A comment I frequently hear from clients is that they have “folders” in Gmail. Gmail utilizes Labels to organize email, and labels are very different than folders in other email applications.
Gmail Labels Explained
Labels are more flexible than folders; you can apply multiple labels to an email. This makes it easier to find emails that are relevant to various topics. Labels are also searchable, so you can easily find all emails related to a particular topic. Additionally, you can customize labels by giving them color so you can easily distinguish between different types of emails.
Folders, on the other hand, are more restrictive. You can only put an email in one folder and generally can’t search for emails by folder. This can make it more difficult to find emails related to multiple topics. However, folders can help organize emails associated with a specific project or task.
Here are some additional benefits of using labels in Gmail:
- Labels are more scalable than folders. As your email inbox grows, you can continue adding new labels without worrying about running out of space.
- Labels are more flexible than folders. You can use labels to organize your emails in any way that makes sense.
- Easier to Modify: You can add and delete labels quickly in Gmail.
- Flexibility: You can apply multiple labels to a single email, giving you more flexibility in organizing your inbox. For example, you could label an email with both “Project X” and “Client A” to show up in both labels. With folders, you would have to put the email in one folder or the other.
A Label Example
For example, you can create a label titled “Current” and other labels titled “Invoices” or “Bills.” A bill that needs to be paid can be found by choosing either the “Current” or “Bills” labels. Also, selecting the “Current” label will display all current email conversations.
Another benefit of using labels is that you can create a hierarchy of labels by nesting them under each other. This can help you organize your emails even more effectively. For example, you could create a ” Work ” label and then nest labels for different projects under that label.
Finally, you can use filters to automatically apply labels to emails based on their sender, subject, or other criteria. This can save you time and effort; you won’t have to manually choose labels for each email.
Here are some tips for using labels in Gmail:
- Create custom labels. The more specific your labels are, the easier it is to find the emails you’re looking for. For example, instead of creating a label called “Work,” you could create labels for specific projects or tasks, such as “Project X” or “Client Y.”
- Use color to distinguish between different types of labels. This will help you quickly scan your list of labels and find the ones you’re looking for. For example, you could use blue for work-related labels, green for personal labels, and red for important labels.
- Nest labels. You can create a hierarchy of labels by nesting them under each other. This can help you organize your emails even more effectively. For example, you could create a ” Work ” label and then nest labels for different projects under that label.
- Use filters. You can create filters to automatically apply email labels based on their sender, subject, or other criteria. This can save you time and effort; you won’t have to manually choose labels for each email.
One of my primary services is helping clients organize their Gmail labels, making it easy to find any email conversation. Also, many resources are available online if you need help with labels. If you’d like to chat about labels, leave a comment below. Also, you can schedule a complimentary discovery call to review how labels can make Gmail easier.