Organize Gmail

Need to organize Gmail? Check these features out

By 23rd August 2018 September 18th, 2019 No Comments

Whether features are native or third-party, there are several solutions you can use to organize Gmail. Just keep in mind that everything was made to help you, so they need you to do your part as well.

Gmail is an incredible tool that many people don’t use as efficiently as they could, so become a boss of your inbox and see your work grow exponentially.

Let’s see how you can organize Gmail very simply, yet effectively:

Start from organization 101

Although many software do great works to help you out, there are also native tools available to organize your inboxes, such as folders, labels, and 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 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.

Detach yourself from your emails

Another point you should keep in mind is: don’t be afraid to archive and delete old messages. The less you see, the best for your productivity, so clean up those old messages, basically, you should:

    • Delete: when you’re 100% sure that this subject is over 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 by now.

By cleaning up your inbox, you leave just what is important, and there will make it much easier for the next steps of your organization.

Kanban in Gmail

You usually see Kanban in tools such as Trello, that were made to organize and visualize your tasks, but as tasks usually come and go via email, wouldn’t it be awesome to have them straight in your inbox?

By working like this you don’t need to switch between platforms all day, creating distractions and taking much more time.

Kanban in Gmail just makes work more centralized and organized, once you go for it there is no turning back.

Drag: organize Gmail in 1 click

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. Basically, 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 Dos.

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.

Other interesting ideas

  • IFTTT — This tool helps you automate many things (in Gmail or other softwares), such as Send email attachments to your Google Drive, or save starred emails to your notes;
  • 10to8 appointment scheduling software — It was made for people that want to control appointments through email. It has many incredible features, such as SMS sending, reports and a dashboard in a cloud-based system;
  • Unroll.Me — This amazing tool helps you get rid of lots of email lists by simply clicking on “unsubscribe”. 


There are many different ways to organize your email, check out which one is better for you and go for it. Another important part to keep in mind is your discipline, so focus on what you’re doing and create habits around it. Before you see it will become an automatic thing for you to do.

Also, by centralising your team’s work in a single place, your processes get quicker, and consequently, your customers get happier and your company sell more. We truly believe that current solutions don’t solve the problem as well as it can be solved, so we’re introducing 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!

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