How To Automatically Label Emails In Gmail

Emails are a fundamental communication tool for businesses and individuals alike. But if they’re not organized well, they can easily become stressful and confusing.

With an effective email organization system, you can reduce clutter, improve productivity, and ensure that important messages are not overlooked. The Gmail’s automatic labeling feature helps you categorize incoming emails based on specific criteria, such as sender, subject, or keywords. Also, you can easily locate and prioritize emails, saving you valuable time and effort.

What Are Gmail Labels?

Before getting into the labeling process, let’s first understand Gmail labels and their function.

• Gmail labels act like virtual folders that help you categorize and sort your emails.
• Unlike traditional folders, emails in Gmail can have multiple labels, allowing for more flexible organization.
• You have the option to personalize labels with different colors and names to match your preferences and requirements.
• Labels help you organize your inbox by creating a hierarchy, making it easier to find and manage specific emails.

How To Create Labels In Gmail?

Creating labels in your Gmail account and organize them can be done in three simple ways.

1. From the Label arsenal

• Login to your Gmail account on your desktop
• Find “Labels” from the left-hand menu
• Hover to “+” and click on it to create a new label

• A pop-up appears. Fill in the details: label a descriptive name (e.g., “Work Reports,” “Social Updates”)
• Click “Create“

Once the label is created successfully, you can find it under the labels section.

2. From Gmail Settings

Make sure you’re signed into your Gmail account on your computer

• Click on the gear icon in the top-right corner
• Select “See all Settings” from the dropdown menu

• In the Settings menu, navigate to the “Labels” tab
• Scroll down to the Labels section and click on “Create new label“

• Enter a new label name in the pop up window
• Click “Create” to save your new label

Finally, a new label is created and you can find it under the labels section.

3. From An Email

• After logging into your Gmail account open the email you want to label
• Find for “Label icon” located in the action bar
• Click on “Create new“

• Feed the details in the pop-up window and hit “Create”

That’s it a new label is created and you can find it under the labels section.

How To Automatically Label An Email In Gmail?

• In the search bar at the top of your inbox, click the down arrow to reveal search options.
• Enter search criteria to define which emails the filter should target. Here are some examples:
  • From: specific_email@address (to label emails from a particular sender)
  • To: your_email@address AND (has:attachment OR contains:”meeting”) (to label emails you receive with attachments or containing “meeting” in the subject/body)
• You can use various search operators for more complex filtering criteria (search for “[Gmail search operators]” to learn more).
• Once you’ve defined your search criteria, click “Create filter“

• A new window will appear. Under “Apply the label:“, choose the label you want to automatically apply to emails matching your search criteria.
• Click “Create filter” to confirm

How To Automatically Label Multiple Emails In Gmail?

• Access your Gmail account and select the emails you want to label.
• Click on three dots and choose “Filter messages like these”

Repeat the same process, enter the details in the pop-up window, and click “Create filter.” Now, any emails that meet your defined criteria will automatically be labeled and categorized.

How To Manually Label An Email In Gmail?

Since you’re familiar with creating labels in Gmail, let’s look at manually adding labels to emails.

• Go to your Gmail account and open the email you want to label
• Look for the “Label icon” in the top action bar (usually next to the reply and forward buttons)
• Click the “Label icon.” You’ll see a list of existing labels
• Choose an existing label from the list to apply to the email and hit “Apply”

[Note: If you prefer to create a new one, click “Create new”]

That’s all, the label has been applied, and the email can be seen within the label.

How To Manually Label Multiple Emails In Gmail?

• Go to your Gmail account and select the emails you want to label
• Look for the “Label icon” in the top action bar

Simply repeat the process, select an existing label (or) create a new one. Consequently, all the selected emails can be seen under the selected label.

How To Manage Labels In Gmail Effectively?

After setting up labels and automating the labeling process, it’s important to know how to handle them. Here’s how you can manage labeled emails in Gmail:

1. Create nested labels for further organization. For example, you can have a label “Work” and then create sub-labels under it like “Important,” “Projects,” or specific client names.
2. Assign colors to your labels for easier visual identification. Click on the three dots next to a label name and select “Edit” to choose a color.
3. Regularly review your labels and remove any unused ones to maintain a clean and organized system.
4. If your filtering criteria change for a particular label, you can edit the filter to adjust the search terms used for automatic labeling.
5. You can search across multiple labels at once. Simply enter “label:label1 OR label:label2” (replace “label1” and “label2” with your actual label names) in the search bar.
6. Select multiple emails with the same label (check the boxes next to them) and perform actions like deleting, archiving, marking as read/unread, or adding additional labels.
7. You can easily star important messages within a label for quick access, even in labeled emails.

Frequently Asked Questions

Conclusion

To conclude, don’t let a messy inbox slow you down. With automatic labels, you can reclaim your email sanity. Just take a few minutes to set up filters, and see how your emails magically sort themselves into organized categories.