Organize Email Using Labels and Filters

This is a happy mailbox. :)

I use Gmail – Google’s Web-based email program – but labels and filters are pretty standard these days.. do you use them? I don’t know what I would do without them these days.

I archive a lot of my mail, but I need an easy way to find them when I want them, and that’s where the labels come in handy. On the right of my screen-shot above, you can see many of my labels. They automatically arrange in alphabetical order and can be color customized. I’ve used white-out on some of my labels because, well, that’s my business. :)

Anyway, labels act like folders.. a necessity for me. I have several domains I work with, manage several client sites, have design jobs to keep straight, affiliate programs, etc, etc.. it all needs a place.

So when I receive an email, I do one of three things:

Dump it, if it’s trash

1. Label it
2. Archive it if I need it for later, or leave it in the In-box if I’m planning to tend to it that day.

See the messages in my in-box? They’ve been labeled, but not yet archived because they are emails I plan to work with first. Once I’ve tended to them, I will either archive them or delete them (usually archive).

Some emails need my attention, but not urgently, so I’ve created a special Label for those called @TO-DO and it sits at the top of my label list on the right.. see it? Also, if I want to archive something into a label (folder) that already has tons of stuff in it.. I sometimes “Star” that item so that it’s a bit easier to locate.

Then to locate any item I wish, I just need to go to that Label and cruise the email, or I can click on “Starred” to see the ones I noted that way for a quick find.

I use a lot of filters too. Filters allow you to pre-designate a place for emails to go when they are received. I have many filters set up to automatically label for me (if sent by a particular email or subject line). This is especially handy for emails from my family and friends.  These emails are received and color coded and never end up in my trash box (because that’s an option you can enable with filters too).

So, I have a system that works well for me. That doesn’t mean it works for you too, but if you needed some help with your in-box organizing, then give it the labels and filters a try. You may like them!