phone that follows Google’s core Android interface, you’ll tap on either “Ringtone” or “Notification,” then tap “My Sounds” and tap the plus icon to import your own custom file from your phone’s local storage.

On a Samsung device, you’ll start the same way but look for the plus icon within the “Ringtone” section of the settings, then tap the “Folders” tab to find your locally downloaded files. Samsung doesn’t make it easy to add in your own custom notification sounds, annoyingly, so what you’ll have to do is open up the Google Files app, find the file you downloaded in your “Downloads” folder, then tap the three-dot icon alongside it to copy it to the folder called “Notifications.” Once the file is in that folder, it should show up as a notification noise option within the Samsung Android settings.

And remember: You can use Android’s notification channels to set specific sounds to be used for different types of alerts, even within a single app — and you can use the Google Contacts app to set custom ringtones for different people, too.

With Gemini as your personal composer, you’ll never be stuck with generic overused sounds again — and you’ll always know exactly what’s happening from the first note of whatever noise you hear.

Keep the experience-enhancing wisdom coming with my free Android Intelligence newsletter. One new useful trick in your inbox every Friday!

Swiss authorities have launched a pilot project to determine whether it is possible to replace Microsoft 365 with similar open-source services, RTS reports. This follows a proof-of-concept project in which 172 civil servants tested the German open-source platform openDesk.

According to Matthias Stürmer, a professor at the University of Bern, there are three main reasons for the switch: to reduce dependence on US services, to improve operational reliability, and to reduce costs.

In the first phase, the migration involves 3,000 computers, which corresponds to 7% of Switzerland’s federal workforce. The government has more than 54,000 workstations in operation. The pilot will prioritize employees who have access to highly sensitive data, according to RTS.

A move by the Swiss Armed Forces from Microsoft 365 to openDesk is already underway, with that migration expected to be completed in October, It’s FOSS reports.

Switzerland’s move is part of a larger ‘digital sovereignty’ effort in the European Union that aims to retain local control over data, applications, and infrastructure. In January, lawmakers directed the European Commission to map critical technology dependencies and then develop policies to reduce reliance on foreign providers.

This article originally appeared on Computer Sweden.

More on the EU’s digital sovereignty push:

• European tech leaders advise caution on tech sovereignty drive
• EuroStack: Europe’s path to digital independence?
• US orders diplomats to push back on data sovereignty

A phishing-as-a-service operation targeting Microsoft 365 users has harvested thousands of session cookies that could be used to hijack authenticated sessions after victims complete multifactor authentication, CloudSEK said.

The cybersecurity firm said in a report that it uncovered the operation, known as BigBear 2.0, in June after gaining access to its administrative panel.

The panel contained 5,137 credential records linked to 461 targeted organizations across more than 40 countries. CloudSEK also reported 4,148 captured session cookies and 1,032 plaintext passwords. The firm said 474 records showed completed logins in which attackers captured the authenticated session created after MFA.

BigBear 2.0 is built on Evilginx2, a framework that places an attacker-controlled reverse proxy between the victim and Microsoft’s legitimate authentication service. The victim signs in through the proxied page and completes MFA as usual. Once Microsoft issues an authenticated session cookie, the phishing infrastructure can intercept it and allow the attacker to reuse the session without completing the authentication process again.

The operation also uses residential proxies selected according to the victim’s country, which can make malicious authentication traffic appear geographically consistent with the user. CloudSEK said this technique can weaken location-based checks used in Conditional Access policies.

Researchers also found custom code designed to disable FIDO2/WebAuthn authentication on the phishing pages, potentially steering users toward weaker, phishable authentication methods.

CloudSEK described BigBear 2.0 as a multi-user service with at least five identified affiliate operators. The company said it observed 42 virtual private server (VPS) nodes over the campaign, with 26 deleted from the panel since late July.

IT services and managed service providers accounted for 151 of the organizations identified by CloudSEK, making them the most heavily represented sector in its data. Such organizations can present especially valuable targets because employees may hold privileged access to customer environments and administrative systems.

Session theft moves into the mainstream

The significance of BigBear 2.0 is not just its ability to capture authenticated sessions after MFA, but the way it packages techniques once associated with more skilled attackers into a service that can be used at scale, said Keith Prabhu, founder and CEO of Confidis.

The underlying technique is not new, said Akshat Tyagi, associate practice leader at HFS Research. “What BigBear 2.0 changes is accessibility and scale,” Tyagi said. “It packages AiTM phishing, residential proxies and automated cookie replay into a service that lowers the expertise needed to run these attacks.”

That shift means enterprises need to think beyond protecting the authentication event itself, he said, because a captured session may give an attacker access to Microsoft 365 without another password or MFA challenge.

Prabhu added that successful MFA should no longer be treated as proof that an account or session remains secure.

Session cookies and access and refresh tokens should be treated as high-value authentication material rather than technical artifacts behind the password, said Sakshi Grover, senior research manager for cybersecurity products and services at IDC Asia Pacific.

The risk, she said, is that many enterprise controls are still geared toward detecting credential theft rather than the hijacking of an already authenticated session.

Phishing-resistant authentication becomes critical

OTP, SMS, and push-based MFA should not be relied on as standalone defenses against this type of attack, Tyagi said, because the attacker can allow the legitimate user to complete authentication before stealing the resulting session.

Tyagi said enterprises should enforce phishing-resistant authentication such as FIDO2/WebAuthn passkeys rather than merely making it available alongside weaker alternatives. Prabhu pointed to Windows Hello for Business and certificate-based authentication as additional options, with stronger methods enforced through Conditional Access authentication strengths.

Grover said organizations should also use Continuous Access Evaluation and token protection where Microsoft 365 supports them, but cautioned against treating token protection as a complete solution because coverage varies across platforms, clients and workloads.

The problem is also operational, Grover said. Identity and access tools are not always sufficiently integrated with security operations or SIEM platforms, leaving potentially useful identity signals disconnected from the analysts responsible for detecting attacks.

Password resets are not enough

“Treat the event as an active session compromise, not merely a stolen-password incident,” Prabhu said.

He recommended disabling or containing the affected account, revoking Entra sign-in sessions and refresh tokens, and forcing reauthentication. Incident responders should then examine Microsoft 365 logs for evidence of mailbox access, malicious inbox rules, unusual OAuth consent, newly registered MFA devices, privilege changes, and access to other cloud applications.

Tyagi cautioned that IP location may provide limited reassurance in such investigations because residential proxies can make attacker activity appear geographically consistent with the legitimate user. Responders should instead focus on reconstructing what occurred during the compromised session, he said.

Investigators should also determine whether the stolen session was used to reach other employees, customers, or external contacts, Prabhu added.

Grover said organizations should also include session hijacking in tabletop exercises, testing how identity, security operations, messaging, and cloud teams would coordinate during an authenticated-session compromise. Such exercises can expose gaps that may not emerge in simulations centered on conventional credential theft or ransomware, she said.

The article originally appeared on CSO.

You might not know it from looking, but Gmail is jam-packed with time-saving tricks.

Some of ’em are right there in front of your face, if you know how to find ’em — while others require a teensy bit of under-the-hood tinkering to activate. But all of ’em are built right into Gmail and have the potential to make managing your email a heck of a lot easier.

Check out these 16 splendid Gmail tips and get ready to master your inbox once and for all.

(Note that unless otherwise specified, these tips are specific to Gmail’s web-based desktop version.)

Inbox step-savers

1. You can actually view attachments right from your Gmail inbox. Provided you haven’t switched away from the service’s “default” interface arrangement, you’ll see small tiles for every file associated with an email right below the message’s subject line. And you can click on any of those tiles to open or preview the file’s contents and get directly to the info you need.

2. It’s easy to miss, but take note: When you hover your mouse over a message in your inbox, Gmail gives you a series of quick-access actions at the far-right side of the line. You can archive the email, delete it, mark it as read or unread, snooze it, or even RSVP to a meeting request right then and there — without ever having to open the message.

3. A super-useful keyboard shortcut I always forget to use: While viewing a multi-email thread of messages — a conversation in which you have numerous back-and-forth replies under the same subject — hit the semicolon key (;) to expand the entire conversation and show every message in the thread. And then hit the colon key (:) to collapse it back down so you see only the most recent email.

Just make sure you enable keyboard shortcuts first, if you haven’t already: Click the gear icon in the website’s upper-right corner, then click “See all settings” and look for the “Keyboard shortcuts” option midway down the screen that comes up. Select the “Keyboard shortcuts on” setting and then be sure to click the Save Changes button at the bottom of the screen.

4. Some of Gmail’s best keyboard shortcuts are the ones you create yourself. Go back into the website’s settings and this time, click the Advanced tab. See the line labeled “Custom keyboard shortcuts”? Click “Enable” next to that, then click the Save Changes button at the bottom of the screen.

Once Gmail refreshes itself to apply the changes, go back to the Settings area again and look for the newly present Keyboard Shortcuts tab. There, you can adjust any of the default keyboard settings to make them simpler to activate or easier to remember.

One of my favorite adjustments, for instance — and one I rely on constantly — is adding in a second command for the “Go to inbox” shortcut, which is typically gi by default. In Google’s old Inbox service, that shortcut was simplified down to just i, and once you get used to that shorter sequence, you won’t want to go back.

5. The panel at the right of Gmail’s web interface lets you pull up Google Calendar, Google Keep, Google Tasks, or Google Contacts right inside your inbox so you can manage info from each of those apps without having to switch tabs or open anything new. And here’s a handy hidden trick: With Tasks, you can drag messages directly from your inbox into the panel to create new tasks around them.

Unfortunately — and somewhat strangely — the same drag-and-drop behavior isn’t currently possible with Calendar or Keep, nor is it possible for Contacts.

6. Even with a miniature version of Contacts being available inside that handy side panel, you might sometimes want to pull up the full Google Contacts website for its complete set of features. Provided you’ve got Gmail’s keyboard shortcuts enabled now, commit this workaround to memory: Pressing g and then c will open up Contacts in a separate tab, no matter what else you’re doing in your inbox.

Composing shortcuts

Editor’s note: Assuming you’ve enabled keyboard shortcuts (see tip 3), the following keyboard shortcuts work in any browser on any desktop operating system. Mac users, just swap in the ⌘ key for “Ctrl” wherever you see it.

7. Ever like marking messages as unread after you’ve opened ’em? Gmail makes that incredibly easy to do: Anytime you have an email open, look for the envelope icon directly to the right of the trash can in the horizontal row of icons above your message (in the area directly beneath the search bar). That’ll let you mark the message as unread with a single click. Or, for a faster and more powerful one-two punch, just type an underscore (_) while viewing any message. That’ll mark it as unread and zap you back to your main inbox.

8. Speaking of combining multiple actions into a single command, simplify your inbox organization process by enabling Gmail’s convenient Send & Archive button. It places a second button alongside the regular Send button whenever you’re responding to an existing message, and clicking that button (or, even better yet, hitting Ctrl-Enter on your keyboard) will send your response and archive the thread in one fell swoop.

To enable it, look for the “Send and Archive” option within the General tab of Gmail’s settings. Click “Show ‘Send & Archive’ button in reply,” hit the Save Changes button at the bottom of the screen, and then get ready to save yourself steps the next time you type a reply.

9. I don’t know about you, but I frequently start typing an email and then decide against sending it. (Rather fittingly, I started typing out a lengthy explanation of the reasons but then decided against including it.) If the same thing ever happens to you, remember this: Hitting Ctrl-Shift-D while you’re in the Gmail compose tool will close the compose window and discard your draft. And it works whether you’re writing a new email or a reply.

10. Another awesome time-saver: In addition to the obvious Ctrl-B for bold and Ctrl-I for italics email formatting shortcuts, Gmail has hotkeys for doing some advanced forms of text formatting — things that’d otherwise require multiple clicks and much menu-hunting to accomplish.

The ones I use the most:

• Ctrl-Shift-8 will add a bulleted list into your email (just like this list!), and Ctrl-Shift-7 will add a numbered one.
• Ctrl-Shift-9 will offset text in a blockquote style.
• Ctrl-] will indent text, while Ctrl-[ will remove any indentation.
• And Ctrl-\ will remove any formatting on your selected text and make it as plain as can be.

11. You’d never know it, but the Gmail compose tool itself can take on various forms, depending on your preferences. Make a mental note of these possibilities and the shortcuts to get to ’em:

• To start a new message in the default lower-right-corner-of-the-screen window view, hit c.
• To start a new message in a pop-up window totally separate from your main Gmail tab, hit Shift-C. You can do the same thing for a reply by hitting Shift-R while viewing a message thread — or Shift-A for reply-all.
• To start a new message in a full-screen compose window within your main Gmail tab, hit c — then click the little arrow icon in the compose tool’s upper-right corner. (You can also hit Shift while clicking that icon to pop the message out into a separate pop-up window form.)
• If you’d rather use that full-screen compose window all the time, by default, click the three-dot menu icon in the lower-right corner of the compose tool and look for the “Default to full-screen” option there. (If you ever change your mind, you’ll find the option to disable that preference in that very same spot.)
• If for some reason you like the idea of composing a message in a new tab instead of a pop-up window or within the main Gmail tab, just hit d while in your inbox. That’ll do the trick!

To see more keyboard shortcuts, just type ? while viewing any message list within Gmail.

Smarter snoozing

12. Don’t forget to take advantage of Gmail’s super-handy snoozing tool: Instead of letting messages linger in your inbox and pile up to an unmanageable point, use the snooze function to help yourself deal with everything as soon as you see it.

A good rule of thumb to maintain: If you can respond to something in less than a minute, do it. If something doesn’t require any action on your behalf, archive it immediately. And if something requires some sort of action but you don’t have the time to mess with it at that moment, snooze it to a day and time when you will be able to handle it.

You can snooze an email from your inbox by hovering over the message and selecting the clock-shaped Snooze icon, as noted in tip 2. You can also snooze an email while it’s open by clicking the three-dot menu icon to the right of the folder symbol directly above the email and then clicking “Snooze” within the menu that pops up. Or you can simply press b while you’re viewing a message or while you have it selected in your inbox.

13. Gmail even makes it possible to snooze multiple messages at the same time — in case you see more than one email that needs to be pushed back to the same point. From your inbox, simply click the boxes to the left of any messages you want to include, then click the three-dot menu icon within the row of icons toward the top of the screen and select “Snooze” from there.

14. Need to get back to something you snoozed — or change the day and time at which it’s set to reappear? You can always find all of your snoozed emails in Gmail’s Snoozed section, located beneath the “Inbox” line in the left-hand panel. Once you’re there, just hover over any email and click the clock-shaped icon to change its snooze settings or unsnooze it entirely.

15. You can snooze messages from the Gmail mobile apps, too, though the option is a bit buried. From the inbox view, press and hold a message to select it, then tap the three-dot menu icon at the top of the screen and look for “Snooze” in the list of options that appears. If you’ve already opened the message, tap the three-dot menu icon at the top of that screen; you should see “Snooze” show up as part of the options there as well.

16. Make snoozing even simpler in the Gmail mobile app by assigning it to one of your inbox swipe actions. Just open up the app, tap the three-line menu icon in its upper-left corner, then select “Settings.” On Android, tap “General settings” followed by “Swipe actions”; on iOS, you’ll tap “Inbox customizations” and then “Mail swipe actions.”

All that’s left is to set either your left swipe or right swipe to “Snooze,” and then, you can simply swipe any message in that direction from your inbox to snooze it — no wasted taps or menu diving required. (The Gmail Android app has several other similarly useful hidden features, by the way, most of which aren’t available on iOS.)

And with that, your Gmail time-saving toolbox is officially complete! The next logical step in your inbox improvement adventure is mastering the art of Gmail labels to fight back against email chaos — and I’ve got just the guide to get you started.

This story was originally published in May 2018 and most recently updated in September 2026.

Gmail is filled with hidden features and add-on possibilities, but one of the service’s most powerful organizational tools is sitting right in the heart of its regular settings.

As you may have guessed by now (especially if you read this story’s headline, you clever little cat), I’m talking about filters — Gmail’s long-standing system for automating your inbox with a series of custom-crafted rules. At a glance, filters can seem complicated. They can seem overwhelming. They can even seem unnecessary.

But don’t let yourself be fooled by the feature’s curiously crusty exterior. Gmail filters have the potential to completely reshape your inbox and the way your incoming messages are handled. They can help you keep your email in order with no ongoing thought or effort.

And, unlike Google’s new AI Inbox option (which notably still doesn’t seem to be available for most people as of this writing), filters (a) don’t require your personal messages to be processed by generative AI systems — and (b) give you complete control over exactly how your email is handled instead of forcing you to rely on inherently unreliable technology to figure out what you want for you (and then likely come up short at least some of the time).

Best of all? All it takes is a teensy touch of one-time planning to get Gmail filters set up to your exact specifications and working for you quietly and automatically from that moment onward.

Follow the filter-centric Gmail tips in this guide, and your inbox will be running like a well-oiled (but not too greasy) machine in no time.

Part 1: Figuring out your Gmail filters

Let’s start by thinking through some Gmail filter possibilities to get an idea for the sorts of setups you might want to consider — then, we’ll go step by step through the process of creating them.

With Gmail filters, you could:

• Ensure messages from specific high-priority senders always go into your inbox’s Primary tab, where you’re certain to see them
• Ensure specific sorts of lower-priority messages — like invoices, reports, or updates from different services you use — automatically get sorted into an out-of-the-way location and never even show up in your inbox
• Keep messages from annoying people out of your hair (but still available in case you need to find them) by automatically archiving them as soon as they arrive
• Forward messages from a specific address or with a specific phrase in their subjects to other members of your team or family
• Instantly respond to messages to or from a specific address with a prewritten template
• Label messages sent to a specific variation of your Gmail address (like youraddress+vip@gmail.com) or written with a specific word or phrase in the subject (like “urgent,” “important,” or “hey jerkwad, pay attention to this”) as “VIP” and then receive notifications only for messages with that designation
• Mark specific types of messages from yourself as reminders by giving them a bright yellow “REMINDER” label that makes them stand out in your inbox
• Get a snickerdoodle delivered to your desk every time your boss emails you

All right, so that last one isn’t really possible (not yet, anyway) — just wanted to make sure you were still paying attention. Everything else in that list, however, is absolutely doable and actually quite easy to set up with Gmail filters.

Got some ideas of your own? Good deal. Time to make ’em happen.

Part 2: Creating your Gmail filters

The simplest way to start a new Gmail filter is to click the control panel icon — the symbol showing three horizontal lines stacked on top of each other — within the big search box at the top of the Gmail website. (Filters can’t easily be managed on mobile, unfortunately, so you’ll need to do all of this in a desktop browser.)

That’ll pull up a form where you can fill in whatever you want to use as the basis for your filtering — a word or phase that might appear within an email’s subject or body, an address from which a message could originate, or any other variable or combination of variables you like.

Fill in the fields as appropriate, using however many variables you want — even employing quotation marks around multiword terms along with operators like “AND” and “OR” between terms, if you really want to get fancy — and then click “Create filter” at the bottom of the box.

One quick warning: By default, your filter will apply to any and all incoming messages — hence the “All Mail” setting that shows up next to the “Search” option in the filter creation pop-up. If you change that option to “Inbox,” you’re likely to see an error message informing you that the parameters you chose are not recommended and may not work properly. Leave that “Search” option set to “All Mail” — which is probably what you want, anyway — and you’ll steer clear of any errors and allow things to work the way they should.

Now it’s time for the fun part — the part where you decide exactly what happens when a message meeting your conditions arrives. You can select any combination of actions from the list and then configure them as needed. You can even tell Gmail to apply your filter retroactively to messages already in your account (as opposed to using it only for new messages that arrive from that point forward) by checking the “Also apply filter to matching conversations” option at the bottom of the box.

Once you’ve got that finished, click the blue “Create filter” button — and that’s it: Your new Gmail filter is officially in place and active. The next time any message comes in that meets the parameters you outlined, the actions you specified will automatically take place faster than you can say “I embrace Workspace in my workplace cyberspace.”

Part 3: Managing your Gmail filters

Last but not least, make yourself a mental note in case you ever need to adjust your filters in the future: If you want to edit, delete, or even just revisit a filter you created, just click the gear-shaped icon in the upper-right corner of the Gmail website, click “Settings,” then click the “Filters and Blocked Addresses” tab at the top of the settings screen. You’ll see every filter you’ve ever created there and can tweak or remove any of ’em with a couple quick clicks.

Now if only we could find a way to get the filters to deliver those blasted snickerdoodles for us. Hey, Google: Any chance you can make that happen?

This article was originally published in October 2019 and most recently updated in September 2026.

Adobe’s search for a new CEO is over: It has promoted Anil Chakravarthy, president of its customer experience orchestration business, to the top role.

It has taken six months to find a successor to outgoing CEO Shantanu Narayen, who announced in March that he would step back from the CEO role, remaining with the company as chairman.

There had been much speculation that he would be replaced by Adobe’s president of creativity and productivity, David Wadhwani, who was responsible for the digital media business segment that generates around three-quarters of the company’s revenue. Having missed out on the top job, however, he has chosen to leave Adobe, announcing his departure on LinkedIn.

Chakravarthy was responsible for the development of several products, including Adobe CX Enterprise, GenStudio and Brand Visibility, as well as the introduction of CX Enterprise Coworker.

He takes over at a shaky time for Adobe: Its stock price has tumbled dramatically in the past few years as the rise of AI has meant workers can lay out content and manipulate photos without needing Adobe products. Chakravarthy, who will initially work in tandem with Narayen, will have his work cut out for arresting the current decline.

So, you’ve got email, you say? Lots of it? More than you can possibly manage without losing the few metaphorical marbles still sloshing around in that soggy ol’ brain of yours?

I hear ya. In fact, I think we all can relate (even those of us whose brains are, erm, slightly less soggy). And I’m here to tell you: It doesn’t have to be so difficult.

Gmail has a variety of built-in tools for making your messages more manageable. Some of ’em are a little bit different from what you might be accustomed to using in more traditional email clients (here’s lookin’ at you, Outlook) — but if you take the time to figure out how they work, you might just be surprised at how effective they can be.

There’s no better example than Gmail’s label system. It’s a strange concept to wrap your head around at first, especially if you’re used to the more typical folder-based method of inbox organization, but here’s a little secret: Labels actually are folders, in a sense. That, however, is just one small part of their inbox-organizing power.

Think through these nine label-centric possibilities and get ready to see Gmail’s labels in a whole new light.

1. Use Gmail labels like super-folders for categorizing your email

First, the most basic Gmail label mindset to master: You can think of a label like a folder — but with an important twist: Instead of a message being placed into a label, the label is placed onto the message.

That subtle-seeming distinction is actually quite significant. What it means is that a message doesn’t have to be associated with only one label, as is typically the case with folders; rather, you can apply as many labels as you want to any message, and each one ends up acting like a sticker — a label, one might even say! — that sits atop the email along with any other labels you’ve applied.

So, for instance, if you keep tabs on stats for your company’s website, you might label all incoming emails from Google Analytics as “Web Reports.” But maybe you also have your own personal website for which you receive Analytics updates. You could label the reports from your personal website as “Web Reports,” too, and then add a second label of either “Work” or “Personal” onto every message to create a distinction between the two types.

On the Gmail desktop website, the easiest way to create a label is to click the label icon in the toolbar at the top of the screen when you’re viewing a message or when you’ve selected something from a message list — then start typing whatever name you want to use for the label. Once you’re done, simply hit Enter, and Gmail will create the label for you and apply it to the message.

The next time you click the label command, you’ll see your newly created label as an option.

You can also perform the same action by using the keyboard shortcut L while an email is open or selected, provided you’ve enabled Gmail’s keyboard shortcuts system.

On the mobile front, you can create a new label within the Gmail app for Android or iOS by tapping the three-line menu icon in the upper-left corner of the screen and then looking for the “Create label” option before the list of existing labels (on Android) or the “Create new” option directly after that list. You can apply an existing label onto a message, meanwhile, by looking for the “Label” (on Android) or “Label as” (on iOS) option in the main three-dot menu anytime an email is open or selected.

2. Save yourself a step and label while archiving

Here’s a handy command to remember: If you want to add a label to a message and simultaneously dismiss the message from your inbox, use Gmail’s “Move to” option.

On the desktop website, that’s the icon showing an arrow inside a folder, directly to the left of the regular label icon. On both Android and iOS, you can find the same command within the three-dot menu icon while any email is open or selected. You’ll see a list of options that include your labels; just select the label you want to assign to the message.

Whatever platform you’re using, that’ll handle all the steps for you in one fell swoop. And if you’re a fan of shortcuts like this, by the way, I’ve got a whole story dedicated to time-saving Gmail tips just like ’em.

3. Apply labels while you’re composing an email

Gmail labels aren’t only for incoming messages; you can also proactively apply them to a new message you’re composing and then know that that email and any replies associated with it will remain properly organized and present in all the right places.

On the Gmail desktop website, all you’ve gotta do is hit the three-dot menu icon in the service’s compose window and look for the “Label” option in the list that appears — then create a new label right then and there or select any existing label to apply it.

The mid-composing label-adding option isn’t present in the Gmail mobile apps, unfortunately, but you can accomplish the same thing in a roundabout way by heading into your Sent messages (from the app’s main three-line menu) and then selecting or opening an email to add a label onto it right after you’ve sent it.

4. Organize your label lists

All right, so you’ve got your messages labeled — now what? Well, first, you can always browse through your labels to find something you need. Gmail keeps your list of labels (in alphabetical order) in its left sidebar, on the desktop website. You can collapse or expand that sidebar by clicking the three-line menu icon in the upper-left corner of the screen, and you can click on any label in the list to see all of the messages associated with it.

By default, though, that list is probably quite the unruly mess. So let’s get it organized:

• First, if you see a line in the list of labels that says “More,” with a downward-facing arrow alongside it, click it to expand your full list of existing labels.
• Now, click the three-dot menu icon next to each one of your labels. (The three-dot icon appears only when you hover over a label.) Assign each label a color, if you’d like; that’ll make it more visually distinctive and give it more or less emphasis (depending on the color you choose) when it appears in your inbox.
• In that same three-dot menu, look at the “In label list” section and consider if you want the label to always appear in your label list, to remain permanently hidden beneath that “More” divider, or to appear in the list only when unread messages are present within it. The less unnecessary clutter you have visible, the easier it’ll be to find the labels you actually use often.
• Next, look at the “In message list” section and think about whether you want the label to show up as an option when you’re adding a label onto a message. If it isn’t a label you ever actively apply to messages, you might consider hiding it to reduce clutter and increase your efficiency in that area.

On Android or iOS, you can find your labels and browse through any of ’em by looking inside the Gmail app’s main three-line menu. On Android, a third-party app called eLabels can also let you make more advanced label modifications from your phone or tablet — but in general, those sorts of adjustments are most easily managed from the Gmail desktop website.

5. Combine related labels into groups

While we’re getting your labels organized, take a moment to mull over whether any of your labels would make more sense as sublabels within a broader category. Maybe, for instance, you’d have one label called “Expense Reports” and then sublabels within it for “Staff,” “Freelancers,” and “Travel.”

This is an adjustment you’ll absolutely want to make on the Gmail desktop website, where the full selection of label customization commands is readily available. You can find the option to create a sublabel by clicking the three-dot menu icon next to any label name within the site and then selecting “Add sublabel” from the list that appears.

Just note: Somewhat confusingly, sublabels and parent labels are treated as separate but related entities — so if you were to add a message to “Staff” in our previous example, its label would show up as being “Expense Reports/Staff.” The message wouldn’t, however, show up when you click “Expense Reports” in the left-of-screen label list; it’d appear only when you clicked “Staff” in that same section. If you wanted it to appear within the results for both the parent label and the sublabel, you’d have to add both of them onto the message.

6. Use labels for smarter searches

Gmail’s labels aren’t just for browsing; you can also use them as variables to narrow down a search and make it faster to find a message you need. To include a label as a variable in a search, just click or tap the Gmail search box at the top of the website or mobile app, type label:work (using the name of your actual label name in place of “work,” of course), and then type in any other term or variable you want.

If you were trying to find a travel-related expense report from Tim Cook’s trip to Chicago, for instance, you could type label:travel from:tim@apple.com chicago into the search box. Including the label would narrow down your search considerably — skipping over messages from Tim Cook that might’ve just mentioned Chicago in some other context — and let you get to what you need more efficiently.

You can even narrow down your search further and search for messages that contain multiple specific labels — like label:travel label:work, which would show you a list of all messages that have both of those labels in place.

And on the mobile front, you can make your life easier yet by tapping the “Labels” dropdown within the app’s search area. That’ll let you simply select from a list of available options and save yourself the trouble of manually typing anything in.

Gmail actually treats many of its own built-in message designations as labels, too — so in addition to searching for your own custom labels, you can search for (and in some cases also find within the mobile app dropdown menu) things like:

• label:inbox
• label:unread
• label:promotions
• label:social
• label:starred
• label:muted

Beyond that, you’d never know it, but Google also supports a hidden series of advanced Gmail labels for automatically identifying emails related to areas like travel, purchases, and finance.

And finally, any recent past searches you’ve conducted will show up as suggestions whenever you tap or click in the search box, which makes it especially convenient to revisit any frequently accessed label-related explorations in the future.

7. Let Gmail apply labels for you

Here’s where things really start to get interesting: In addition to manually applying labels to messages as you see fit, you can train Gmail to automatically categorize and process messages for you.

The first step is to think about what factors would make an incoming message fit into a particular label — whether it’s the sender’s email address or domain name, a specific word or phrase in the subject line, or maybe even the address to which the message was sent.

In my own inbox, for example, Gmail applies a red “VIP” label to emails that arrive from editors or other contacts whose messages tend to be timely and important. And it applies a green “Invoices” label to messages that come in from a specific address and with certain subject lines that my accounting software uses for carbon copies of new invoices.

In some cases, like with the “VIP” label, the messages remain in my primary inbox. But in others, they end up moving to less attention-demanding places — like the invoice copies, which skip over my inbox entirely (since I’m keeping them mostly as records and don’t need to be bothered dealing with them every time they come in).

Once you decide what factors should apply to what label — and what else should happen once the label is applied — a Gmail filter is the key to making the magic happen. I outlined the exact steps to setting one up in my separate Gmail filters guide. Go have at it!

8. Let your labels limit your notifications

Last but not least, instead of getting distracting alerts for every new message that lands in your inbox — or going to the opposite extreme and not getting any email notifications whatsoever — use your Gmail labels as a way to control which messages alert you.

You can pick any label that seems notification-worthy and then limit your notifications only to messages with that label attached. You can even set up label-driven notifications to function on your desktop computer and on your mobile device. (Provided you use Android, that is. Sorry, iPhone folks, but Apple’s garden doesn’t allow this level of customization to fly.)

That’s exactly what I do with my aforementioned “VIP” label, in fact. And it’s actually quite easy to set up. I put together a step-by-step guide here.

And with that, my inbox-dwelling comrade, your label education is complete. Go ahead: Label yourself organized. You’ve earned it.

This article was originally published in November 2019 and most recently updated in September 2026.