- Mail labels and filters
- Manage large volumes of email
- Work with attached files
- Best practices for Gmail
This document contains information and instructions for best working with Gmail.
Labels “tag” emails according to specific topics you create. When a new label is created, it appears in the left rail of your Inbox. Messages in your Inbox will also show any labels assigned to them.
- Avoid symbols when creating labels.
- Include numbers on labels that you’d like to appear first in the label list, as they show in alphabetical order.
- Assign colors to your most used labels to help identify those emails in your Inbox.
- Use sublabels to create a label hierarchy when needed.
Follow the process for creating a new label, but also select Nest label under and choose the correct parent label.
- Use fewer than 5,000 labels, including nested labels. Too many labels can slow your email processing.
Declutter your inbox by creating Filters to organize your emails according to criteria that you provide.
Filters can Label, Archive, Delete, send to Spam, Star, or Forward your mail before it hits your Inbox.
To Create a filter, Edit or delete filters, and Export or import filters see Create rules to filter your emails.
- Skip the inbox can be extremely useful for emails that do not have to be acted on immediately. Be sure your filter is not too broad or it can tag unintended messages.
- Export or Import filters that you want to use in another account or share.
- Advanced Search operators can also be used for setting up Filters.
If you are feeling overwhelmed with all of the email in your inbox, try some of the tips below. Google is constantly changing to improve our mail experience.
- By enabling and using keyboard shortcuts, you can manage your inbox more quickly than using a mouse.
- Turning on conversation view arranges the replies and forwards of an email into a threaded "conversation" taking up less space in your inbox.
- With the Chrome web browser, press Shift+C to compose a new message in a new window (you can also press Shift while clicking on Compose button). Use this to keep open the more urgent messages while cleaning up your inbox.
- Set up filters to automatically apply labels to current and incoming messages, even have them bypass the inbox.
- With canned responses you can save email content, like making an email template, and add it to new messages by selecting it from a drop-down menu.
- Send attachments with your Gmail message
- Send Google Drive attachments in Gmail
- Open & download attachments in Gmail
You can receive emails of up to 50MB, and Google Drive or other file sharing services must be used to send file attachments larger than 25 MB.
- Try some University of Michigan Mail Labs offered by Google.
- Find the Inbox Style that best meets your organizational needs.
With Important first and Priority Inbox, Google anticipates which messages will be most important to you and they appear first in your inbox. You can train Google’s intelligent learning engine by re-marking incorrectly sorted emails.
- Try Gmail Keyboard Shortcuts. Once you get used to them, they save time! Press Shift and the ? key while in your email to open a window with a list of the keyboard shortcuts.
- Mute conversation threads when you don’t need to see them in your inbox. Type is: muted in the search box to find archived muted conversation threads.