{"id":960,"date":"2015-02-07T11:33:55","date_gmt":"2015-02-07T18:33:55","guid":{"rendered":"https:\/\/blog.technerdservices.com\/?p=960"},"modified":"2015-04-04T16:22:52","modified_gmt":"2015-04-04T22:22:52","slug":"tutorial-organize-emails-gmail-part-1-categories-labels","status":"publish","type":"post","link":"https:\/\/blog.technerdservices.com\/index.php\/2015\/02\/tutorial-organize-emails-gmail-part-1-categories-labels\/","title":{"rendered":"Google Tips: How to Organize emails in Gmail Part 1: Categories and Labels"},"content":{"rendered":"<p>Email has quickly become the number one method of communication between individuals and corporations. From newsletters to private messages, it doesn&#8217;t take long for the inbox to fill with a digital mountain of mail. Google Gmail provides many tools to help manage incoming mail. Read on to find out how Gmail categories and labels can\u00a0organize email efficiently.<!--more--><\/p>\n<div id=\"toc_container\" class=\"no_bullets\"><p class=\"toc_title\">Contents<\/p><ul class=\"toc_list\"><li><a href=\"#Video_Tutorial\"><span class=\"toc_number toc_depth_1\">1<\/span> \u00a0Video Tutorial<\/a><\/li><li><a href=\"#Categories\"><span class=\"toc_number toc_depth_1\">2<\/span> Categories<\/a><ul><li><a href=\"#Enabling_and_Disabling_Categories\"><span class=\"toc_number toc_depth_2\">2.1<\/span> Enabling and Disabling Categories<\/a><\/li><li><a href=\"#Moving_an_email_to_a_difference_Category\"><span class=\"toc_number toc_depth_2\">2.2<\/span> Moving an email to a difference Category<\/a><\/li><\/ul><\/li><li><a href=\"#Labels\"><span class=\"toc_number toc_depth_1\">3<\/span> Labels<\/a><ul><li><a href=\"#Labels_vs_Folders\"><span class=\"toc_number toc_depth_2\">3.1<\/span> Labels vs. Folders<\/a><\/li><li><a href=\"#How_to_Create_Labels\"><span class=\"toc_number toc_depth_2\">3.2<\/span> How to Create Labels<\/a><\/li><li><a href=\"#Label_Features_and_Settings\"><span class=\"toc_number toc_depth_2\">3.3<\/span> Label Features and Settings<\/a><ul><li><a href=\"#A_Label_Color\"><span class=\"toc_number toc_depth_3\">3.3.1<\/span> A. Label Color<\/a><\/li><li><a href=\"#B_Visibility_in_the_Label_List\"><span class=\"toc_number toc_depth_3\">3.3.2<\/span> B. Visibility in the Label List<\/a><\/li><li><a href=\"#C_Visibility_in_the_Message_List\"><span class=\"toc_number toc_depth_3\">3.3.3<\/span> C. Visibility in the Message List<\/a><\/li><li><a href=\"#D_Label_Settings\"><span class=\"toc_number toc_depth_3\">3.3.4<\/span> D. Label Settings<\/a><\/li><\/ul><\/li><li><a href=\"#Global_Label_Settings\"><span class=\"toc_number toc_depth_2\">3.4<\/span> \u00a0Global Label Settings<\/a><\/li><\/ul><\/li><li><a href=\"#Next_Time\"><span class=\"toc_number toc_depth_1\">4<\/span> \u00a0Next Time<\/a><\/li><\/ul><\/div>\n<h1><span id=\"Video_Tutorial\">\u00a0Video Tutorial<\/span><\/h1>\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/7hk5Oe6RWHc\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<h1><span id=\"Categories\">Categories<\/span><\/h1>\n<p>Categories use Google&#8217;s algorithms to separate incoming email in your inbox into separate locations based on the content of the information. There are up to 5 categories to choose from: Primary, Social, Promotions, Updates, and Forums:<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories01.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-978 size-large\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories01-1024x222.png\" alt=\"Categories01\" width=\"474\" height=\"103\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories01-1024x222.png 1024w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories01-300x65.png 300w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories01.png 1499w\" sizes=\"(max-width: 474px) 100vw, 474px\" \/><\/a><\/p>\n<p>These categories or not changeable. You are only able to select which ones are visible.<\/p>\n<h2><span id=\"Enabling_and_Disabling_Categories\">Enabling and Disabling Categories<\/span><\/h2>\n<ol>\n<li>\u00a0Click on the Settings Gear.<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories02.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-980 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories02.png\" alt=\"Categories02\" width=\"931\" height=\"285\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories02.png 931w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories02-300x92.png 300w\" sizes=\"(max-width: 931px) 100vw, 931px\" \/><\/a><\/li>\n<li>Click on &#8220;Configure Inbox&#8221; in the menu.<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories03.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-981 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories03.png\" alt=\"Categories03\" width=\"305\" height=\"318\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories03.png 305w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories03-288x300.png 288w\" sizes=\"(max-width: 305px) 100vw, 305px\" \/><\/a><\/li>\n<li>Ensure that there are checks in the check boxes of the desired categories. Then click the &#8220;Save&#8221; buitton.<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories04.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-984 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories04.png\" alt=\"Categories04\" width=\"614\" height=\"449\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories04.png 614w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories04-300x219.png 300w\" sizes=\"(max-width: 614px) 100vw, 614px\" \/><\/a><\/li>\n<\/ol>\n<h2><span id=\"Moving_an_email_to_a_difference_Category\">Moving an email to a difference Category<\/span><\/h2>\n<p>By right clicking on an email in your inbox, you will be able to select which category the email falls under. Subsequent similar emails will also fall under the same category.<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories05.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-985 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories05.png\" alt=\"Categories05\" width=\"716\" height=\"169\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories05.png 716w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories05-300x71.png 300w\" sizes=\"(max-width: 716px) 100vw, 716px\" \/><\/a><\/p>\n<p>Find out more about labels at <a title=\"Inbox Tabs and Labels Categories\" href=\"https:\/\/support.google.com\/mail\/answer\/3055016?hl=en\" target=\"_blank\">Google&#8217;s Help Center<\/a>.<\/p>\n<h1><span id=\"Labels\">Labels<\/span><\/h1>\n<h2><span id=\"Labels_vs_Folders\">Labels vs. Folders<\/span><\/h2>\n<p>Labels are similar to folders in Microsoft Outlook. However, while Outlook only allows a single location, whereas Google Labels allow multiple labels to be applied to a single email. (Note that there is only a single email. Therefore, if the email is deleted, it is no longer visible in any label location). Take the following example:<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels01.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-976 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels01.png\" alt=\"Labels01\" width=\"755\" height=\"380\" \/><\/a><\/p>\n<p>For folders, you would need 16 folders to properly organize 3 projects with three of the sub-folders. When using Labels in Gmail, the total number of Labels needed is only 6, reducing the amount of labels needed. Labels can then be nested by classification:<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels02.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-977 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels02.png\" alt=\"Labels02\" width=\"195\" height=\"503\" \/><\/a><\/p>\n<h2><span id=\"How_to_Create_Labels\">How to Create Labels<\/span><\/h2>\n<ol>\n<li>\u00a0Click on the &#8220;More Labels&#8221; line in the Label List\u00a0(left sidebar).<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels03.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-987 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels03.png\" alt=\"Labels03\" width=\"191\" height=\"494\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels03.png 191w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels03-116x300.png 116w\" sizes=\"(max-width: 191px) 100vw, 191px\" \/><\/a><\/li>\n<li>Scroll to the bottom of the label list and click the &#8220;Create new label&#8221; line.<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels04.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-988 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels04.png\" alt=\"Labels04\" width=\"197\" height=\"411\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels04.png 197w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels04-144x300.png 144w\" sizes=\"(max-width: 197px) 100vw, 197px\" \/><\/a><\/li>\n<li>Fill out the Name field for the label. You can also select a pre-existing label to nest the new label under. (Just like sub-folders).<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels05.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-989 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels05.png\" alt=\"Labels05\" width=\"550\" height=\"249\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels05.png 550w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels05-300x136.png 300w\" sizes=\"(max-width: 550px) 100vw, 550px\" \/><\/a><\/li>\n<\/ol>\n<p>Your label will now appear in the Label List.<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels06.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-990 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels06.png\" alt=\"Labels06\" width=\"189\" height=\"276\" \/><\/a><\/p>\n<h2><span id=\"Label_Features_and_Settings\">Label Features and Settings<\/span><\/h2>\n<p>Labels have additional features found in the drop down menu of the label when the mouse is hovering over the label in the Label List.<\/p>\n<p><a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels07.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-991 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels07.png\" alt=\"Labels07\" width=\"189\" height=\"276\" \/><\/a><\/p>\n<p><a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels08.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-992 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels08.png\" alt=\"Labels08\" width=\"383\" height=\"353\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels08.png 383w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels08-300x277.png 300w\" sizes=\"(max-width: 383px) 100vw, 383px\" \/><\/a><\/p>\n<h3><span id=\"A_Label_Color\">A. Label Color<\/span><\/h3>\n<p>Allows you to select a color for the label in which a colored square will appear beside the label in the Label List\u00a0and the label will be that color in the menu list.<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels09.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-993 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels09.png\" alt=\"Labels09\" width=\"607\" height=\"113\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels09.png 607w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels09-300x56.png 300w\" sizes=\"(max-width: 607px) 100vw, 607px\" \/><\/a><\/p>\n<h3><span id=\"B_Visibility_in_the_Label_List\">B. Visibility in the Label List<\/span><\/h3>\n<p>The Label List refers to the right sidebar where all labels are visible. The difference between &#8220;Show&#8221; and &#8220;Hide&#8221; is whether the label is above or below the &#8220;More Labels&#8221; line. Labels that are hidden appear below the &#8220;More Labels&#8221; line and are not visible until that section is expanded. The in between option &#8220;Show if unread&#8221; will bring a label from the hidden section to the visible section if there are any unread emails in that location. This feature usually required filters (similar to Outlook rules) that redirect emails to specific labels other than the inbox.<\/p>\n<h3><span id=\"C_Visibility_in_the_Message_List\">C. Visibility in the Message List<\/span><\/h3>\n<p>The message list is the lines where the subject and first few words of the email are visible in the inbox. If there are many labels attached to an email or if there are labels with long names, then hiding them from the message list allows more of the subject line to be visible.<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels10.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-994 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels10.png\" alt=\"Labels10\" width=\"721\" height=\"117\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels10.png 721w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels10-300x49.png 300w\" sizes=\"(max-width: 721px) 100vw, 721px\" \/><\/a><\/p>\n<h3><span id=\"D_Label_Settings\">D. Label Settings<\/span><\/h3>\n<p>These options allow you to edit, remove, or add nested labels to the selected label. Note that removing a label does not delete the emails associated with the label.<\/p>\n<h2><span id=\"Global_Label_Settings\">\u00a0Global Label Settings<\/span><\/h2>\n<p>Settings for all labels can be found in the Settings menu. This location allows you to change the settings of multiple labels at once.<\/p>\n<ol>\n<li>Click on the Settings Gear<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories02.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-980 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories02.png\" alt=\"Categories02\" width=\"931\" height=\"285\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories02.png 931w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Categories02-300x92.png 300w\" sizes=\"(max-width: 931px) 100vw, 931px\" \/><\/a><\/li>\n<li>Click on Settings in the menu<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels11.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-995 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels11.png\" alt=\"Labels11\" width=\"182\" height=\"321\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels11.png 182w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels11-170x300.png 170w\" sizes=\"(max-width: 182px) 100vw, 182px\" \/><\/a><\/li>\n<li>Click on the &#8220;Labels&#8221; tab<br \/>\n<a href=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels12.png\" target=\"_blank\"><img loading=\"lazy\" class=\"aligncenter wp-image-996 size-full\" src=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels12.png\" alt=\"Labels12\" width=\"376\" height=\"102\" srcset=\"https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels12.png 376w, https:\/\/blog.technerdservices.com\/wp-content\/uploads\/2015\/02\/Labels12-300x81.png 300w\" sizes=\"(max-width: 376px) 100vw, 376px\" \/><\/a><\/li>\n<\/ol>\n<p>Find out more about labels in <a title=\"Using Labels\" href=\"https:\/\/support.google.com\/mail\/answer\/118708?hl=en&amp;ref_topic=3394658\" target=\"_blank\">Google&#8217;s Help Center<\/a>.<\/p>\n<h1><span id=\"Next_Time\">\u00a0Next Time<\/span><\/h1>\n<p>While we have chosen some categories and created some labels, there are still some limitations that we clarification. For example, how can you find emails that have two or more labels on them? These questions will be answered in <a title=\"Tutorial: Organizing Google Gmail Emails Part 2: Advanced Search and Filters\" href=\"https:\/\/blog.technerdservices.com\/index.php\/2015\/02\/tutorial-organizing-google-gmail-emails-part-2\/\">Part 2<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Email has quickly become the number one method of communication between individuals and corporations. From newsletters to private messages, it doesn&#8217;t take long for the inbox to fill with a digital mountain of mail. Google Gmail provides many tools to help manage incoming mail. Read on to find out how Gmail categories and labels can\u00a0organize [&hellip;]<\/p>\n","protected":false},"author":7,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[19,11,2],"tags":[21,22,72,20],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.6.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Organize emails in Gmail: Categories and Labels | Tech Nerd Services - Blog<\/title>\n<meta name=\"description\" content=\"Here are two features within Gmail that can help you organize emails. Find out more about categories and labels.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.technerdservices.com\/index.php\/2015\/02\/tutorial-organize-emails-gmail-part-1-categories-labels\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Organize emails in Gmail: Categories and Labels | Tech Nerd Services - Blog\" \/>\n<meta property=\"og:description\" content=\"Here are two features within Gmail that can help you organize emails. 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