Is it difficult for you to find files? Are your cloud documents, emails, and other documents scattered all over the place? Cluttered files make it difficult to work in an organized manner. It is inefficient, unproductive, and time-consuming.
And that is why what you need is a systematic digital filing system. Or an online file organization that makes your work easier, irrespective of which email service you might be using.
Take, for example, Gmail, which allows you to label your emails. Gmail labels are an effective way of sorting your emails into various tags. You can create these tags for incoming and outgoing messages. These are also useful for handling spam, as any spam message is labeled with the spam tag.
But what are some more things you must know about this feature in Gmail, and how does it work? Read on to find out.
Difference Between Labels And Categories
Even though labels and categories might seem like the same things with the same features, they are different. Labeling is a manual task requiring you to create and include particular messages as needed.
On the other hand, categories work in a primarily automated way. It is a feature Gmail uses to automatically organize emails without requiring manual intervention.
For instance, there are four categories common to this email service: social, updates, forums, and promotions. The service categorizes messages according to their content, ensuring better management of your space.
How Many Labels Can You Have?
Gmail allows you to have up to 500 labels. However, you can choose to have more than these, but doing so will cause your list to load slowly, taking up a lot of time. Google stores your emails in these labels as long as you want. Once you delete them, they are sent to the Trash and permanently deleted after 30 days.
Can Your Recipients See Them?
Under no circumstances will the recipient of your messages see the labels you have created. Google offers you this tool to better manage incoming and outgoing messages without causing inconvenience.
Steps To Create A Gmail Label
Open the Gmail service on your browser. Scroll down on the left, and click the arrow below “More.” At the bottom of the list, Google presents you with two options: manage labels or create new tags.
After you click on the “create new label” tab, a New Label box appears on your screen. Enter a name, followed by clicking the Create button. You can now move any messages you want to this label.
Moving An Email To A Label
To move an email to a label, you should click on the small square box beside the mail. Once you do so, the email will present you with various options, including a right-shaped arrow named labels. Click on the arrow and choose “create new” from the drop-down menu.
Once you do that, Google will move your files to that label. You can also add a filter that automatically labels emails by clicking the down arrow in the search box. Enter the details necessary for filtering messages, for example, email address, name, etc.
Click on the tab called to create a filter, and move your cursor to “apply the label.” Choose the label as needed and click on “create a filter.”
Other Ways Of Managing Your Files
You can also manage your files through an automated digital filing cabinet that lets you organize the files you send and receive. It automatically arranges the files you share with clients via email, making it convenient for you to find them later.
Using Gmail labels is an efficient way of organizing your incoming and outgoing mail. By creating a filter, you can ensure that emails are automatically sent to a particular tag, thus making it easier to manage the emails.