How to Organize Your Inbox With Gmail Folders

The option to create folders in Gmail for storing and sorting messages is a terrific time-saving feature. The label system in Gmail allows for this, and it can be accessed in both the mobile and desktop versions of the service.

In Gmail, you may create distinct categories for your inbox by using labels. These can be made either on the portable app or the computer. Multiple labels can be used to categorise emails, and filters can be set up to automatically label messages based on the sender’s address or the contents of the message.

Let’s go deeper into what Gmail labels are for and how to maximise their use.

What is the Purpose of Gmail Labels?

Three Colorful Office Document Folders with Reflection
Organize Your Inbox With Gmail Folders

Labels in Gmail serve the same role as folders or sections in other email clients, making it simple to locate certain messages in a hurry. They are useful for maintaining a clean and orderly inbox.

You can categorise your emails by labelling them, and then viewing just that label to view all of those emails. A good use case for this is creating a single folder for all of your work and school-related email correspondence.

You can have as many of these labels as you’d like because they can be tailored to your specifications. Emails might have more than one label attached.

How to Create Labels on the Mobile App

To access the left sidebar in the official Gmail client for mobile devices, tap the button depicted in three vertical lines. If you go below the current labels, you’ll find a “Create New” button with a plus symbol. You can make a new tag if you click this.

Tap the label’s circle icon to the left of an email to add it to that label. Then, choose “Move” or “Label” by clicking the ellipses in the top right corner of the screen.

Take note that the Android version of Gmail doesn’t allow you to make new labels for your inbox. Instead, use the label feature by opening Gmail in your web browser and switching to the desktop version of the service.

How to Create Folders on a Desktop

Go to your inbox in Google Mail on a desktop computer. On the left, you’ll find your labels, and clicking on one will open up further labels within that category. Simply add a new label by clicking the + button. In addition, you can place it inside another label to make nested folders.

How to Automatically Label Your Incoming Emails

In addition, Gmail lets you automatically categorise incoming messages. Let’s say you wish to automatically categorise messages sent from a specific address. Here are the measures to take:

  1. Type what you want to filter into the search bar (e.g. from: [email address]).
  2. At the bottom of the search window, select “Create Filter.”
  3. Scroll to “Apply Label” and select the label you want.
  4. Select “Create Filter.”

Emails that include specific keywords can also be automatically classified using this feature. However, filter creation is a desktop-only feature and cannot be accomplished via the mobile app.

If you are unable to access a desktop computer, you can view from your mobile device and then select the option to switch to the desktop version of the site (the same way you would on an Android device).

This compresses the whole desktop website into your mobile device’s viewing area, giving you access to the same features in a more compact format.

Tips for Organizing Your Gmail Account

There are more tools available in Gmail than labels that might help you stay on top of your inbox. The ones that are most helpful to you will vary based on your email habits, the nature and volume of your inbox, and similar factors. OK, let’s check them out.

Change the Order You See Your Email

You can rearrange the way your email appears in your inbox by adjusting the relevant settings. By default, Gmail’s inbox arranges your messages with the most recent ones on top. However, you may customise your inbox to show just unread or star-marked messages, or to display messages with a specific label at the top.

Archive Emails as You Go

Many people worry about losing important emails, but archiving is a neat solution that keeps copies but doesn’t clutter up your inbox.

It will reduce the volume of emails in your inbox, but you may always retrieve them from the archive folder if necessary.

Even if it’s quicker to archive emails as you receive them, you can always go back and do this to anything you already have.

Messages are moved to the trash can if they are deleted without first being archived (or if the archive folder is deleted). After 30 days, deleted emails cannot be recovered, so think carefully before putting anything in the trash. Earlier garbage pickup is an option you have.

Use Filters

Although you can use filters for labels, you can also use them for other things! You can automatically delete or star certain emails, which will bring them to the top of your inbox if you’ve changed the settings. This allows you to see and deal with important emails first.

Turn on Nudges

Gmail also has a nifty filter called nudges. In the panel labelled “Settings,” the “General” section is where you’ll find the option to enable nudges. This moves emails it thinks you’ve overlooked to the top of your inbox, and it also prioritises emails you might want to follow up on.

Unsubscribe From Unnecessary Emails

One popular practice for businesses is to bombard customers who have previously made purchases with emails. Don’t forget to unsubscribe if you’re not interested in their content or are no longer planning to make a purchase.

There is normally a link at the bottom of the email for this purpose (because businesses typically don’t want their customers to unsubscribe).

Deleted subscription emails can also be removed in bulk using Gmail’s handy feature.


You can stop receiving emails from specific addresses by adding them to a blacklist in your Google settings. This is a great tool for dealing with spammers and other organisations that ignore your requests to stop sending you correspondence.

Star Important Emails

Finally, marking emails as favourites can be helpful. This not only flags them for quick access but also tells Gmail which messages you value the most. All of your favorited messages will be compiled in one spot for easy perusal and response (or reading, if that’s all you intend to do).

Although daily email can rapidly cause an inbox to become disorganized, Gmail makes it simple to maintain order.

Follow good email practices like archiving as you go and make use of tools like labels, filters, blacklisting, and starred messages to keep your inbox organized and your most critical communications easily accessible at all times.

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