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Gmail Labels: The easiest guide for 2024

Gmail Labels can significantly improve individual and team communication. Mailbutler provides the easiest guide for you to follow.

First published

21.09.2023

Last edited

12.04.2024

Read time

10 minutes


    By James

    James has seven years' experience as a Content Marketer, bylines on Left Foot Forward, Submittable, and INOMICS, and a Master's in History. In his free time he likes to read, play guitar, and write for his personal blog.

    If you've ever felt overwhelmed by the number of emails in your inbox, you're not alone. And guess what? You have a super tool at your disposal to transform your email management game. It's called Gmail Labels.

    Properly used, Gmail labeling can significantly improve individual and team communication. Understanding the basics of this feature is key to optimizing inbox management.

    Gmail labels act like folders but give you the added benefit of being able to apply multiple labels to a single message.

    An overview of Gmail labeling

    • Organization: Labels are an important part of Gmail's management system, essentially serving as folders or tags for your emails.
    • Customization: Uniquely, Gmail allows you to apply multiple labels to a single email, which enhances your organization's strategy.
    • Visibility: When applied to an email, labels appear in the inbox view next to the subject, giving you quick insights about the email at a glance.

    In a nutshell, Gmail Labels provides a means for you to prioritize, categorize, and filter your emails in a manner that's tailored to fit your needs. Whether you're a professional juggling multiple projects or a team looking for unified communication, understanding and harnessing Gmail Labels gives you both a productive and professional advantage. Stay tuned as we dig deeper into the benefits of this feature and how to apply it to your working life.

    Overview of Gmail Labels

    Gmail Labels

    The unique benefits of Gmail Labels

    Here are some of the key benefits of Gmail Labels:

    1. Multiple labels for a single email

    Gmail Labels allow users to apply multiple labels to a single email. This means an email from your boss about an upcoming project can be labeled as both "Work" and "Projects," ensuring you can access it from either category.

    2. Color-coding for quick identification

    Visual cues can significantly speed up the process of identifying and sorting emails. Gmail Labels can be color-coded, allowing users to instantly recognize the nature or priority of an email.

    3. Seamless integration with filters

    Gmail Labels work harmoniously with filters. This means you can set up rules to automatically label incoming emails based on specific criteria, such as the sender's address or keywords in the subject line. This automation ensures that your emails are categorized the moment they arrive, saving you time and effort.

    4. Flexibility in visibility

    Not all labels are of equal importance at all times. Gmail allows you to choose which labels are visible in your sidebar and which ones remain hidden until you need them. This flexibility ensures that your sidebar remains uncluttered while still giving you access to all your labels when necessary.

    5. Enhanced search functionality

    When searching for an email, you can include label names in your search query to narrow down the results. This integration with Gmail's search functionality ensures that you can find the exact email you're looking for in seconds.

    6. Team collaboration

    For professionals using Gmail shared inboxes or collaborating on projects, labels can act as indicators or status markers. An email can be labeled "Reviewed" or "Pending Approval," keeping everyone in the loop about its status.

    Transform Your Inbox with Mailbutler Tags

    Create and add multiple tags (labels) to your emails and Mailbutler items.

    Customization of Gmail Labels

    Now that we've gone through the basic concept of labels, let's take it a step further and customize them according to your unique needs and preferences.

    Customizing labels involves modifying their appearance to better suit your organizational style, like changing label colors or hiding/showing certain labels. It's an easy process that can be done in just a few clicks.

    Creating custom labels

    The following steps will guide you through creating custom labels in Gmail:

    • Open Gmail and go to the left side of the page, then click "More."
    • Scroll down and select "Create new label."
    • Enter your label name and any nested label details, then click "Create"

    Color coding: Remember that labels can be customized with colors for easy identification.

    Nesting labels: Gmail allows for labels to be nested under existing ones, creating a hierarchy. This is particularly useful for creating broader categories with sub-categories.

    How to effectively nest labels

    Nesting labels in Gmail can help you achieve an organized, efficient inbox. This technique provides a hierarchical system to manage your emails in a more effective and navigable manner.

    Now, to create a nested label under the main label:

    • Click on "More" and then "Create new label."
    • In the pop-up window, enter the name of your sub-label. For example, under the "Work" label, you might want sub-labels like "Meetings," "Projects," or "Invoices."
    • Before clicking "Create," check the box that says "Nest label under" and select the main label (e.g. "Work") from the drop-down menu.

    Once you've created nested labels, you can:

    • Color-code them: Differentiate nested labels by assigning colors. Hover over a label in the left sidebar, click on the three vertical dots that appear, and choose a color.
    • Rearrange or change nesting: Drag and drop labels in the sidebar to rearrange them. To change a label's nesting, click on the three vertical dots next to the label name, select "Edit," and adjust the "Nest label under" option.
    • Delete or rename: Use the three vertical dots next to the label name to access options for renaming or deleting the label.

    To assign an email to a nested label, simply drag the email to the desired label in the left sidebar. Alternatively, you can open the email, click on the label icon at the top, and select the appropriate nested label.

    Creating specific labels for different email types

    The first step in effectively using Gmail labels is to create specific labels that cater to the different types of emails you receive. Here's how:

    1. Inquiries: These are often questions or requests for information.
      • How to set up: On the left sidebar, click on "Create new label" and name it "Inquiries."
    2. Feedback: This could be comments, suggestions, or reviews from clients or colleagues.
      • How to set up: Create a new label and name it "Feedback."
    3. Urgent Requests: Emails that require immediate attention.
      • How to set up: Create a label named "Urgent" or "Immediate Action Required." Consider color-coding this label in red for visibility.

    Automating label assignments with filters

    Manually assigning labels can be time-consuming, especially if you receive a high volume of emails daily. Gmail's filter feature can help:

    1. Click on the search bar at the top of your Gmail.
    2. Enter specific criteria that match the type of email. For example, if you often receive inquiries with the subject line "Question about," input that phrase.
    3. Click on "Create filter with this search" at the bottom right of the dropdown.
    4. In the next window, tick "Apply the label" and choose the appropriate label, such as "Inquiries."
    5. Click "Create filter." Now, every incoming email that matches the criteria will automatically be labeled.

    Best practices for labeling emails in Gmail

    Best practices for labeling emails in Gmail

    Best practices for labeling emails in Gmail

    While Gmail labels offer a dynamic way to organize your emails, being excessive with label usage can lead to clutter. You need to maintain a balance between having enough labels for effective organization and avoiding overloading your inbox with labels. Understanding your workflow and prioritizing your email categories can help.

    Avoiding label overload

    • Keep it simple: Start with broader categories like "Work," "Personal," "Bills," etc. Only create sub-labels or more specific labels if there's a genuine need.
    • Keep it concise: Your label names should be short and descriptive. Avoid long or complicated names that might confuse you later. "Travel" is preferable to "Places I Want to Visit in the Future."
    • Limit color coding: While color-coding labels can be helpful, using too many colors can be visually overwhelming. Stick to colors for high-priority labels or those you access frequently.
    • Merge similar labels: If you have labels like "Team Meetings" and "Work Meetings," consider merging them into one, such as "Meetings" to avoid redundant labels.

     Periodic review of labels

    • Scheduled cleanup: Set aside time, perhaps once a month or quarter, to review your labels. Delete or merge those you no longer use.
    • Analyze email flow: If certain labels consistently have few or no emails, it might be a sign that the label is unnecessary.
    • Reassess priorities: As your work or personal life evolves, your labeling needs might change. Regularly reassessing ensures your system remains relevant.

     Streamlining notifications

    • Use label-specific notifications: If you're using the Gmail app on your phone, you can set notifications for specific labels. This way, you're only alerted for emails that matter most.
    • Mute less important labels: For labels that aren't time-sensitive, consider muting their notifications. This reduces distractions, allowing you to block out focused work periods.
    • Prioritize with starred emails: Alongside labels, use the 'Star' feature for emails that require immediate attention. This way, even if you have notifications muted for a label, you won't miss out on crucial emails.

    Integrations and extensions for Gmail Labels

    Gmail's labeling feature is great for mail organization. However, add-ons like Mailbutler take its functionality to another level.

    Mailbutler tag labels

    Mailbutler: The perfect Gmail labeling solution 

    Mailbutler introduces a robust Email Tags feature that allows users to label not just emails, but also contacts, notes, tasks, templates, and signatures. It harmoniously couples the element of productivity with Gmail labeling, offering features that redefine email organization and teamwork.

    Here are some features that make Mailbutler an excellent choice for enhancing your Gmail labeling strategies:

    Email Tagging: Quickly add colored tags to your emails, helping you instantly recognize the nature of the message, be it an invoice, a customer request, or information from a team member.

    Contact Tags: Different customers have distinct needs. With Mailbutler's tagging, you can label individual contacts, ensuring you always maintain professional and personalized relationships.

    Notes and Tasks Tagging: With numerous tasks and notes to manage daily, Mailbutler allows you to label them for priority or theme, ensuring you never miss out on important tasks or information.

    Template and Signature Tagging: Find the right email template or signature for any situation by adding tags. This ensures you always send out the most appropriate and relevant emails.

    Email Tracking and Analytics: Always know if and when your labeled emails get read, along with access to insightful analytics.

    Rich integrations: Mailbutler directly connects with numerous other productivity tools and platforms, such as Trello, Todoist, Asana and more.

    Additional tools and add-ons

    While Mailbutler undeniably leads, multiple other tools integrate with Gmail, each adding a unique touch to your labeling experience.

    • Sortd: This tool transforms your Gmail interface into a fully-fledged task board with interactive labels.
    • ActiveInbox: An entire project management tool built into Gmail, this add-on enables advanced label organizing and tracking.
    • Gmelius: This platform integrates Gmail with your team's workflow, allowing shared labels and project boards.

    Collaborative strategies with Gmail Labels

    Understanding collaborative strategies

    The value of Gmail labels extends far beyond personal email organization. They form a critical part of highly effective team communication strategies. In this section, we'll look into how you can leverage Gmail labels to tighten the loop in your team's communication.

    Sharing and synchronizing labels

    Sharing labels among team members is the cornerstone of collaborative strategies with Gmail platforms. This could be done with Google Groups or with third-party tools, each offering unique features that support seamless email management. These tools 'tag' emails under a label and automatically share them with group members.

    Note: Gmail alone does not support shared labels. You will need to incorporate third-party extensions like Mailbutler to have this feature.

    Iterative labeling

    Iterative labeling is another advanced strategy you can employ. This involves updating labels based not just on the current status, but also past status of an email chain. It serves as a way for team members to track the progress and history of a project right from their inbox.

    For example, an email thread for a project could initially be tagged with "Phase 1: Ideation".

    As the project moves forward, the label could be updated to "Phase 2: Design", and so on. This allows team members to understand the flow of projects without needing to review entire email threads updated every minute.

    Educate and onboard team members

    For a labeling system to be effective, all team members must be on the same page. Hold training sessions to educate new members about the labeling system and its importance. Regularly update the team about any changes to the labeling conventions.

    Effective label management combined with strategic usage will greatly enhance your team's email communication, making Gmail a powerhouse tool for collaborative efforts.

    Common questions about Gmail Labels

    How do labels work in Gmail?

    Gmail labels function as a powerful organizational tool, providing you with the means to categorize and manage your email traffic efficiently. But how exactly do labels work in Gmail?

    Labels in Gmail function like folders in a traditional file system, but with an added bonus: You can attach multiple labels to an email, helping you to sort and locate it under various categories. Whenever you receive a new email, you can either manually assign a label or have Gmail do it for you automatically using filters. Labels can also be color-coded for visual ease, adding to Gmail's comprehensive email management system.

     

    How do I manage labels in Gmail?

    Managing labels effectively in Gmail is an essential skill for individuals and teams aiming to collaborate seamlessly via email. Here's how you can effortlessly create, edit, show, hide, and delete labels in Gmail. To ensure efficient email collaboration, it is critical to learn about label hierarchy, custom labels, label-specific notifications and several ways to automate the labeling process. This Gmail tags guide provides a comprehensive overview of advanced label management including integrations with extensions such as Mailbutler, which further enhance Gmail's labeling capabilities.

    How do I set up labels in Gmail?

    Log in to your Gmail account

    • Open your preferred web browser and go to Gmail.
    • Enter your email address and password to log in.

    Access the left sidebar

    • Once you're in your inbox, look to the left sidebar where you'll see default categories like "Inbox," "Sent," "Drafts," etc.

    Create a new label

    • Scroll down in the left sidebar and click on "More" to expand the list of options.
    • Below the list, click on "Create new label."

     Name your label

    • A pop-up window will appear prompting you to name your label. Enter a descriptive name that will help you identify the category or purpose of the label.

    How do I categorize labels in Gmail?

    Categorizing labels in Gmail is a straightforward process that saves you time and keeps your inbox organized. To start, you'll need to create a new label or select an existing one. Then, click on the label dropdown arrow and choose "Nested label under." You can then select a parent label to categorize it. Remember, proper categorization is key to maintaining an efficient and organized inbox.

    Summary

    Gmail labels, when used strategically, can be a powerful tool for team collaboration. By organizing emails effectively, streamlining communication, and integrating with third-party tools, teams can ensure that they stay on top of their projects and maintain efficient communication. Whether you're a small team or a large organization, harnessing the power of Gmail labels can significantly enhance your collaborative efforts.

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