As with almost everything you use on a daily basis, emails get quite messy when you don’t organize them, especially if you want to organize Gmail. Although many people struggle every day, others have learned tricks on how to optimize time and keep things organized. This is what I want to share with you all today.
Understanding the basics of email
Emails are on the internet as an online version of mailboxes. They became very popular from the beggining of the internet as a rich form of interaction – in that time, when no other possible rich interaction existed.
But when you think about that, even now with instant messaging and social media, emails are still very popular. Many other solutions have come and gone, but email has remained as a solid solution that integrates other solutions, acting like a digital hub for online identity.
As a cultural part of the internet experience, emails have a strong reputation and it doesn’t seem to be fading, just evolving.
As with almost everything you use on a daily basis, emails get quite messy when you don’t organize them. So, we compiled a few tips on how to organize your Emails on both smart and like a boss ways.
Organizing Gmail – The ‘OK’ Way
To kick it off, imagine your email as a messy room in your house. If you want to get it tidy and clean, you’ve got to get rid of all clutter inside. There’s a huge amount of tools you can use in order to unsubscribe from useless newsletters which will save you a lot of time (and GBs) in your inbox.
Beyond that, there are many native tools available to help you organize your inboxes, such as folders, labels, and even tabs (who uses tabs?!)
Labels: labels are basically a simple way to categorize your messages. For example, you can define that all messages coming from specific friends will get the label “Friends”, while others coming from work will get the label “Work”. You can also attribute next steps to your labels’ names, such as “Follow Up” and “Pay”.
Folders: many folders, come as standard, in your Gmail already, such as Inbox, Sent, Junk… these are very common, but you can create your own folders and make your email even simpler.
Tabs: tabs are the categories of your messages, so if it comes from a newsletter or a friend, they belong in different categories, for instance.
Once you categorize your messages properly, you’re much more capable to keep this organization in the future.
Labels and folders, your best friends on email
In order to tag properly your messages and create your first label, just go to Create new label, on your left menubar (you might have to click on More to show this button).
With your labels created, all you need to do is go to a message, click on Label button and choose labels you want to apply. After you use them for a while, labels get very natural for you.
People also love adding colors to their labels, it keeps emails even more intuitive, and are so simple so set up:
- Find the label you want to add a color to on the left menu bar
- Click on its small arrow button
- Click on label color
- Choose a color
Tabs. The love/hate relationship.
People have been using Gmail since it was launched, 14 years ago in 2004. And with all upgrades and changes, some people just can’t handle tabs. They prefer the classic view; it makes them feel more organized.
It might be the same for you when it comes to Tabs. Many users say it looks like they’re dealing with 5 emails instead of just one. So let’s see how you can simplify your inbox and then some.
1. With your Inbox opened, click in Settings
2. Then click in the tab Inbox
You will probably see in Categories that those boxes are all checked. You can uncheck the ones you don’t want to see, or you can change your Inbox Type from Default to Unread First. By doing so, your Gmail will automatically forget tabs and just divide your messages by read and not read. Don’t forget to click Save Changes.
Delete and archive. Which one to chose?
Another point you should keep in mind is, don’t be afraid to archive and delete old messages. The less you see, the better your productivity, so clean up those old messages, basically, you should:
- Delete when you’re 100% sure that your conversation is finished and there’s no need to see it again
- Archive when you might need this email in the future, but you’re done with it now.
Some users get scared that by archiving files, they would lose them. It’s not true. The Archive folder is just like any other folder in your email, so your messages are safe there. On the other hand, by deleting a message, it goes to the Trash, and usually stays there for 30 days until it’s automatically deleted.
Avoid overusing the Archive button or you’d be just transferring all clutter from inbox to somewhere else. Think about it as it would be with your mail. If you put everything you don’t need any more in a drawer, at some point this drawer will be so full that you’ll have to open it and review everything again before sending most of it to its final destination – the trash.
By cleaning up your inbox, you leave only what is important, and there will make it much easier for the next steps of your organization.
Organizing Gmail – The Like a Boss Way
During my years of work experience, I’ve noticed how much more productive I can become when I spend less time on email.
That’s why we have created an evolution of email and task management right here in Drag – why not having labels, folders, tabs, tasks, notes, due dates, boards, all beautifully visualized in amazing Trello-like boards?
By merging different technologies in a simple way, our solution provides an excellent experience while it also simplifies your life.
Email has become painful, but it can be great again 🙂
Besides the traditional Gmail organization tools, Drag allows you to:
- Organize Emails in Trello-like, customizable lists
- Add standalone tasks to your Inbox
- Add notes, checklists, and due dates to Emails
- Sort & filter emails
- Add multiple boards
- Collaborate on Emails and tasks with your team-mates (due shortly)
Bring your Gmail organization to another level 🙂
What you’ll learn inside Drag
Starting now, we’re aiming to share what our plans are, how we’re doing and what lessons we’re learning along the way.
▪ Just like this article, you’ll get real-time updates on what’s happening, what’s working and how it feels in a startup.
▪ Quick videos explaining quick wins and how to grow your business
▪ Live Instagram updates. Real-time stories of what’s happening
This is our attempt at sharing everything. It’s as simple as that You don’t have to be a customer to follow us.