As a small httl.com.vn/en person you rely on tin nhắn. Your messages contain requests for work, invoices, client questions, and more. It”s only natural that you would spend a good portion of your time working with your email messages.Watching: Sắp xếp email trong gmail
But some of that time you spover on gmail messages could be better spent. How many times have sầu you searched your Gmail inbox lớn find a lost message? Have sầu you ever placed an email message in the wrong label? Maybe you”ve even accidentally deleted an important message. If you waste time dealing with all these email chores, you”re not alone.
Watching: Archive gmail ở đâu
What if you could learn lớn spend less time on your tin nhắn & accomplish more at the same time? With Gmail, you can organize your inbox to lớn be more effective sầu. You can improve sầu your tin nhắn inbox so that you can find your messages quickly. You”ll never have sầu khổng lồ worry about a lost message again.
Everyone”s email needs are slightly different. Once you understvà how Gmail works you can piông xã & choose the features that work best for you.
How lớn Organize Your Gmail Email InBox With Labels (Vs Folders) – Quiông xã Video
Are you ready to start learning about Gmail labels? Watch this quiông chồng screencast to lớn find out what you need to know about using labels to organize your Gmail inbox.
Or, study the complete written tutorial below.
What You”ll Learn in This Gmail Inbox Organization Tutorial
In this tutorial, I explain how to organize your Gmail inbox for maximum efficiency. I”ll start by going over some basic email concepts lượt thích folders, labels, và tabs. Then I”ll provide you with detailed instructions on how to use your Gmail inbox effectively by using labels và tabs.
Before we begin, you may also wish lớn learn more about how khổng lồ filter & bloông chồng unwanted emails in Gmail or reviews this helpful tin nhắn prioritization tutorial:
Grab the Free Thư điện tử Inbox Mastery eBook
We have sầu another great resource available now, which is packed with advanced email inbox techniques. Download our new tin nhắn strategies eBook: The Ultimate Guide to Inbox Zero Mastery. (It”s available for FREE download when you sign up for the Tuts+ httl.com.vn/en newsletter.)
1. The Difference Between a Label, a Folder, and a Tab in Gmail
Before you can make the best use of your Gmail inbox, you need to lớn understand some basic concepts. Folders, Labels, and Tabs in gmail have sầu some similarities. But they also have sầu some important differences. Let”s look at each concept separately.
1. What is a Folder?
Many email systems are folder-based. You create folders that work much like physical cardboard folders that you might have sầu in your office filing cabinet. In a folder-based email system, you can use folders lớn store related messages.
Much like the cardboard folders in your office, once an email message is placed in an gmail folder that is the only place it can be. Gmail is not a folder-based tin nhắn system.
2. What is a Label?
You can see Gmail labels in the sidebar & next khổng lồ the message subject lines.
Gmail is a label-based tin nhắn system. Nearly everything you would normally consider a thư mục in other email systems is a label in Gmail. That includes your Inbox, Trash, Spam, and Draft folders, which are technically labels in Gmail.
Labels appear lớn the left in your Gmail screen. They also appear lớn the left of each Gmail subject line in a closed Gmail message và below the subject line in an open Gmail.
Labels are lượt thích folders in that they can be used to lớn group related messages. An important difference between folders và labels is that a message can have sầu more than one label.
Gmail labels have sầu some handy features. They can be color-coded, for example. Later, I”ll show you how khổng lồ use that feature lớn organize your Gmail inbox.
There is also a way to lớn use Gmail labels lượt thích a thư mục. I”ll also explain how khổng lồ vị that as well.
3. What is a Tab?
The final concept you need to understand before you can organize your Gmail inbox is Tabs và the corresponding category labels. Categories appear on the left side of your Gmail screen with the other labels. Tabs appear across the top of your Gmail screen.
Gmail tabs appear across the top of the inbox. Categories appear in the sidebar with the labels.
Gmail provides you with pre-defined tabs for five sầu categories:
Primary – This is where you will receive sầu most of your messages. When you open your Gmail, this tab is open.Social – If you have social truyền thông notifications turned on or use other social sites, those messages go here.Promotions – Promotional email messages go inlớn this tab và sub-category.Updates – Messages that are notifications such as receipts và confirmations go here.Forums – If you have forum notifications turned on, those messages go here along with messages from discussion boards và mailing lists.
When you receive a message that fits one of these five sầu categories, Gmail automatically sends that message lớn the appropriate tab & category label.
The message is also filed in the Categories label under the appropriate sub-label.
By default, messages sent khổng lồ a tab bypass your Primary message tab & your Inbox. So, if you want lớn see these messages kiểm tra your other tabs regularly.
Now that we understvà what each component of your inbox is, let”s learn how to lớn use them so that you can organize Gmail.
2. How lớn Use Labels
Step 1. Create a Label
You can find the Label tools beneath the Circles label on the left sidebar of the Gmail screen. You may need to lớn cliông xã More khổng lồ see it.
Type the name of your new label & clichồng the Create button.
Type the name of the label you are creating in the Please enter a new label name field. If you wish to nest the new label under another label, clichồng the kiểm tra box next lớn Nest label under. Cliông chồng on the arrow to lớn the right of the field & select the name of the label from the drop-down thực đơn. Clichồng the Create button khổng lồ create your new label.
Step 2. Apply a Label to an Email
To apply an existing label to a new tin nhắn, first open the gmail. Cliông chồng the Label inhỏ (it looks like a label) at the top of the gmail to open a drop-down label thực đơn.
Clichồng the Label icon to apply a label khổng lồ a Gmail message.
Cliông chồng the name of the label you want lớn apply khổng lồ the tin nhắn. You can also clichồng the Create new option to lớn open the New Label box & create a new label for the tin nhắn.
Step 3. màu sắc Code a Label
A great way lớn organize your inbox is to lớn apply color-coding to the labels you create yourself. This allows you khổng lồ quickly see how messages are labeled at a glance.
As you pass your cursor over the right of the label you want to apply color coding to lớn, you”ll notice a small down arrow.
Use the Label color palette to lớn color code your labels.
Clichồng the color of your choice to apply it khổng lồ the label.
Step 4. How khổng lồ Manage Gmail Labels
At the bottom of the Labels sidebar you will find the Manage Labels option. You may need lớn clichồng More to lớn see it.
If you cliông chồng this option, the Labels Settings screen displays. (You can also access the Label Settings screen by clicking the Settings inhỏ & then clicking Settings>Labels or by clicking on the Labels icon at the top of an open email message và clicking the Manage Labels option.)
Use the Gmail Label Settings screen to determine which labels are visible in the label các mục.
Use the scroll bar on the right side of the screen khổng lồ scroll through the danh mục of labels.
At the top of the Label Settings screen you”ll see the System labels. These include labels the Gmail system has defined for you such as your Inbox, Sent Mail, Drafts, Spam, & Trash.
Below the System labels you”ll find the Categories labels. If you use Google+ social truyền thông, your social circles appear below that. At the bottom, you”ll see the labels you”ve added yourself.
Beside each System label you”ll see two or three options beneath the heading Show in label list. The first two options, show và hide, allow you to lớn decide whether the message label appears in the label danh mục on the Gmail sidebar. If show is selected, the label is visible in the list. If hide is selected, it is not. Some labels have sầu a third option, show if unread.
Step 5. How to Use Gmail Labels Like Folders
Some labels are already mix up somewhat lượt thích folders. The Spam label, for example, bypasses your Inbox và Primary tab.
For most other labels, use the Move to icon (it looks like a folder) to lớn use it lượt thích a folder. Start with an open message. Cliông xã the Move sầu to ibé to lớn display the Move sầu to drop-down menu.
Use the Move khổng lồ inhỏ lớn move the message lớn a label.
Select the label you want khổng lồ move sầu the message to lớn from the các mục. This moves the message from your Inbox và Primary tab & into lớn the label you chose.
Note: If the message has two labels the message will still appear under that second label even though you used the Move sầu to drop-down menu to lớn move sầu it. In the example above, the message is labeled Project ABC and Project Merger. If I use the Move sầu to option lớn move it under Project Merger, it will still appear in the Project ABC label. However, it will not appear in your Inbox.
Step 6. Optimizing Your Gmail Inbox with Labels
Now that you understand how to lớn use labels, you can better organize your Gmail inbox by incorporating the following features:
Add new labels lớn group messages together.Màu sắc code important message labels to lớn make them easy khổng lồ find.Hide message labels that you don”t need to lớn see.
3. How lớn Use Tabs
Step 1. Disable a Tab
You don”t have sầu to lớn use the five default tabs in your Gmail inbox. If you don”t like them, you can disable them. (The only tab you cannot disable is the Primary tab.)
To disable a tab, click on the Settings ibé (it looks lượt thích a gear) in the upper right corner of the Gmail screen. From the drop-down thực đơn, click Configure inbox. The Select tabs lớn enable window displays.
Use the Select tabs lớn enable window to turn on or disable tabs in Gmail.
To disable a tab, uncheck the checkbox next khổng lồ the tab and cliông xã the Save sầu button. For me, it makes sense to unkiểm tra the checkbox next to lớn the Forums tab. I don”t have sầu any forums notifications set up & that tab is always empty.
Be careful, though. If you disable a tab that is full of messages, those messages will display in your Inbox under the Primary tab.
To enable a tab that you”ve sầu disabled, return khổng lồ the Select tabs lớn enable window và rekiểm tra the checkbox next to the tab name. Cliông xã the Save button again.
Step 2. Show Starred Messages from Tabs
You can also use the Select tabs to enable window to display starred messages in your Inbox under the Primary tab. This can keep you from missing an important message that you want khổng lồ follow up with.
To activate this feature, cliông chồng the checkbox next lớn the Include starred in Primary option. Clichồng the Save button. De-activate the feature by unclicking the checkbox and clicking the Save button again.
Step 3. Optimizing your Gmail Inbox with Tabs
How can understanding tabs help you configure your Gmail inbox?
First, you can disable any tabs you aren”t currently using for a less cluttered inbox. Some users dislike the tabs feature and disable all the tabs except for the Primary tab.
Next, you can use the Show Starred Messages feature khổng lồ mark messages that you want lớn follow up with. Once the feature is enabled, starred messages appear in your Inbox where you are less likely to lớn forget about them.
4. How lớn Use Inbox Settings to Convert to a Classic Inbox
If you are used lớn an inbox without tabs, you can use the Inbox Settings screen to phối one up in Gmail.
Caution: If you”re not used to a classic inbox, you may wish khổng lồ skip over this section.
Step 1. Access the Inbox Settings Screen
To access the Inbox Settings screen, start from the main Gmail screen. Cliông chồng the Settings inhỏ on the right. From the drop-down thực đơn, clichồng Settings > Inbox. The Inbox Settings screen appears.
Use this drop-down thực đơn to lớn change the default Gmail inbox configuration.
All the options on the drop-down thực đơn other than Default bởi away with the five default tabs.
Many classic inboxes display unread messages at the top of the inbox. If this is what you want, clichồng the Unread first option and cliông chồng the Save sầu Changes button.
The Unread messages display at the top of your inbox in chronological order from newest khổng lồ oldest. Below that is an inbox section called Everything Else. Your tin nhắn inbox is effectively split inlớn two sections.
Gmail inbox configured khổng lồ show unread messages first.
The other non-default options also split your inbox. Here is what you will see with each of those options:
Important first – At the top you will see messages Gmail thinks are important. At the bottom, you will see Everything else.Starred first – At the top you will see Starred messages. At the bottom, you will see Everything else.Priority inbox – This option divides your inbox inlớn four sections. At the top you will see Important và unread messages. Next you will see Starred messages. The third section is left empty for you to lớn customize. At the bottom, you will see Everything else.
If you decide lớn return khổng lồ the Gmail default view, select Default from the drop-down menu và cliông xã the Save Changes button.
Step 3. How Inbox Settings Can Help You
Moving away from the default inbox settings can help you to lớn use your inbox more effectively, especially if you don”t typically receive sầu messages that would fit under one of the mặc định tabs.
Since all messages that you haven”t moved under a label are visible in your inbox, reconfiguring the settings can help you find messages that might ordinarily have accidentally been sorted into one of the tabs.
Reconfiguring your inbox is probably not the best way to organize your email if you are on lots of mailing lists, receive lots of social truyền thông notifications, or receive lots of promotional emails.
5. How khổng lồ Archive Files
One way lớn keep your gmail inbox uncluttered is lớn archive sầu old messages. Here”s is what you need to lớn know about archiving messages in Gmail.
Step 1. Archive a Message
Archiving a message is easy. Start from the main Gmail screen. Clichồng the checkbox next khổng lồ the message or messages you want khổng lồ archive sầu.
To archive a message, cliông chồng the checkbox & click on the Archive sầu option.
A menu displays above the messages. Clichồng the Archive inhỏ (it looks like a box). The selected message is archived.
Step 2. Find Archived Messages
There are two ways khổng lồ find an archived message:
Look in All Mail Label – The All Mail label is exactly what it sounds like. A label that is applied to all email.
The All Mail label is usually at the bottom of your label list. To find your archived message in the All Mail label, go to lớn the bottom of your Gmail sidebar. You may need to cliông chồng More khổng lồ see it. Cliông xã All Mail. Scroll through the messages until you find the one you are looking for.
Step 3. Unarchive a Message
If you accidentally archive a message, you can return it lớn your inbox.
mở cửa your All Mail label. Find the messages you want khổng lồ return lớn your inbox. Click the checkbox beside each message. Click the Move sầu khổng lồ inbox inhỏ above the messages.
Use the Move to Inbox button to unarchive messages.
When you look at a conversation in All Mail after moving it lớn your Inbox, note that an Inbox label (grey) has been applied to the messages.
Grab the Free Thư điện tử Inbox Mastery eBook
Organizing your inbox in Gmail is a good first step towards better email productivity. Yet, there are more great email inbox techniques you can put lớn quiông xã use.
If you need to không lấy phí up your time, và learn how to best stay on top of your most important tin nhắn messages, then get the Inbox Zero Mastery eBook, which is không tính tiền lớn download when you sign up for the Tuts+ httl.com.vn/en Newsletter. It”s packed with actionable tin nhắn strategies lớn help you tame your inbox.
As a small httl.com.vn/en person who uses Gmail, it”s important khổng lồ understand both the Gmail system and your own tin nhắn needs. Once you underst& how Gmail works, you”ll know how khổng lồ organize your Gmail so that it is most efficient for your needs.
Find more helpful tutorials in our our Ultimate Beginner”s Guide to Using Gmail.