Option 2: How to use Gmail Labels to organize your Inbox

Most of us find ourselves spending an inordinate amount of time digging through our emails in search of specific information.

In fact, studies consistently show that people spend approximately 23% of their work time on email-related tasks. This inefficiency stems from the lack of organization within their inbox, leading to prolonged searches and decreased productivity.

With Gmail labels, you have the solution to combat this time-consuming challenge. These labels offer powerful inbox-organizing capabilities, allowing you to categorize, filter, and access emails with precision. By leveraging Gmail labels, you can streamline your email management, locate critical information quickly, and reclaim valuable time previously lost to email clutter and disorganization.

Gmail labels are similar to folders but offer more flexibility

Imagine this: you wake up in the morning, grab your phone, and before you’ve even had a chance to sip your coffee, your inbox is flooded with a slew of new emails. As the day progresses, the influx of messages continues…

When you’re dealing with this mountain of emails, searching for specific information can feel like an uphill task. This is where Gmail labels step in as your trusted organizational assistant.

Gmail labels are a powerful organizational feature that allows you to categorize and sort your emails. By assigning labels to your messages, you can easily identify and prioritize important emails.

Instead of moving emails into separate folders, you can apply labels to emails, allowing them to appear in multiple categories without actually moving them. This feature is particularly useful for managing emails related to different projects, clients, or topics.

Why use Gmail labels?

Gmail labels are not just digital stickers you slap onto emails—they’re like virtual assistants that help categorize, sort, and prioritize your inbox.

Here’s why Gmail labels are a game-changer:

  • Efficient organization: With Gmail labels, you can create custom categories like “Client Projects,” “Urgent Tasks,” or “Team Updates” to neatly organize your emails.
  • Streamlined access: No more endless scrolling or frantic searching. Simply click on a label, and voila! All relevant emails are neatly displayed and ready for action.
  • Enhanced productivity: By organizing emails into labels, you can quickly identify important messages and address tasks in order of priority.

How do Gmail labels work?

Let’s say you’re a project manager overseeing multiple client engagements and receiving a constant flow of emails related to each project. Without an efficient system in place, this influx of messages can quickly become overwhelming. This is where Gmail labels shine as a powerful organizational tool.

  • Create custom labels

To start, create custom labels that mirror your project structure. For example, you can set up labels like “Project Alpha,” “Project Beta,” and “Project Gamma” to correspond to your ongoing initiatives. Gmail allows you to create labels directly from your inbox settings, giving you the flexibility to tailor your organizational structure to your specific needs.

  • Apply labels to emails

When an email pertaining to a specific project lands in your inbox, applying the relevant label is straightforward.

You just need to follow these steps:

Step 1: Access Gmail settings: Navigate to the Settings gear icon in Gmail and select “See all settings.”

Step 2: Choose the labels tab: Click on the “Labels” tab to view existing labels or create new ones.

Step 3: Create a new label: Scroll down to the labels section and click “Create new label.” Enter the label name and optionally nest it under an existing label.

Step 4: Apply labels to emails: Open an email, click on the “Label” icon (tag), and select the appropriate label(s) to apply.

Alternatively, you can access the label creation option by scrolling down to the bottom of the label list on the left-hand side of your Gmail window. Click on “More” at the bottom of the list, then continue scrolling and select “Create new label” from the options provided. This process allows you to create a new label quickly and conveniently within Gmail.

  • Organize and access emails

Once labelled, all related emails are grouped together under their designated category. Navigating to a specific label is as easy as clicking on it from Gmail’s sidebar. This action displays a consolidated view of all emails associated with that label, presenting a streamlined archive of project- or task-related communications.

7 best practices for Gmail labels

These best practices for Gmail labels will help you get off to a good start in organizing your inbox efficiently.

  1. Consistent labelling practices: Establishing a clear and descriptive naming convention ensures that labels effectively categorize emails, making navigation within your inbox straightforward.
  2. Color coding for visual differentiation: Assigning colors to labels enhances inbox clarity, allowing for quick identification of different types of emails based on priority or category.

  1. Automating labeling with filters: Use Gmail’s filtering feature to automate label applications based on specific criteria, saving time and effort in manual labeling.
  2. Leveraging search and filter functions: Harness Gmail’s search capabilities to locate labeled emails quickly, even within a large inbox, by combining keywords and labels.
  3. Integrating labels with tasks and reminders: Link labelled emails to Gmail’s Tasks and Reminders for seamless task management, converting emails into actionable items.
  4. Archiving and cleanup strategies: Regularly archive labelled emails to maintain inbox cleanliness while preserving important communications for future reference.
  5. Utilizing sub-labels for hierarchical organization: Nested labels enable deeper categorization within broader categories, facilitating more granular email organization.

Ready to sort your inbox with Gmail labels?

By leveraging Gmail labels effectively, you can regain control of your inbox and boost productivity. Start organizing your emails with Gmail labels today and experience a streamlined approach to email management.

Hiver is a powerful email collaboration tool that integrates seamlessly with Gmail, allowing teams to manage shared inboxes, assign tasks, and collaborate efficiently. With Hiver, you can share Gmail labels across teams for easier collaboration. You can organize emails from projects, customers, and vendors effortlessly by creating and sharing Gmail labels and sub-labels.

Gear up to prioritize and manage tasks more efficiently within Gmail using Hiver’s Shared Labels—schedule a demo today!



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