In a previous article, we talked about the advantages of using Labels in Gmail to set up your incoming messages, and to store important messages in an easy-to-find folder-style system. If Labels are new to you, here is the bottom line: Labels are similar to the folder system that’s used on the hard disk of computers to store digital information. Both Windows and Mac utilize the folder concept. In Gmail, the Label system helps you store and sort incoming e-mail messages. You can either move individual messages to its own Label (think “folder”), or have the Gmail system automatically move messages to their specified Label for you. Read on to find out how.
Why would you use Labels in Gmail? If you’re a businessperson who uses Gmail as the everyday e-mail client, it is possible to separate e-mails in accordance with different projects, clients or some other categories. For personal use, Labels can be used to organize e-mail messages from friends, family and others, or for other important things you need to keep in mind. While you start to make use of the Label feature in Gmail, you’ll find your own uses of it. Of course, one of the most powerful attributes of inbox zero tools is it never completely deletes any e-mail message (unless you tell it to). All e-mail messages are kept in the “All Mail” Label, and can be found using a simple, Google-like search function – but that’s another article for the next day.
To gain access to the Label function, try to find the tiny gear-like icon at the top-right corner of your own Gmail inbox page. Give that a single left-click as well as a small menu will open. Another left-click on the first item that says “Mail Settings,” and you’re on the Settings page. On that page, you’ll see a lot of text links over the top: General, Accounts, Filters and more, including Labels. Click on the Labels link to go to that page.
The first thing you’ll see are the built-in, standard-equipment Labels that come with all Gmail accounts: Inbox, Starred, Chats, Sent Mail, Drafts, All Mail, Spam and Trash. These are the “standard” Labels the truth is on the left-side column of the Gmail mail page. You can click on the “Show” or “Hide” links to the right of every Label to accomplish exactly that – show or hide the web link on the main Gmail page, however, you cannot delete or change them in every other way – they’re hard-wired in to the Gmail system.
Beneath the standard Labels, you’ll visit a divider line, then this word “Labels” as well as a text-input box to “Produce a New Label.” If you haven’t created any labels yet, there won’t be anything listed under this box. While you create and manage new Labels, those Labels will likely be listed in alphabetical order on the page. When you create new Labels, you’ll have the capacity to show or hide uzrykq also, or delete the Label entirely. It’s worth noting, that even when you delete a Label, the messages that were stored in that Labels folder is definitely not deleted. The messages is still “findable” by searching using your entire e-mail database.
After you have labels set up, you’ll see them indexed in the left-hand column on the Gmail inbox page – right underneath the “standard” labels like Inbox, Drafts, Spam, Sent Mail and some others. Remember, since we said in the last article, that you could decide to either “hide” or “show” the label all on your own Gmail page, so be sure you’ve chosen to exhibit the people you should see.
So – you’ve got e-mail messages arriving for your Gmail inbox, and labels you would like to put a few of these message into…now what? First, let’s discuss “manually” moving some of those incoming messages. Remember, labels are just like the “folders” that show up in other e-mail systems as well as on the hard drive of your computer. It’s yet another name for the storage system. Knowing that, here’s how you can move messages: Of course you’ve probably notices, that as new messages get to your Gmail inbox, the unread ones are shown in bold text. Once you’ve read them, they appear in normal text. Each message appears within the Gmail inbox as a separate line of text, showing (reading from left-to-right throughout the message) the sender, the topic line as well as the date or time the content arrived inside your inbox.
But if you appear closely, you’ll see three more items on each message line, in the very left in the text. Starting at the very left is – for lack of a more technical term – a team of eight little spots or dots. They appear almost like perforations on the webpage. They’re intended to represent a spot you are able to “grab” the message and move it. And by grab, we mean click it with your mouse (left mouse button to suit your needs PC folks available). Once “grabbed” it is possible to drag your message over to any one of many labels displayed on the left side in the window, including both built-in Gmail labels, or any label you’ve created yourself. As you simply click those little dots, you’ll begin to see the mouse pointer turn into a small hand icon, and as you drag, you’ll see a small box saying “Move 1 conversation.” Remember, Gmail calls e-mail messages “conversations” because as you reply back and fourth with the sender from the original e-mail, all those individual messages are “stacked up” on the top of the other person inside an ongoing “conversation.” Once you have the box over one of the labels (the line of text because left column), simply release the mouse button, and also the conversation will be transferred to that label.