Sunday, January 22, 2023

How To Organize Gmail Folders

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How To Remove Your Gmail Folders

How to Organize Your Gmail Inbox to Be More Effective (Labels, Tabs, & Folders)

Sometimes you need to delete some folders in order to narrow down the categories in your inbox, or theyre simply no longer relevant. Removing folders from Gmail is pretty straightforward.

  • Go to Settings, The gear icon on the top right
  • Click onSee all settings
  • Click the Folders menu item. Its next to general
  • Scroll downto the bottom of the list until you see Folders
  • Find the folderyou want to delete
  • In the Actions columnlocated on the top right, click on the blue remove button
  • Confirm to delete Youll get a popup asking to confirm if you want to delete it, and then click on Delete to finalize
  • Gmail Inbox Organization: Folders Vs Labels

    A quick reminder to all of you trying to maintain a cleaner, more efficient Gmail inbox: the debate on where to file that multiple-subject email has long been settled, and the days of diving endlessly into folders inside folders inside folders are long gone. Today, were here to provide the public service announcement that, instead of living in the dark ages of folders, we now live in the modern age of Labelsand everything is much, much better here. News to you? Dont worry, weve got you covered.

    The old ways of keeping your mailbox clean involved creating large amounts of folders. Perhaps each top level folder was a year, the next level was the client name, the next level down was the project, inside that project were different tasks or milestones that you would file an email under to be able to retrieve it later if the need arose.

    This folder hierarchy easily becomes confusing, and at times it can be debatable where to file a particular email. Maybe your manager sent out a recap email covering multiple projects. Since the email could only live in one place, what would be the most relevant folder to place it in? The folder-related problems continue .

    The way Gmails Labels work is similar to folders, but it is best to think of them like sticky notes. Like a folder, when you tag an email with a label, it will show up when you view that label. The catch you can tag emails with multiple labels. Viewing any of the labels will show the specific email that you tagged.

    Enable The Send & Archive Button In Gmail

    More often than not, once you have replied to an email, you do not need to bother with it till you get a response. Traditionally and by default, your reply gets added to the email conversation but the email continues to sit in your inbox and you have to manually move it to the Archive.

    By enabling the Send & Archive button in Gmail’s Settings > General, you can automatically Archive an email conversation after you reply to it. This feature enables an additional button when composing a reply, which looks like this.

    If this email conversation gets a reply from the other party, it is automatically moved back to your inbox, so that you can attend to it.

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    G How To Assign Colors To Your Folders On The Gmail Web App

    If you want to maximize your inbox organization, you can assign different colors to your folders to easily differentiate between them.For example, you can mark an important folder in a bright color like red to make it easy to spot.

    Heres how to color-code your Gmail folders on the web app:

    Step 1In your mailbox, go to the left sidebar and find the folder you want to color.

    Step 2Hover your mouse over the desired folder and click the three vertical dots that appear.

    Step 3Then, click Label color from the drop-down menu and pick the color of your choice.

    Master The Art Of Filters

    Organize Your Outlook Email in 3 Easy Steps

    Filters are especially powerful if you use them creatively. If you’ve already mastered basic filters , here are some other filter ideas you may find useful:

    – Use the filename: operator to create filters for different types of media. For example, use filename:jpg | filename:png to send all messages with attached photos to a photo folder.

    – Filter messages that have your email address in the “from” and “to” boxes and send them to a folder labeled “Notes.” Now you can send yourself emails and find all your notes/reminders/to-do lists in one place.

    – For extremely important emails that you never want to lose, create a special hashtag and a special backup Gmail account. Then set up a filter that filters out emails with that hashtag and automatically forwards them to your backup account.

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    How To Apply Labels In Gmail

    1. In your Gmail inbox on desktop, click the boxes next to the emails you want to label and click the Label icon on the right side of the top toolbar. In your Gmail inbox on the mobile app, tap the circular profile icon of the sender on each email you want to label, then tap the three dots icon, and select Label in the pop-up.

    2. On both desktop and mobile, check the boxes corresponding to the labels you want to apply . On desktop, click Apply and on mobile tap the check to apply the labels.

    Quick tip: To move a labelled message from your inbox to the label folder, click the Move to icon instead of the Labels icon, then click on the name of the folder you want to move the message to. Note that you can only choose one destination folder.

    Use Gmails Smart Reply And Smart Compose Options

    Gmails Smart Reply feature shows suggested replies with short phrases based on the content of the email you received.

    You can turn on Smart Reply for Gmail from the General Settings tab.

    Use Gmails Smart Reply feature to get suggested short phrases for a response

    This is especially helpful if you need to fire-off quick replies to your emails.

    Smart Compose builds off the idea of Smart Reply but helps you compose full-length replies to your emails as opposed to just short phrases.

    An example of the Smart Compose feature |

    You can turn on Smart Compose from the General Settings tab in Gmail.

    Turn writing suggestions on under Smart Compose

    Pro tip: Use the Smart Compose Personalization option to allow the Smart Compose option to adapt to your writing style and improve writing suggestions.

    You can turn on Smart Compose Personalization from the General Settings tab in Gmail.

    Use Smart Compose Personalization to improve writing suggestions

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    Have An Uncluttered Inbox When You Know How To Organize Your Gmail Inbox

    Various email management software can help you get rid of the pile of too many emails. Softwares like help you easily unsubscribe from subscriptions and newsletters. This handles a major chunk of unimportant emails and reduces the number of emails that you need to go through, serving the purpose of a good email organizer. Lesser emails to deal with make it even easier to know how to organize your gmail inbox.

    Use Labels To Group Similar Emails Together

    Organize Your Gmail Folders or Labels on a Browser or iOS Device

    Unlike most other email services, Gmail does not use a folder-based system. There are no folders on Gmail to manage or mess with. Instead, Gmail uses labels. Think of labels as tags . Unlike a folder-based system, you can apply two or more labels to the same email, which makes it much easier to organize your Gmail inbox. For example, you can label your Credit Card Bill emails as Finance, Bills & Bank Name. By doing this, you will be able to find that email in any or all of these labels. You can nest your folders so that a similar group of labels can have the same parent label. For example, a frequent traveler might have a parent label called Travel with several sub-labels for all the countries theyve been to or plan to go to.

    Gmails labels are also much easier to work with, as you can apply or remove them much faster than moving emails in and out of folders. Moreover, Gmail lets you pick custom colors for your labels, so there is a visual identity that can be applied to your labels. I recommend choosing colors based on the priority of the emails, so Bills and Due Date emails typically get orange colors, while work or business emails get light blue colors.

    All of Gmails labels work with Spark as well, so you can seamlessly switch between the two if you want.

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    Change Your Inbox Type To Multiple Inboxes

    I will give credit to Gmail that they have built in a lot of ways to try to get its users organized. Tabs are one of them. Tabs sort your email by category: important, promotions, social, forums, etc. But divvying up emails into categories just means you now have more places to look and more places to accumulate digital clutter.

    There are six different inbox types you can choose from in quick settings. My preference for inbox is Multiple Inboxes, which sets up vertical tiers that allow you to auto sort your emails. My goal is always to use my inbox as an INBOX and not as a storage cabinet.

    Thus I check Multiple Inboxes and set up my first slot to hold starred messages. This allows me to quickly sort through messages that need responding or action.

    Tabs: The Love/hate Relationship

    People have been using Gmail since it was launched 14 years ago in 2004. And with all upgrades and changes, some people just cant handle tabs. They prefer the classic view it makes them feel more organized.

    It might be the same for you when it comes to Tabs. Many users say it looks like theyre dealing with 5 emails instead of just one. So lets see how you can simplify your inbox and then some.

    1. With your Inbox open, click on Settings2. Then click in the tab Configure inbox

    You will probably see in Categories that those boxes are all checked. You can uncheck the ones you dont want to see. It means emails from those categories will load into your Primary tab.

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    Removing An Email From A Folder

  • If an email is assigned to a folder you’ll see the name of that folder in a grey panel on the right hand side of the message
  • To remove the email from that folder just hove the pointer over the message, open the menu on the folder button and click the name of the folder – it’s highlighted in blue
  • The email will be removed from the folder
  • How To Organize Gmail By Labels

    How to organize your Gmail inbox in 15 minutes: Seventeen ...

    This part will talk about how to organize your Gmail emails by using labels. With some email service providers such as Outlook, users can organize emails by folder. This is not how Gmail works. Gmail is all about labels.

    System labels
    Starred, Snoozed, Important, Chats, Sent, Drafts, All Mail, Spam and Trash Social, Updates, Forums and Promotions Create your own labels

    Labels are like folders in many ways but they come with more flexibility. For example, an Outlook email can only exist and appear in one folder, but an email in Gmail can have multiple labels.

    Step 1Create a label or sublabel

    In the left-hand panel, scroll down, find the More dropdown list and click to expand it. Click Create new label and name it.

    You can create a sublabel by nesting it under an existing label.

    Step 2Select label color

    In the same panel, hover your mouse over a label and a three-dot button will appear. Click the button. Click Label Color and select a color.

    This is optional but recommended since it can help you organize Gmail emails better.

    Step 3Label emails

    Now you can organize Gmail emails by applying labels to them. Open an email. Click the label button in your Gmail toolbar. Select one or multiple labels. Click Apply.

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    Gmail: Types Of Inbox Layouts

    The best part about Gmail is how flexible it is for every user. You dont need to settle for the default experience. You can tailor mostly every part of your Gmail experience.

    One of the most important parts of your experience is your inbox layout. There are five different ways you can lay out your inbox view in Gmail.

    Shared Inbox For Group Emails

    This is an organizational game changer. For the team at Estes Forwarding Worldwide, they cut down on email by 80% by switching email accounts from distribution lists that blasted email out to everyone into for group email. It means that everyone can access emails and get context from an important message, but they’re not clogging your individual inbox and bogging down your own to-do list. This is popular for teams who have group addresses like and the like.

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    How To Create A Folder In Gmail On The Mobile App

    1. Open the Gmail app on your iPhone, iPad, or Android. Log in to your account if you aren’t already logged in.

    2. Tap the three horizontal lines on the top-left of the screen.

    3. Scroll down to the Labels section, then tap Create new.

    4. In the pop-up menu, enter the name of the label you want , then tap Done.

    Quick tip: You can also create a label from an email by tapping the three dots icon at the top-right of the screen. Tap Move, then the plus+ symbol.

    Use Your Inbox As A To

    How to easily organize your inbox (Gmail) W/Folders/Groups (Specifically for YouTube)!

    A popular trick is to use your inbox as a prioritized to-do list. When an email comes in, quickly decide what to do with it.

    If it requires an immediate response, finish your current task and respond. If it is not needed or wanted, put it in the trash. If it doesnt require your immediate attention, archive it or leave it for the end of the day.

    This will help you keep your inbox count very low while simultaneously reminding you of what needs to be accomplished in the near future.

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    Use Multiple Labels Per Email

    As you likely know from experience, a single email can have a ton of information in it, sometimes bleeding over into multiple different categories. Accordingly, it doesnt make sense to maintain a strict one-to-one relationship between your emails and your labels. Instead, make sure you label all your emails with as many labels as are appropriate.

    For example, lets say Client A sends you an email referring to a website youre building for them. They mention that your account manager is doing excellent work. They also pass along login instructions for a new project management platform theyd like you to join.

    You might need to reference this email for a variety of purposes, so label it as Client A, HR information, Web project management , and Login instructions.

    Easy Ways On How To Organize Gmail To Be More Effective

    Many of us may spend hours every day handing emails. Of course we want to keep our emails neat and well organized, which is however not as easy as it seems. If you are a Gmail user like me, this article on how to organize Gmail will be worth reading. It will show you the best ways to organize your Gmail emails, including the existing ones and the incoming ones.

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    Add More Tabs And Organize Them

    You may have noticed that, by default, Gmail offers three tabs at the top of your inbox: Primary, Social, and Promotions. Gmails algorithms are fairly complex they can easily recognize which emails belong in each of these categories, and sort them appropriately. This keeps your Primary inbox free of clutter, like notifications from Facebook and Twitter, or marketing newsletters from your favorite brands.

    What you may not realize is that you have some measure of control over these tabsincluding access to tabs you didnt know existed. There are a few ways to access this setting, but the easiest is to click the Gear icon and click Configure inbox.

    From there, youll have a choice of several tabs to include in this header bar, including Primary , Social , Promotions , Updates , and Forums .

    You can rearrange these however youd like, but I recommend you include all themor at least as many as are relevant to you. This will help you keep your Primary inbox clear of clutter, as much as possible, and do the majority of your sorting work for you.

    Youll also have the option to include any starred messages in your Primary inbox, which I also encourage you to do.

    Experiment With Gmail Advanced

    WPS Tech Ed: Organizing Your Gmail Inbox Using Folders

    If youre new to Gmail Advance , the first thing you need to know is that it is a testing ground for Google. The successful ones go on to become standard Gmail capabilities and others might get shelved but its definitely worth giving a shot.

    The one feature that has been a part of Gmail Advanced for years is Multiple Inboxes. It allows you to create multiple panes, each designed to display a certain category of emails, based on the email type, topic, or personal preference.

    You can have emails from a particular sender, or emails that bear a certain label appear in a separate mailbox.

    For example, you can add labels such as needs response, to-do, project backlog, and weekly reading all the emails with a particular label appears in the respective inbox:

    Multiple inboxes in Gmail

    Here is a handy video if youre looking to organize Gmail using Multiple Inboxes.

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    Automate Emails To Be Assigned To Your Team

    A large number of emails you receive would require someone else from your team to work on them.

    The usual course of action when you want to organize Gmail is sifting through emails and forwarding them to teammates an absolute waste of time.

    If you delegate a lot of emails to your team, youve got to try out Hiver. Youll be able to specify conditions based on which emails will be automatically assigned to your teammates.

    For example, say you have a teammate who looks after all the emails from your shipping partner. Using Hiver, you can have all incoming emails from their email address assigned to them automatically.

    You also get the ability to specify multiple conditions, such as the sender email and a specific word in the subject line. The possibilities are basically endless. Try it out

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