Gmail Full Guide Chapter 03: +61 261003579

HOW TO MANAGE GMAIL INBOX AND CREATE LABELS: 0261003579

In today’s chapter, we’re getting to assist you understand the way to better categorize your inbox and organize your messages with labels and a few predefined but configurable tabs. Once your Gmail account gains some steam and you start to receive a bunch of messages, you’ll want to find out to tame the torrent into more manageable streams. Gmail’s filters allow you to manage your incoming email messages, helping you retain your smaller email out of your way and filtered into a label. Before you begin learning about filters in Chapter 4, you’ll get to find out how to make labels, the Gmail equivalent of folders, and that’s what we’ll mention today. First though, we’re getting to mention Gmail’s automated tabs interface, Priority Inbox, and every one the settings that they contain.

Automatically Categorize Your Inbox Using Configurable Tabs

Gmail now offers tabbed, automatic categories for your inbox. This feature breaks your inbox into “Primary,” “Social,” “Promotions,” “Updates,” and “Forums.” If you participate in many online services, this feature is often handy. Basically, messages received surely sorts of sites or of a specific content, it are often collected in several parts of your inbox. This will end in a less cluttered inbox.

Choose Which Tabs are Visible in Your Inbox

These tabs are configurable allowing you to settle on which tabs you would like available in your inbox. To vary which tabs are visible, click the plus icon to the proper of the tabs. The “Select tabs to enable” panel displays. Select the check boxes for the tabs you would like available in your inbox. NOTE: If you hide a tab, messages from that category will display in your “Primary” tab instead. Also, the text on the tabs can’t be changed and you can’t add custom tabs. Use custom labels instead (discussed within the next section) to further categorize your messages. You’ll also select which tabs to display in your inbox on the “Inbox” tab on the “Settings” screen, within the “Categories” section.

Organize Your Messages Using Inbox Styles and Settings

Inbox styles allow you to arrange your Gmail inbox within the way that suits you best. You’ll organize your inbox using the configurable tabs, as mentioned earlier during this chapter, or into sections like “Unread,” “Starred,” and “Important.”

Change your inbox type

To change to a special inbox style, open the “Settings” screen and click on the “Inbox” tab. within the “Inbox type” section, select the sort of inbox you would like to use from the drop-down list. Each sort of inbox has its own settings. Once you decide on the “Inbox type,” the settings for that type display below the “Inbox type” selection. Make your changes to the settings and click on “Save Changes.” you’ll also quickly change a number of the inbox style settings right in your inbox clicking the down arrow that’s located at the far right of every section heading. Gmail Help provides descriptions of the inbox types. Be happy to experiment with the various inbox styles to ascertain what works best for you. You’ll always switch back to the default if you modify your mind.

You can also quickly change the design of your inbox by moving your mouse over the “Inbox” label and clicking the down arrow that displays. Select the specified inbox style from the “Inbox Type” menu. Notice that moving your mouse over each style provides a brief description of every type.

Organize and Categorize Your Messages Using Labels

We briefly introduced you to labels in Chapter 1 of this series. Labels allow you to arrange your email messages into categories. They’re almost like folders however, unlike folders, you’ll apply quite one label to one message.

NOTE: Gmail supports a maximum of 5,000 labels, including sub-labels. If you exceed this limit, you’ll find that your Gmail experience is slower, and you’ll experience errors. Remove the labels that you simply won’t be using anymore. Deleting labels doesn’t delete messages.

Create a replacement Label

You can create your own custom labels to stay your inbox organized and even move messages out of the inbox into your labels (acting as folders). We’ll show you ways to make a label nested under another label, sort of a subfolder within a folder. To make a replacement custom label which will be the most folders, click “More” within the list of labels on the left side of the most Gmail screen. When the list expands, click the “Create new label” link. Enter a reputation for the label within the “Please enter a replacement label name” edit box on the “New Label” panel. Click “Create” to end creating the new label.

NOTE: Because this is often the parent label which will contain the sub-label, we’ll not nest this label. To make a sub-label under the parent label you only created, click “Create new label” again. On the “New Label” panel, enter the name of the sub-label you would like to make within the “Please enter a replacement label name” edit box. Select the “Nest label under” check box, select the parent label you only created from the drop-down list, and click on “Create.” you’ll also create a nested label by entering the parent label, followed by a slash (/), then entering the nested label name – beat the “… new label name” edit box. For instance, we could enter “Personal/Friends” within the edit box and not select the “Nest label under” check box.

NOTE: The parent label must exist already to make a nested label there under. You can’t create both labels at an equivalent time. In our example, we must create the “Personal” label first before creating the nested “Friends” label. The nested label seems like the subsequent example. The new parent label, with its nested label, is additionally added to the list of labels available on the “Labels” action button, also because the list of labels available on the “Move to” action button.

Apply Labels to Messages

There are two ways of applying labels to messages. You’ll apply labels to messages while leaving the messages in your inbox. You’ll also move messages onto labels as you’d move them into folders. We’ll show you both methods. Apply Labels to Messages While Leaving Them in Your Inbox. This method allows you to simply apply multiple labels to one message. To use a label to a message while keeping the message in your inbox, select the check box to the left of the message to pick it (or open the message). Then click the “Labels” action button and choose one or more labels from the menu. Remember, you’ll apply quite one label to a message. The “Labels” menu doesn’t get away once you decide on your labels, so you’ll select multiple labels directly. To use the chosen labels to the messages, click “Apply” at rock bottom of the menu. The labels then display to the left of the message’s subject line. If you’ve got an extended list of labels, you’ll start typing a label’s name after clicking the “Labels” action button to seek out the label within the list.

Apply a Label to a Message and Move it Out of Your Inbox

To apply a label to a message and move the message out of your inbox at an equivalent time, drag the message to the specified label within the list on the left. As you progress the mouse over the list, it’ll expand to display labels which will currently be hidden. Note that you simply can use this method to spot message as spam, additionally to using the “Report spam” action button. Simply drag the offending messages into the “Spam” label. Moving a message to the “Trash” label deletes the message. This is often an equivalent as selecting a message, or opening it, and clicking the “Delete” action button.

Open a Label

Opening a label is like opening a folder. All messages related to that label are listed. To open a label, click the specified label within the list of labels on the left side of the most Gmail screen. If the specified label isn’t visible, click “More” to access the complete list. All messages related to that label are displayed. Notice the search term within the “Search” box. Gmail automatically fills within the “Search” box with the acceptable filter to display the chosen messages. We’ll discuss filters later during this chapter. Note that if you apply a label to a message without moving the message into that label (and out of the inbox) then you open the label, the “Inbox” label displays on the message, indicating that the message still resides within the inbox. To travel back to your inbox, click the “Inbox” label within the list on the left. If you would like to maneuver the message back to your inbox, simply open the label folder to access the message and drag the message back to the inbox. Note that the message still has the label applied thereto.

Remove a Label from a Message

If you opt you don’t need a specific label related to a message, you’ll easily remove it. To do so, select the message using the check box to the left of the message, or open the message. Click the “Labels” action button, de-select the label within the menu that you simply want to get rid of from the message, and then click “Apply.”

NOTE: you’ll remove multiple labels from a message at just one occasion. Simply select all the labels you would like to get rid of within the “Labels” menu before clicking “Apply.”

Change the color of a Label

You can assign colors to your labels so you’ll easily spot them in your inbox. By default, all labels are colored with a light-weight gray background and dark gray text. The “Personal/Friends” label within the image below uses the default color. The opposite labels, “HTG School” and “Admin,” produce other colors applied to them. To vary the color on a label, move your mouse over the specified label. Click the down arrow to the proper of the label to access its menu. Move your mouse over the “Label color” option and choose a text and color combination by clicking thereon. You’ll also use the “Remove color” choice to remove color from the label and revert to the default. If you don’t want any of the displayed combinations, you’ll select a custom combination by clicking “Add custom color”. Select a “Background Color” and a “Text Color” on the “Add custom color” panel that displays. Preview the chosen combination where it says “Preview Label Color.”

Setup One-Click Access to plain and Custom Gmail Labels

You can easily create one-click access to labels. To try to this, open a label as we discussed earlier during this chapter, then drag the favicon of the page from the address bar to the Bookmarks toolbar. Now, you’ll click this bookmark to access all of your messages related to this label.

Hide and Show Labels in Gmail

If you’ve got an extended list of labels in Gmail, you’ll want certain labels visible that you simply use more often while hiding the remainder.

Hide a Label

To hide a label in Gmail, click the label you would like to cover within the list of labels under the “Compose” button and drag it to the “More” link beneath the list of visible labels.

NOTE: The “More” link becomes the “Less” link as you progress the label thereto. The label is moved so it’s listed below “Categories,” which displays once you click “More” to expand the list of labels. If the “Less” link is out there instead of the “More” link, the “Categories” are often viewed just by moving your mouse over the list of labels.

Make a Hidden Label Visible

To make a hidden label visible, click “More” (if necessary) to display the “Categories” section. Click and drag the specified label from the “Categories” section to the “Inbox” label. The label is moved back to the most lists of labels, in alphabetical order.

Hide Preset System Gmail Labels like Starred, Sent Mail, Drafts, Spam, or Trash

The pre-set Gmail labels also can be hidden. To cover any of those labels, click “More” under the list of labels. Click “Manage labels” under “Categories.” The “Labels” Settings screen displays. Within the “System labels” section, find the system label you would like to cover and click on the hide link within the “Show in label list” column.

NOTE: The label isn’t completely hidden, rather, it’s moved under the “More” link.

Access Labels Settings on the Settings Screen

The “Labels” settings screen also can be accessed using the “Settings” button. We’ll be pertaining to various parts of the Settings screen throughout this series. The procedure for accessing “Settings” will always be an equivalent. To access the filter tools on the “Settings” screen, click the “Settings” (gear) button within the upper-right corner of the most Gmail window. Then select “Settings” from the menu. Once on the “Settings” screen, you’ll access settings for “Labels,” “Filters,” “Inbox,” “Themes,” and other parts and features of Gmail.

Hide Labels with No Unread Mail Automatically in Gmail

With the power to cover labels and to automatically direct messages into those labels using filters (see subsequent section), you’ll be wondering the way to quickly tell if you’ve got unread messages within the hidden labels. You’ll easily prefer to show hidden labels when there are any unread messages in them. That way, you don’t miss any important messages. To setup Gmail so it hides labels unless they contain unread messages, access the “Labels” settings screen using one among the methods previously mentioned. For every system and custom label you would like hidden if it doesn’t contain unread mail, click the “Show if unread” link. Notice that within the list of “System” labels you’ll only hide the “Draft” and “Spam” labels if they don’t contain any unread messages. This feature doesn’t apply to “Categories” and “Circles.” you’ll quickly apply this setting to all or any your custom labels by clicking the down arrow next to “Show in label list” at the highest of the “Labels” section and selecting “Show all if unread” from the menu .

Coming up Next … This brings us to the top of Chapter 3. You ought to have a reasonably firm understanding of the way to keep your inbox organized using different tabs, styles, and settings. Better of all, you’re well on your thanks to mastering your email using labels! Within the next chapter, we’ll broaden our discussion of labels to incorporate filters – like the way to use filters to automatically apply labels, also as the way to take your existing filters and export them to a different Gmail account. Then, to shut things out, we introduce the star system, which helps you retain track of important emails.

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