Keeping your email inbox organized is a challenge, especially if you have the same account for work and personal purposes. There comes a time when so many messages have accumulated that the storage seems to be insufficient.
Starting to individually delete each item in the inbox, when there are thousands of messages, can get tedious, but sometimes it is the only solution not to lose important documents or contacts. None of this would happen if from the beginning the organization methods provided by Gmail are used.
In this course you will learn the usefulness of the Gmail email tools, the steps you must take to keep your messages and contacts organized and some tips for you to manage your account like an expert. Don’t miss any of our valuable tips.
What is a label in Gmail and what is this tool for in my email?
Although many servers use folders to sort received messages, on Gmail labels are handled, which They are classification marks according to aspects that users choose. They are usually displayed within the message at the top, next to the subject.
One of the advantages of labels is that it is not necessarily one per message, you can place several labels, either by contact, theme, occupation or any other aspect you want to create. So the labels are used to locate a message more quickly by just going to the left bar of the mail or entering the search engine.
We show you step by step how to use Gmail labels to have all emails perfectly organized
Gmail comes with some default labels once the account is created, but that is not a limitation, it is simply a guide to get started. Starting from there you will be able to create all the ones you need to manage your mail more easily.
In this part, we want to show you some simple ways to organize your inbox by creating labels, accessing them and classifying emails:
Create labels
Up to now, labels are created only from the desktop version of Gmail or in the browser. In the mobile application this option is not yet available, so from there you have to also enter the web.
The steps to do so are as follows:
- Log in into your account of e-mail.
- In the left side menu, click “Plus” and look for the function “New label”.
- click upon “New label” and a window will open, enter the name and click on “Create”.
- Now you will have an empty label created with which you can sort your messages.
Access tags
Every time you have the labels created, They will appear in the left side menu of the Gmail account. According to how you create, the list will grow.
To access the bookmarks you must follow the following steps:
- Enter the left side menu from your account Gmail.
- Click on the option “Plus” and enter “Manage tags”.
- There you see all the labels, both the ones that come by default and the ones you have created.
- You have the option of “Show” or “Hide” in each one of them.
- By default, most come with the option “Show” activated.
Move emails to a label
If you already have a list of unsorted emails, No need to worry.
The difference is that it will take a little longer to order, but it can still be done by following these simple steps:
- Sign in to your inbox.
- Select the messages that are of the same category.
- In the top menu look for the option “Label”.
- This window gives you two options, “Create new label “ or use one of those that are already by default.
- If you decide to create a, put the name and so you will have your messages saved in a specific location.
Learn the best tips and tricks to organize and manage your Gmail as much as possible like an expert
Gmail has dozens of free tools that cover the needs of almost all users, including the most demanding or those who have to comply with multiple functions at once. The detail is that they are rarely used, often due to ignorance. But learning how to manage and organize the email inbox is something that we should all know how to do.
Here are five recommendations that will help you manage Gmail like a professional:
Prioritize messages
Here let’s remove the default order from the inbox and to place it giving priority to the most important emails.
To do this, we use the configuration box and perform the following steps:
- Login to “Setting” and then dial “See all settings.”
- Enter the section “Received.”
- On “Inbox type” Choose “Priority” or “Important first.”
- It is key that you have the option to use the previous actions checked to predict the messages that are important.
Use the labels
We have already told you about this above and here we will mention it again. Labels for your inbox will allow you to classify all emails and hide the less relevant ones. The function will make it easier for you when you want to focus on a particular topic. The labels can be assigned automatically to the emails that reach you using custom filters. This will help you have your Gmail inbox as neat as possible.
Delete old emails
The best way to take advantage of the 15 GB of storage that Gmail gives, is by deleting old emails that do not serve any purpose or that they are there simply because we forgot to remove them. It is recommended to first look for those that have attachments, such as videos, photos or audios which are usually very heavy. Go to the search field and indicate that you want the messages that have attachments. So your mail will not be saturated and you will be able to move through it more easily.
Use automatic filters
If you have subscribed to various newsletters and expect customer response In addition to notifications of pending projects, the inbox will be receiving hundreds of messages daily. In a few minutes you will have a huge information bombardment. But by configuring the filters you can avoid all that.
The steps are the following:
- Sign in to “Setting” and then to “See all settings.”
- Then touch upon “Filters and blocked addresses.”
- Press on “Create a filter” and adjust the settings, including the words or senders you want to block.
Archive emails
This tool is very useful, since it does not mean to completely delete the messages from the mail, otherwise file them in a folder that allows us to see the inbox in order. Those that are archived will only be visible again in the main portal when someone answers.
The only thing you have to do to activate this function is to select the message and on the right side click on “Archive”. This way, your inbox will be less cluttered with information and will be more pleasant to look at. With all these tips and tricks you will keep up to date with all the tasks and responsibilities, but also you can manage your Gmail email like a professional and without many complications.