【 Organize Gmail Inbox 】 Step by Step Guide ▷ 2022

The professional use of Gmail involves a series of necessary procedures mail organization and classification to facilitate communication with potential clients and partners in a professional manner.

Fortunately, includes by default several functions that greatly facilitate the organization of the sections of the inboxso that we can find our emails quickly and easily, and keep all messages classified according to their importance.

In the following paragraphs, We will see all the elements that make up the email organization system in Gmailand how to make proper use of these features to tidy up our inbox like a pro.

What are the benefits of organizing your Gmail inbox like an expert?

the order is a determining factor in labor productivityand this is a reality that applies both to face-to-face jobs and to teleworking.

In addition to this, we can highlight many other benefits of keeping our inbox clean:

Important emails are easier to find and manage.
Clear the vision of our inboxseparating unnecessary emails.
It reduces stress by creating a symmetrical and orderly work environment.
is less likely mistakenly delete important messages when these are correctly labeled and organized.
Spam emails They are isolated to dispose of them more easily.

What are the main tools to improve the organization of my Gmail email?

For users benefitespecially those that use gmail What Work toolor simply for fans of orderGmail has a wide variety of management tools that will allow us to organize our inbox according to our needs.

Let’s see next:

Tabs

Gmail tabs They are sections in which the emails received in the inbox are separated.thus leaving the inbox clear with the most important emails, while other types of messages are filtered to the different tabs according to their category.

The categories available are:

Major
Social
promotions
notifications
Forums

filters

It is one of the most complete and versatile functions of Gmail, both to locate specific messages and to create process automation rules in your inbox. Filters can be used in two ways. The first is the most common. via the search bar you can locate the desired emails and filter them by content, sender and subject, for example.

The second way is permanently enabling a filter to change inbox behavior, diverting incoming messages to certain folders and performing certain actions with them. This method is very useful to impose an order in the emails, since you can set criteria such as highlighting the emails of certain sender, block specific words, or highlight emails with a certain subjectamong other actions.

browser extensions

The are tools that are installed in a certain browser to provide an additional function. For the case in question, there is a wide variety of extensions that you can install in to facilitate the organization of your emails in Gmail.

In the you can find a large number of applications that change the behavior of Gmail, and allow you to view emails in a more organized way. Also, They are highly configurable and it is possible to modify the aesthetics and the desired order of the emails.

Labels vs Folders vs Tabs What are the differences between each one?

This function represents a large part of the Gmail organization system. These are the main functions that alter the interface of the inbox and separate the emails according to the need of the user. Tabs allow the user to separate emails into categoriesthus offering a clear and organized mailbox.

By organizing incoming emails in this way, it is easier to keep track of both emails from desired senders, as to the emails sent by newsletters and pages to which we are subscribed. The personalized labels, in addition to gathering the desired emails in a single area, allow easier access to a certain category of emails when give us the option to mark an email with more than one labelso that we can categorize our emails very precisely.

The , on the other hand, are a default function that automatically selects emails depending on the type of message it is or the actions performed on it. These folders are separated into inbox, sent items, outbox, drafts, and snoozed messages.

Learn step by step how to use labels to manage your inbox like a Gmail expert from scratch

The function of tag assignment is widely used to maintain a flexible and custom order about emails in any folder.

Creating labels and using them to manage your emails is a simple procedure, which consists of the following steps:

create label

You can directly from the left sidebarwhere pre-existing folders and tags are displayed.

To create a new label, follow these steps:

from your computer.
In the inbox, select the sidebarwhere the mail folders are displayed.
Scroll down and click on the option “Plus”.
A hidden menu will be displayed in the tab. Once there, scroll to the option “Create new label”.
Assign the name of the tag in the popup window that will appear. Once done, click “To create”.

Apply label to an Email

One time Once the label has been created, it will be stored and visible in the left sidebar to be able to assign it to the emails that we need and to be able to manage them quickly and simply.

The procedure for applying a label is very simple:

In the inbox, select the email you want to label checking the box next to it
In the dropdown menu that appears above the inbox, click on the option “Labels”
Select one or more labels to assign to the email in question, in the dropdown window that will be displayed. This list will show the pre-designed Gmail labels along with the custom ones.
As soon as the labels are selected, click on “Apply”.

As additional information, you can select several emails and perform the procedure to assign labels. In this way you can save time by applying one or more labels to the desired emails simultaneously.

color a label

This function is very useful when distinguish labels with the naked eye. If it is not used, we must review the labels one by one until we find the one we are looking for. Instead, By activating the color change, you can easily locate the content you are looking for.

To change the color of a label, this is the process:

Open the left sidebar in the inbox of Gmail.
Scroll down until you find the label you want to modify.
Click on the three dots that you will see when you hover over the label.
In the pop-up menu, click on the option “Label Color”.
Select one of the predefined colorsor create a custom color.
Click on “Apply”.

Manage Tags

Access to label management is located in the Gmail settings, but we can access these quickly through the access found on the left sidebar:

Unfold the folder and label bar in the inbox.
Scroll down to the option “Manage tags”.

in this menu You will be able to see the options available to modify the pre-existing Gmail labels. You can define if you want them to be shown in IMAP, hide them completely or change their layout. You also have access to custom tag managementfrom where you can edit the existing ones, delete them or create new labels with which to manage your emails.

Use tags as folders

Store a category specific postage on a label is a very simple procedure. Thanks to Gmail’s multiple selection feature, the user has the possibility of selecting several emails and applying one or several labels simultaneously.

To do this, you just have to follow the next steps:

Select the emails you want to label checking the checkboxes for each one.
click in option “Labels” in the dropdown menu that you will see below.
mark the labels that you want to apply to the selected messages.
Click on “Apply”.

When the emails are tagged, you can find them in the visible labels in the left sidebar. It should be noted that labels and folders have different functions. Labeled emails will still be available in their respective folder, but can be viewed together by accessing each label.

We teach you how to use Gmail tabs to better manage your email

The Using the tabs allows you to easily organize our inbox in Gmail, and it can be activated very easily from the mail settings. Arranging the tabs according to the user’s requirements has many uses..

Let’s see the steps below:

Enable or disable tabs

Usually heThe inbox takes on a much more organized aesthetic when you activate the function of the tabs since, otherwise, the emails sent by web pages and newsletters are mixed with the emails sent by other users, generating an unsightly mess.

To activate the Gmail tabs, you just have to enter the general settings and select the correct section, as follows:

Click on the settings button, marked with a gear icon.
Press the button “View all settings.”

Open the tab labeled as “Received”.
Go to the section “Type of received” and select “Defaults”.

In the section of “Categories” you can check or uncheck the boxes of the tabs you want to show.

Optimize tabbed inbox

If you use the tab function with your…