Google Mail's Labels are Next-Level Mail Management

We're all familiar with the concept of folders—we've been using them for years! So it makes sense that we would expect folders to work the same way in every application we use. Yet, Google Mail doesn't have folders in the traditional sense; instead, it uses labels. Confusing? It can be until you learn that labels are actually genius.

What is a folder?

Folders are containers, and messages reside within them. If you move or delete a folder, you will move or delete its messages. Though you can move messages in to and out of folders, a message may not reside in more than one folder unless you make a copy of it and save it in multiple locations. Folders can also make searching cumbersome as you usually have to know where something is stored to search for it.

What are labels?

Although labels act like folders on the surface, they are quite different. Some things to consider:

• They are not containers.
• Your messages are all stored in one location—All Mail. They act like tags and group messages by a common element: the label.
• You can apply and remove labels from messages.
• A message can have multiple labels assigned to it.
• When you rename or nest a label, the associated messages are updated automatically and available under the new label name and/or location.
• Deleting a label will not delete its messages.
• You can easily search across all labels or within a specific label.
• Labels can be color-coded.
• Filters allow you to apply labels to messages automatically.
• You can create nested labels.
• You may even separate the emails in your inbox into separate sections based on labels

What can you do with labels?

Think of labels as shortcuts to help you work with your mail faster. While you can just drag messages onto a label to apply it to the message, this feature truly shines when combined with Filters and Search.

Let's say I'm assigned to work on Project A. I can create a label with that same name to help me manage my project-related messages. Here are just a few things I can do with this label.

Create Labels to Organize Google Mail

Search

If I want to search within the Project A label for all mail from Bob Smith, I can use the Search Options feature and limit my reach to only messages within that label. I can also narrow them down by date, subject, and other criteria.

Search IN GOOGLE MAIL

Filters

I can make a Filter that automatically applies the Project A label to messages with Project A in the subject or from a specific Sender, or even sent to a particular Google Group. Whenever I want to review messages related to Project A, I just click the Project A label on the sidebar, and they're all right there.

Filter GOOGLE mail