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The Blog/Marketing/How to Organize Your Gmail Inbox

How to Organize Your Gmail Inbox

Wednesday, November 16, 2022

The amount of emails I receive everyday is crazy!

I have two work emails, two personal emails, and older emails that I don’t want to shut off because I may one day receive something important in them (it’s kinda like your skinny jeans…you may wear them one day…). I walk away from my computer for an hour and I have over a dozen new emails. Even if I don’t read them all I have to at least scan the subject line. This time really adds up!

I think you can relate right?

Use Labels to Neatly Organize Gmail

If you're anything like me, your Gmail inbox is always a mess. It's hard to keep track of what needs to be done and what can be ignored. That's where labels come in. By creating labels for different types of emails, you can easily organize your inbox and make sure that you're never missing an important message. To create a label, simply click the More options button (it looks like three dots) at the top of your inbox and select Create new label. Give your label a name and hit Enter. To apply a label to an email, just click the label button (it looks like a small folder) and select the label you want to use. You can also create sub-labels to further organize your messages.

gif of adding a label to an email

Use Filters to Automate Everyday Actions

Organizing your Gmail inbox can be a daunting task, but using filters can help automate some of the everyday actions. By creating filters, you can tell Gmail what to do with certain emails as they come in. For example, you can create a filter that will automatically mark all emails from your boss as “important.” This can help you keep track of what needs your attention immediately and what can wait. Filters can also be used to automatically forward certain emails to another email address, or to delete them outright. By taking some time to set up filters, you can make your Gmail inbox work better for you.

If you're really looking to clean up your inbox, you can also use Gmail's filtering options to automatically apply labels to certain types of emails. For example, you could create a filter that always applies the "Bills" label to any email that comes from your utility company. To do this, click the More options button and select Create filter. From there, you can choose the criteria that will trigger the filter and what action you want it to take.

Snooze Emails for Later

Organizing your Gmail Inbox snooze emails for later can be a great way to keep your inbox clean and tidy. By snoozing emails, you can have them automatically disappear from your inbox until a later date or time, making it easier to focus on the emails that are currently important. To snooze an email, simply hover over it and click the Snooze button. From there, you can choose when you want the email to reappear in your inbox.

Use Rules to Automate Your Incoming Mail

Another easy way to organize your Gmail inbox is to create rules. Rules are similar to filters, but they are different because rules can also have actions attached to them. Rules are more powerful because they can not only file incoming emails into a folder, but they can also make changes to the email itself. For example, you can create a rule that automatically adds a "read" label to any email addressed to you that you have already read.

This is useful if you want to make sure you never accidentally mark an email as unread. You can also use rules to automatically move emails to a different folder, or even delete them if you want.

To create a rule, click on the gear icon in the top right corner of your Gmail inbox and select "Settings." Then, click on the "Filters and Blocked Addresses" tab. From there, you will see a link that says "Create a new filter." Click on that, and you will be able to create your own custom rule.

Use Send and Archive Feature to Organize Gmail

The Send and Archive feature allows you to quickly file away messages that you don't need to keep in your inbox. To use this feature, simply select the message or messages you want to archive and click the Send and Archive button at the top of the page. The messages will be sent and then filed away in your All Mail label.

If you find that you're using the Send and Archive feature a lot, you can add the button to your toolbar for quick access. To do this, click the gear icon in the top right corner of your Gmail and select Settings. Then, click the Labs tab and scroll down to the Send and Archive section. Select Enable and then Save Changes at the bottom of the page.

arrow showing where to find the archive button in gmail

Use Tags To Organize Emails

Organizing your Gmail inbox can be a daunting task, especially if you have years of emails to sort through. One way to make the process easier is to use tags to organize your emails. Tags can be used to label emails by subject, sender, or any other criteria you choose. This way, you can quickly find the emails you need without having to search through your entire inbox. To add a tag to an email, simply click the “More” button and select “Add Tag.”

If you find yourself constantly searching for certain types of emails, you may want to create a filter to automatically tag emails that meet your criteria. To do this, click the “More” button and select “Filter messages like these.” From here, you can specify what criteria you want the filter to look for. For example, you could create a filter that automatically tags all emails from your boss with the “Important” tag.

Organizing your Gmail inbox doesn’t have to be a time-consuming task. By using tags and filters, you can quickly find the emails you need, without having to search through your entire inbox.

Experiment with Gmail Advanced (you’d Love Multiple Inboxes)

To set up Gmail Advanced search, click the gear icon in the top right corner of your Gmail inbox and select “Settings.” Then, click the “Advanced” tab and scroll down to the “Multiple Inboxes” section.

In the “Multiple Inboxes” section, you’ll see a list of the different types of email you can create a separate inbox for. To create a new inbox, click the “Add” button next to the type of email you want to create a separate inbox for.

For example, you can create a separate inbox for emails with attachments. To do this, click the “Add” button next to the “Has the words” option and enter “has:attachment” in the text box. Then, give your inbox a name and click the “Create Filter” button.

Your new inbox will appear in the “Multiple Inboxes” section of your Gmail settings. To view your new inbox, click the “Multiple Inboxes” tab at the top of your Gmail inbox. You can create as many separate inboxes as you want. So, if you want to keep your inbox organized, experiment with Gmail Advanced search and create multiple inboxes for different types of email.

macbook laptop with gmail on the screen

Purge Your Inbox By Declaring Bankruptcy

One way to organize your Gmail inbox is to "declare bankruptcy" and start fresh. This means that create a label "ARCHIVE" and add all emails you currently have in your inbox with that label. If you have existing labels or folders you can next these folders under the Archive label.

Once you have your inbox completely empty, start fresh with a new label called "INBOX". From this point on, only allow emails into your inbox that are truly actionable. This means that you either need to respond to the email, or the email requires some other form of immediate attention. All other emails can go into a label called "TO SORT".

You can further organize your Gmail inbox by creating labels for each of the different types of emails you receive. For example, you might have labels for "Projects", "Clients", "Personal", and "Receipts". As you receive emails, you can apply the appropriate label and file the email away in that label. This will help you to keep your inbox clean and organized, and make it easy to find specific emails when you need them.

Hit Inbox Zero Each Day

If you want to be more productive with your email, you should aim for Inbox Zero each day. This means that your inbox should be empty by the end of the day. To achieve this, you need to be organized with your email. Create folders for different types of email and move messages into them as needed. Set up filters to automatically route certain types of email into the appropriate folders. And most importantly, delete or archive messages that you don't need to keep. By keeping your inbox clean, you'll be able to better focus on the tasks at hand.

Organize Multiple Email Accounts At Once

To set up your multiple email accounts in Gmail, click the "Settings" gear icon in the top right corner of your inbox. Then, click "See all settings." On the "Accounts and Import" tab, scroll down to the "Check mail from other accounts" section and click "Add a mail account." Enter the email address you want to add, and click "Next Step." Choose whether you want to import your old emails from this account, and click "Next Step." Enter your password for this account, and click "Add Account." Now, when you click the "Settings" gear icon, you'll see a "Check mail from other accounts" option. When you click this, you'll be able to choose which email account you want to check. You can also choose to have all of your email accounts delivered to your inbox by clicking the "Include in Inbox" option next to each account.

Keeping your Gmail organized can really save you time each week. Every six months I go in and declare bankruptcy on my account. You are not really deleting anything simply moving it around to declutter things. I suggest increasing your storage on Gmail so that you can save everything. It's about $12 a month for 2TB of storage which you will probably never come close to using. 

Do you have any tips for organizing your Gmail? I would love to hear them. Post them in our Facebook Group Systems and Automations for Online Entrepreneurs. I can then add them to this blog with credit to you and a link to your website!


Hi, I Am Val Kuikman

CEO Of Scale and Flow

I am an Integrator and COO of an online Marketing Company. I have over 20 years of experience in building systems and processes that have scaled businesses quickly. 

I have also run public events and charities as well as receiving state certified accreditation for Policies and Procedures.

I started as a Virtual Assistant and have done all the things in a business. I now help others to build, scale and earn income in their own businesses. 

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