The average employee spends nearly 20 percent of each workday searching for information, and receives about 121 emails. After sifting through priorities and attachments, reading and responding to those emails takes even more time. Luckily, we have a secret weapon that combats unwanted inbox clutter with productive solutions: Gmail labels. Show
Gmail labels provide quick organization, reducing the time required to retrieve information. This guide takes you through the organization process step-by-step for a neat, actionable, and well-organized inbox. Skip ahead for the answer you need now:
If your team spends hours on email each day, Gmelius can help you get organized.Sign up for Gmelius through Google to access our features and Gmail integrations! 1. What are Gmail Labels?In Gmail, team members can create a label to categorize emails that are sent, received, or drafted. In other words, labels are a simple way to organize and declutter your inbox. Gmail Labels are accessible from the left sidebar, displayed with an arrow-shaped icon (more on how to color them later). Gmail Labels vs. foldersMuch like folders, labels group relevant emails together. But Gmail users can add multiple labels to one email for extra flexibility—unlike email folders. For instance, sales teams can use email labels to organize their shared inbox by creating different labels, such as "Leads," “Contacts,” and “Deals.” Project managers, on the other hand, might create one label for a given project and another to classify emails from an external vendor. Back to top 2. How to create a LabelCreating a label is simple. Any logged-in Gmail user has 3 options:
Email solutions have great utility for many, however, they were originally designed for individual use. This creates serious obstacles for modern teams working collaboratively across departments, offices, locations, and time zones. With Gmelius, you can share your labels with your team. Teams can create and share existing labels with other team members or external contacts. All members included in a shared label have access to the emails—and full email threads (including future replies)---filed under the label. Sharing labels can encourage transparency and accountability around team emails, which further support efficient and successful team collaboration.
For further details with screenshots follow the article on how to create a shared label. Back to top 4. How to Automatically Add Gmail Labels with FiltersWhile you can always add a label manually, automating the process will save you a ton of time. Depending on your use case, there are multiple ways to add labels to emails automatically. Use Filters to Add a LabelYou can add a label using a filter. It"s quick, easy, and allows you to automate your inbox categories:
Add or remove labels in bulkYou can also add or remove labels easily from multiple emails in one go by following these easy steps:
Use the “Move to” button to apply a labelThe “Move to” button allows users to archive emails in a few clicks.
To move more than one email, simply select multiple emails and drag them into a chosen label. Back to top Add labels to outgoing emailsAdding labels to outgoing emails allows teams to keep a thorough record of information stored in an organized place. To do so:
Add Labels and Create Templates Using Advanced AutomationGmail is arguably the most feature-packed email provider on the market. However, to achieve the most effective results, you need advanced automation features like email templates and sequences. Gmelius allows users to create, share, and send personalized email templates and automated follow-up sequences based on the recipients’ interactions. To do so, first, install Gmelius and create an email template using the "Label As" function. Once a template is selected in the compose window, the label will be applied automatically. Sequences can also be used as an advanced automation feature. When creating an automated sequence, you can direct Gmelius to add labels at certain stages in the workflow. All email templates, sequences, and conversations sync in real-time across your entire team and all their devices, so once you receive a reply, you"ll find the email under your chosen label. 5. How to Edit LabelsOnce you create a label in Gmail, you can also edit its color, name, and visibility. To edit the label, follow these steps:
6. How to Create Nested Gmail LabelsFor more complex projects, users can nest labels within higher-level (parent) categories. For instance, if your firm provides accounting and tax services, you can create a parent label for "tax" and sub-labels for each customer you're serving. Here’s how to set up a nested label in Gmail:
To un-nest a label, follow these steps:
Back to top 7. How to Search Within LabelsSearching with multiple filters can be intimidating, but you can achieve a lot if you have the right queries in place. For instance, you can search for all emails under one label sent by a specific email address. To search, follow these steps:
8. How to Manage Tasks Using Gmail LabelsGmail labels offer many unique options to organize tasks. With Gmelius, teams can manage tasks and projects with labels, as our unique platform offers a project management suite from within Gmail. Teams can turn labels into Kanban boards directly in Gmail. Emails become task cards to visualize easily, and you can move them from one column to another to help drive tasks to completion. With powerful automation features, team members can set rules to place tasks in the right column automatically, so you don’t need to drag and drop task cards manually. Team members can also turn a label into a Kanban board. You can even integrate your Kanban boards with Trello using Gmelius. Our Gmail to Trello 2-way integration allows you to sync your boards in real-time to reduce data dispersion or communication gaps. Back to top If your team already has a tailored board on Trello, but would like the option to work from Gmail, you can import your Trello boards inside Gmail using Gmelius. To learn more about our 2-way Gmail to Trello integration, read this article. Gmail Labels are a great feature of Gmail’s functionality that allows you to customize and organize your workflow by project, by client, and more! However, Gmail alone doesn’t do everything. Fortunately, the powerful combination of Gmail and Gmelius empowers teams to be more productive, save time, and improve transparency and alignment. Ready to organize your inbox using Gmail labels? Check out our features and integrations and learn how Gmelius is built to improve team communication and collaboration. Ready to get started? Sign up today! How do I move emails from inbox to labels in Gmail?On your computer, go to Gmail. Select the messages. At the top, click Labels. Select a label, or create a new one.
How do I automatically move emails to a folder?In the Create Rule dialog box, select one or more of the first three checkboxes. In the Do the following section, if you want the rule to move a message to a folder, check the Move item to folder box, then select the folder from the Select Folder dialog that pops up, and then click OK. Click OK to save your rule.
How do I direct emails to a folder in Gmail?Just long-press the email you want to move and drag it into the desired label on the sidebar. You can also move one or more messages using the Move to tool. Check a box to select one or more messages.
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