Do you sometimes feel overwhelmed by emails? They keep streaming in even when you have no time to read them. And sometimes, a whole lot of those emails are rather unresourceful. Who wants to waste their time on such emails?
Without a proper organization system of your email inbox, you will need to sift through every email to determine if it’s essential or not. Sometimes, you will not address important emails in time.
We got good news. The answers on how to organize Gmail are a click away. Plus, you need not schedule a session with the IT specialist. You can handle it.
We compiled a guide to help you transform your Gmail inbox into an organized and efficient space.Also, you save time and have fantastic interactions.
The first step to take to organizing is getting rid of what is of no use anymore. You would do that if you were organizing your bedroom or office. Your Gmail is no different.
Therefore, scroll through your old emails and determine what needs to go away.
1. Log into your Gmail account
2. Click the Search bar
3. Type the name of the source of emails you want to delete
4.Click the square icon below the search bar
5. Click on All
6. Click the trash bin icon to get rid of those emails.
Repeat the process until you have only the useful emails left.
2.Choose A Layout You Prefer
When deciding what the best way to organize Gmail is, consider priority settings. Gmail classifies your emails into:
- Important first- these emails are Gmail’s prediction of what emails are most important to you. Gmail relies on factors such as how often you email the contact to make the predictions.
- Unread First- the emails that appear on top of your inbox are those you have not yet opened.
- Starred First- Emails that appear first on the list are those you have ticked the star icon. Most people star emails that have an issue they need to address
- Priority First- Gmail analyzes your past activity to determine which emails appear top of the list. A few factors considered include what emails you open, star, delete, or archive. Or who you email and how often.
Change your inbox setting by:
1. Clicking on Settings
2. Click Labels
3. Choose a layout that works for you
How to Filter Emails in Gmail
3. Add Gmail Labels
First off, Gmail labels are also known as folders. What makes labels an all-time tip to how to organize Gmail is making emails easily accessible. When you assign an email a folder, it stays in the inbox, but you can also find it under the label name you create.
Plus, you ensure that you concentrate on emails that are most relevant to the task at hand.
Also, you can color-code your email labels to help you notice the most important emails. For example, you can use red for emails from your boss and yellow for receipts and payments.
You can add your emails on the list of labels on the left of your inbox or create your custom labels by following this procedure:
1. On the left side of your inbox, scroll down and click More
2. Click on Create New Label
3. Enter Label name
4. Click on Create
1. Click on Settings
2. Select the Labels tab
3. Click on Create New Label
4. Select a name
You can further organize your inbox by creating subfolders. For example, if you have a label like My Projects, you can create subfolders such as Phase One and Phase two.
Create subfolders by clicking on the option Nest Label Under that appears when you get to Creating New Label.
4. How Do You Make Emails Go to A Specific Folder?
Since you have created folders for the emails you already have in your inbox; you need to tell Gmail where to place new emails.
You do that by creating Filters.
1. On the Search bar, click the small arrow pointing downwards
2. On the pop-up window, enter your search criteria, for example, a label name you have created
3. At the bottom, click on Create Filter
4. Choose the action you want the filter to take
5.Click on Create Filter.
5. Keep Most Emails Out of Your Inbox
Skipping the inbox is an excellent idea of how to manage your Gmail. You ensure that some emails never get to your inbox but go straight to folders.
These are not priority emails, and you can choose what to do with them when you find the time.
How do you do this?
1. Follow the first three steps on the tip above
2. Choose the filter purpose such as assign a label and skip the inbox
3. Click Create Filter
6.Use Google Keep
How to organize Gmail 2020 is much better with the inbuilt Gmail tool that allows you to store your files in the cloud.
Google Keep also ensures you access your files with ease. For instance, when you need to attach a file to an email.
The feature is also quite resourceful if you are fond of emailing yourself, so you don’t lose important information.
7. Create Templates
When you are in a meeting, message templates on your phone enable you to send a quick message when need be. Gmail templates work the same. You don’t need to keep typing the same message in an email daily.
Instead, compose a template and save yourself lots of time. Go about this by:
1.Log on Gmail
2. Click on Compose new email
3. Type the message
4. Click on the three dots on the More Menu
5. Select Templates
6. Save draft as a template
7. Choose a name
8. Organize Gmail apps
Well, sometimes what you need is a tool that can help you sort out the email clutter for you. An app such as Clean Email filters all the new messages in your inbox and groups them. You are at liberty to choose what to do with each group of emails.
Besides, you can automate other actions such as starring or mark as read.
How do you like a morning spent on reading endless emails? Nobody likes repetitive tasks that are distracting and time-consuming.
Not when you can learn a few tricks on how to organize Gmail for a whole new experience. You retrieve an email when you want to and always pay attention to what matters first.
And, you don’t lose a vital message in the haze of newsletters and subscriptions you are not interested in anymore.
Take a short while to organize your inbox, and watch your productivity scale up and your work get emailing gets easier.