Post by Suzanne Raouf
How often do you log into your Gmail and see “Inbox (41)” or maybe its more like “Inbox (1947)”? Organization (of any kind) can be daunting, but it can be simple if you know how to utilize the tools Gmail offers. I use three features to keep my inbox organized:
Step 1: Labels
Use labels to track the messages you receive that revolve around a certain theme. In college, I had labels for all of my classes, so if I was looking for a particular email, I could use the labels to ease my search. Each label you set up acts as a folder so if you archive a message that is labeled, you can find it in that label. Simple, right?
How do you make labels? On the left hand side of your screen under your Inbox, you’ll see a drop down menu. Click the drop down and then click on “Create new label.” The next screen will take you to name the label and the option to nest under a previously existing label.
Step 2: Filters
Filters are helpful for sorting specific messages before they reach your inbox. For example, I have a filter set up so that when I get an email notification from a social network, it skips my inbox and gets sent to a specific folder. This way, these unimportant emails don’t cloud my inbox. You can set up filters by a variety of indicators including keywords, subject or sender.
How to set up filters? Simple. Just click on “Create a filter,” right next to the search bar at the top of your Gmail screen. Follow the instructions to create filters to your liking!
Step 3: Archiving
This is my favorite way to sort through a messy inbox. After I read the emails that come to my inbox, I either archive it or let it sit in my inbox. The only time I keep an email in my inbox is when it still needs attention. Whether I need to respond or it is used as a reminder to book a flight or use a Groupon, seeing the email in my inbox helps remind me what needs to be done.
Archiving is super easy. Select the email and then click archive, or press archive while the message is open.
There is no excuse to let your emails pile up, so get to it and get organizing! Did I miss anything? What are your favorite ways to keep your inbox tidy?
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I usually do a first pass-through and delete all emails that are junk or irrelevant. Then I star all the ones that I need to read closely or reply to (press reviews that I want to read, events requiring an RSVP, personal messages, etc.). When I have a solid half hour or so, I work through the starred items and reply to each one. So far this system seems to be working.
Great post!very helpful!
XoXo
Plami
http://fashion-thrill.blogspot.com/
Categorizing & Archiving are my favorites!!
Faiza xo
VELVET MOON DIARIES
I am a little TOO good at organizing my emails, I have an overboard amount of different labels, the brilliance of gmail is that it allows you to give each label it’s own pretty color, makes your inbox much brighter!
I’m obsessed with a clean inbox as well. I’ve got sub-labels under my labels! I check my e-mail several times a day and I’ll take myself off a mailing list if I find that I always just delete an e-mail without opening it up.
Hi Suzanne,
great post. I used filtering and archiving with filters but not labels untill today.
But i will give it a try now.
Thanks,
Lisa
You have a great post here, your tip is very well written, and we can clearly understand..
Great Article! This is exactly the answers I was looking for! Thank You for the information.
It is useful for me,because my inbox is totally a mess. With these steps, my email can be put in order.
I have tried archiving and the emails disappear, haha! No really, I go to retrieve them from the archive and they are not there. So, I have turned to just using labels. How do you access the archived emails?
HF – I believe once it is archived the only way you can find it is to search for it using the search bar up top. I don’t think there is a way to show all archived items. I could be wrong though, but this is how I find my archived items!
If you go to the ALL MAIL tab, everything should show up. But searching is easier, and will show emails that have been archived (but not those that have been deleted).
I organized my hotmail account the same way some month ago, and it’s very easy and really worth the time you taking for it! Everyday life is easier with an organized inBox, trust me
I’m in the middle of doing a mass-organize of my inbox right now! I do the initial skim+delete, mark those as “read” that I know for certain I don’t NEED to look at, then read everything, either Starring or marking Important as I go. Stars are for potential future articles to cover, whereas Important is for correspondence I need to keep checking back on.
This is FANTASTIC. My inbox is always completely overflowing, thanks so much for the great post.
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Right now, my inbox says “Gmail – Inbox (33252)” (Haha talk about e-mail hoarding) … This could take a while. …
Such a great tip – I used to look forward to checking my emails as there used to be only 10-12 each time – no the numbers are starting to hit triple figures!! Great tip!
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Good post! I’ve also created an “unsubscribe” tag for newsletters/catalogs that I don’t want to receive anymore, but don’t have time at that moment to deal with. Then when I have a few minutes, I go through everything I’ve tagged and unsub to all of them.
Labels are a 100% must and the archive feature saves so much stress. I don’t know how anyone exists on the internet productively without these.
Good idea!
Great tips!!!I always label my emails! very useful!
Hello,
Here is a simple solution for backing up your mail through Beyond Inbox http://www.beyondinbox.com/ , which let you keep your email organized and inbox clean so that you can find a message when you need it. At the
same time, you also need to make sure that you archive and backup your email to prevent the loss in situations like accidental loss of data from email servers, hacking of account, forget password, over size inbox or unpredictable scenarios.Beyond Inbox is available in two different flavors i.e. an easy User Interface and Command line interface.
You can use this tool on Windows, Linux as well as Mac OSX. Click here to download http://www.beyondinbox.com/beyondinbox-download.html
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