Organize Gmail

How to organize your Gmail in To Do lists in 1 click

By 21st August 2018 October 27th, 2019 No Comments

Are you looking for how to organize your Gmail? Maybe not, because for many people, it might be something unnecessary, but undoubtedly keeping your inbox organized influences directly to your productivity at work. 

As it happens with most everything you use daily, emails get quite messy when you don’t organize it constantly. Although many people struggle with it every day, others have learned tricks on how to optimize time and keep things organized, and this is what I want to share with you all today.

During my years of work experience, I’ve noticed how much more productive I can become when I spend less time on email.

Email is a Hub for your digital work

Your tasks are a crucial part of your day, and some people manage them in tools such as Trello and Asana, and it means: new tabs on your browser plus new passwords to remember, and still, at the end of the day, things will come through your email. Let’s get some practical examples:

If you’re closing a deal in your company, you will most probably:

  • Send emails to share a contract.
  • Send emails to schedule a demo/call/meeting;
  • Send emails to introduce your product or service;

If you’re helping your customer with a problem, you’ll definitely:

  • Receive an email back with a rating for your customer support.
  • Send an email with instructions;
  • Receive an email with a customer complaint;

It is unavoidable, if you run a business, or work in any company, your email will end up being your hub network for every other tool. You will receive important messages that you must do a follow up with. So why not keeping your tasks organized there?

We believe that, if organized well, your Gmail account can (and should) become your To-Do list. 

Learn the basics of Gmail

how to organize gmail

There are many native tools available to help you organize your inboxes, such as folders, labels, and even tabs! 

    • Labels: specific labels are 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 the next steps to your labels’ names, such as “Follow Up” and “Pay”;
    • Folders: many folders come in your Gmail already, such as Inbox, Sent, Junk… these are very common, but you can create your 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.

Avoid distractions

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 the clutter inside. 

One good step to do that is to archive emails that you may need someday, but are not necessary to be displayed at the moment. It will help with your inbox layout, having only the urgent ones available.

There’s also a huge amount of tools you can use to unsubscribe from useless newsletters, for instance, which will save you a lot of space and time in your inbox.

This is why Drag exists so that you can simply use your inbox as a to-do management tool which just an extension, and it’s pretty familiar. When you look at it for the first time, you already know what to do and what is urgent.

How to organize your Gmail in 1 click with Drag

Our software doesn’t add any new logins/websites for your team. It works straight from your Gmail Inbox.

By doing so, we allow your team to learn faster and have fewer questions about what’s new. We also centralize work, because we have Helpdesk/CRM functionalities and shared boards inside your email. We change everything, but we keep it visually the same.

The Kanban view is also incredibly helpful. By making all emails pop up visually, you can instantly understand in which stage everything is, and so you can spend less time on your email.

The fact that Drag works inside Gmail decrease drastically the time to be invested to learn about a new tool. It also centralizes work, by allowing Helpdesk to be managed within the same space as emails and to organize Gmail

Drag starts and stays for free, but if you want to unlock its full power, prices start at $3/month/user. We believe that simple solutions make everything better for both sides because they decrease the amount of new information you need to learn something new.

Here are some other features you can add to your cards in a kanban board:

  • Delegation of tickets;
  • Customer info, such as phone number and company;
  • Progress bar;
  • Due dates;
  • Checklists;
  • Internal notes.

All of it. Right into your Gmail team inbox.


When you organize your Gmail inbox you certainly improve your productivity and optimize your daily work.

Also, by centralizing your team’s work in a single place, your processes get quicker, and consequently, your customers get happier and your company sells more. We truly believe that current solutions don’t solve the problem as well as it can be solved, so we sell Drag as a disruptive tool, working straight from your Gmail inbox as a collaborative and visual tool.

Learn how to Transform your Business with Shared Inboxes by downloading our Ebook!

What now?

Drag is The Everything Inbox for Teams – one single place to support customers, manage tasks and close deals, from the place teams love – Gmail. We are Techstars-backed Company, trusted by 30,000 users around the World.

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