How to Automatically Organize Emails in Gmail [Easy Tips]

Your Gmail accounts are practically flooded with spam emails, promotional emails, important emails, personal emails, and whatnot. However, life would be much easier if you knew how to automatically organize emails in Gmail.

An average American receives over 120 emails daily, spamming their Gmail inboxes. Several functions and features, such as filtering, labeling, multiple inboxing, and a combination of third-party tools, can help you automatically organize your emails in Gmail.

This discussion will provide detailed insight into organizing emails using such tools and features. So, grab a cup of coffee and delve in!

Core Gmail Organization Features

Gmail is the most popular and influential emailing service in the world. It is a fan favorite with over 1.8 billion users sending over 121 billion emails daily. However, it is always prone to spam and promotional emails.

Keeping track of the essential emails within this storm of incoming emails is tough. You can use Gmail’s organization features to categorize and summarize your inbox feed. The following segment will provide you with a detailed insight into the features:

Gmail Filters: The Foundation

Gmail Filters allow you to filter out and categorize while automating the email filtration process. Gmail filters can help you filter out your emails using the sender info, receiver info, subject, keywords, attachments, and more.

Go to Gmail’s Search Bar, click the drop-down menu, and apply your preferences.

Step-By-Step Process: Search Bar > Drop Down Menu > Enter Details (From, To, Subject, Has the Words, Doesn’t Have, Size, Date Within, Search, Has Attachment, Don’t Include Charts, etc) > Create Filter/Search

For instance, you want to filter emails with the ‘resume’ keyword from a specific sender. All you need to do is enter the details in the extended search bar, and the result will pop up!

Gmail Labels: Categorizing Your Emails

Gmail labels can be fun, especially when you don’t want to create multiple folders. Labels allow you to mark emails according to their category without creating subfolders.

Labeling organizes your emails by marking specific emails according to their type or requirement, providing a cleaner interface. Google’s intelligent AI marks several emails with its labeling policy.

However, if you want to add customized labels, you can use the ‘additional settings’ option. At the top right of your Gmail webpage or interface, you will see a ‘gear’ icon reminiscent of the Settings option.

Click the ‘All Settings’ option and navigate to the ‘Labels’ tab. It should be the second one from the left, after the ‘General’ Tab. In this tab, you will find preset labels that Gmail has by default.

For instance, Starred, Snoozed, Important, Chats, Sent, Drafts, etc. You can see a button to create a new label on the far bottom left. You can create labels and sub-labels as you require. 

Step-By-Step Process: Navigate to All Settings > Labels > Create New Label> Enter New Label Information.

Step One: Find the ‘All Settings’ option in the top right corner.

Step Two: Navigating All Settings.

Step Three: Navigating to Labels Tab

Step Four: Creating Labels

Using Multiple Inboxes

Using multiple inboxes refers to sub-categorizing your email streams based on their type. Gmail allows users to convert their traditional single-layout inbox to multiple inboxes with customized preferences.

You can auto-sort out your Gmail accounts in multiple inboxes by setting up filters and preset commands. For instance, you want your draft emails to pop up in your inbox interface. You will have to enable your ‘multiple inboxes’ feature for that.

You can do that by navigating inside the ‘All Settings’ option. While navigating, go to the ‘Inbox’ tab. You should find the tab in the top left corner, beside the ‘Labels’ tab. You will see ‘Inbox type’ from the tab in the first section.

This feature refers to the type of inbox that you prefer. Several options are available, such as priority inbox, important first, unread first, starred first, and more. However, you must select the ‘Multiple Inboxes’ option to enable multiple inboxes.

It will generate a separate section that allows you to customize your multi-inbox interface. You can add up to 5 custom sections, which will be available alongside your inbox.

You can set a search query and a section name for one of the inbox sections. Usually, search queries follow a specific pattern like “is:search_keyword’.

For instance, you want to create a separate inbox section for ‘To-Do’ emails. In such circumstances, you must set a search query where all the email drafts will show in your Gmail ‘To-Do’ section. Afterwards, set a search query for ‘is:d rafts’.

Step-By-Step Process: All Settings > Inbox > Set ‘Inbox type’ to ‘Multiple Inboxes’ > Set custom inbox sections (up to 5) > rename the sections (optional) > set search queries for the new sections > save changes.

Step One: Navigating to the ‘Inbox’ tab in ‘All Settings’.

Step Two: Select the ‘Multiple Inboxes’ option from the ‘Inbox type’ drop-down menu.

Step Three: Setting search query criteria and names for the newly added sections.

Stars and Importance Markers

One major issue with receiving hundreds of emails daily is the risk of missing the important ones. If you are overwhelmed with such factors, you can hire virtual assistance for email management. You can also do it all by yourself with some easy steps.

However, in such cases, it is important to highlight important emails in your Gmail feed. Stars can be an effective marker for such purposes.

Stars are visual markers that indicate the importance level of a particular email. In most cases, Google AI automatically marks yellow stars for smoother navigation. However, you can add or remove the stars based on how important the content is.

Gmail allows you to customize the colors of the stars as well. To do so, navigate to the ‘All Settings’ option, go to the ‘General’ tab, and scroll down. After scrolling down, you can see a section dedicated to ‘Stars. ’

You can set the ‘Star’ command to align with the importance level of the emails. For instance, you currently use the default yellow star to mark essential emails. However, you can choose up to 12 star options of different colors.

You can also set the hierarchy of the stars by setting their essential levels. Placing the stars forward suggests that they are more important than the latter.

Step One: Navigate the ‘General’ tab and scroll to the ‘Stars’ section.

Step Two: Set hierarchy based on their position in the stars line-up.

Muting Conversations

Muting Conversations can be an effective tool, especially when emails are annoying. You can mute any conversation and move the conversation string to a dedicated subfolder for muted messages.

You need to open the particular email and navigate to the 3-dot option. Once you click on it, you will see several features, one of which is ‘mute.’ Click on that feature to mute the conversation.

Many may think the conversation is deleted, but that is not true. When you mute a conversation, it shifts to a dedicated sub-folder. Further discussion in that mail window will not appear on your Gmail feed.

Archiving Vs. Deleting

Archiving an email removes it from the inbox, keeping a reference in the dedicated section. On the other hand, deleting an email permanently removes it after a 30-day snooze period.

These features can be lifesaving for many law professionals. Along with this feature, you can also review strategies for email management if you are an aspiring lawyer.

Nonetheless, a generic debate spars whenever archiving and deleting emails are mentioned. There is a clear line between archiving and deleting an e-mail.

Whether you archive or delete an email in Gmail, it shifts to a dedicated sub-folder. Archived emails are moved to the ‘Archives’ folder. And for the deleted emails, the emails move to the trash bin and are eventually removed from the server after 30 days.

The purpose of both features is very similar. Archiving an email provides you with space while excluding it from your primary inbox. You can retrieve the conversations whenever you feel fit.

You can recover archived and deleted emails, but deleted emails can be retrieved if not removed permanently. Also, if you want to see your archived emails, go to the ‘All mail’ tab. You can view and read all your emails in that section.

Advanced Automation Techniques

Combining automation with organizing your Gmail can ease your workload and provide a clean and soothing interface. Combining several features, advanced and custard filtering, and third-party tools can make your life and Gmail easier.

The following segment will guide you with such techniques that will help you in advanced Gmail automation:

Combining Filters and Labels for Powerful Organization

Labels and filters are standalone features capable of efficiently sorting your Gmail feed. However, combining them can be beneficial for automating the sorting process. You can create a customized filter and label the email according to the filtration criteria.

For instance, you can create a filter for emails with ‘resume’. To do so, go to the ‘All Settings’ section, select the ‘Filters and Blocked Addresses’ tab, and create a new filter.

After creating a prompt for a new filter, enter the required information (Sender’s Info, Receiver’s Info, Subject, Has the Words, Doesn’t Have, Size, Date Within, Search, Has Attachment, Don’t Include Charts, etc) and then proceed to the next step.

The next step requires you to provide several information, among which you can attach a label with the filtering prompt.

Step-By-Step Process: All Settings > Filters and Blocked Addresses > Apply new filter > Enter Filtering Info (Sender’s info, Receiver’s info, Subject, Has the Words, Doesn’t Have, Size, Date Within, Search, Has Attachment, Don’t Include Charts, etc) > Proceed with Search > Apply Lebel > Create Filter

Step One: Find the Filters and Blocked Addresses tab in All Settings.

Step Two: Insert information in the Filter Section.

Step Three: Apply Label and Create Filter.

Using Gmail’s Search Operators for Advanced Filtering

You can also use Gmail’s search Operators for advanced filtering. For example, you can make a filter for emails that contain the word “resume.” You must select the “Filters and Blocked Addresses” option under the “All Settings” section and create a new filter.

When creating a new filter prompt, enter the necessary data (Sender’s Info, Receiver’s Info, Subject, Has the Words, Doesn’t Have, Size, Date Within, Search, Has Attachment, Don’t Include Charts, etc.). Then, move on to the following stage.

To streamline all the proceedings, you can hire a virtual assistant to keep your workload on track.

Use Gmail’s Search Operators for Advanced Filtering

Setting Up Automatic Forwarding

Automatic forwarding can be helpful, especially when working with multiple Gmail accounts. You can also use it for your work emails while on vacation.

This is a very helpful feature for tracking important emails. To set up the automatic forwarding service, go to the advanced setting option and surf to the ‘Forwarding and POP/IMAP’ window.

You will find a button stating ‘Add a forwarding address. ’ Set up for forwarding recipient address in that section and save the changes.

Step One: Use the Automatic Forwarding Feature to Forward Your Important Emails

Step Two: Set a Forwarding Address to Complete the Prompt.

Utilizing Gmail’s “Add to Tasks” Feature

You often forget to send an important email or complete an assigned task. In such cases, your activity-tracking apps can assist you. Prominent email services like Outlook also provide Outlook reminder services.

However, Google’s ecosystem fosters a set of apps that can keep you on track without compromising your sanity.

In this particular situation, Google Tasks can be a lifesaver. Thanks to Google’s G-Suit ecosystem, you can directly set tasks and add reminders to your calendar through the Gmail interface.

For instance, if you spot an email that needs attention, you can mark it as ‘Add to Tasks.’ The email information will be directly sent to your daily reminders through Google Tasks.

To do that, you must navigate the 3-dot option of a particular email. You will find an option named ‘Add to Tasks. Click on that to set a reminder for that specific email.

Select the ‘Add to Tasks’ Option to Set a Reminder in Google Tasks.

Gmail Add-Ons and Third-Party Tools

If you find it complex to organize emails using the existing features, you can add a third-party app or tool. These Gmail add-ons and third-party tools can enhance your Gmail experience while managing and automating it.

Popular add-ons like Boomerang, Sortd, Clean Email, and Mailtrack can assist you in streamlining workflow, automating repetitive tasks, integrating your business apps in your calendar, and improving your organizing skills. You can also use tools like Zapier.

Zapier can connect your Gmail account with apps like Slack, Trello, or Google Sheets, helping you automate email-based workflows and calendar management.

Popular Gmail add-ons include:

• Boomerang – Schedules emails and sets follow-up reminders.
• Sortd – Turns Gmail into a Trello-style task board.
• Clean Email – Helps bulk clean and categorize emails.
• Mailtrack – Provides email tracking and read receipts.

Comparison Table: Boomerang Vs. Sortd Vs. Clean Email

Feature	Boomerang	Sortd	Clean Email
Main Function	Email scheduling & follow-ups	Task management & email organization	Bulk email cleaning & categorization
Key Features	Send later, follow-up reminders, AI-based email response scoring	Turns Gmail into a Kanban board, drag-and-drop task management	Unsubscribe from newsletters, auto-clean old emails, smart filters
Best For	Professionals managing email replies & follow-ups	Teams & individuals who need a task-based inbox	Users overwhelmed with email clutter
Pricing	Free & paid plans	Free & paid plans	Free & paid plans
Integration	Works inside Gmail	Works inside Gmail	Works inside Gmail

 

Step-By-Step Process: All Settings > Add-ons > Installed Add-ons > Manage > Proceed with Search for your required Add-ons> Install Extension > Refresh Gmail Interface

Step One: Go to Installed Add-ons from the ‘Add-ons’ Tab and Click on ‘Manage’

Step Two: Search for the Desired Add-on or 3rd Party app and install its extension.

Popular Add-Ons for Automatically Organizing Emails in Gmail

Gmail’s Tabbed Inbox

By default, Gmail organizes your inbox feed to some extent. It automatically categorizes your emails based on their nature. There are several default tabs, such as Primary, Social, Promotions, Updates, Forums, and more. Google AI sorts that for you.

However, you can edit the sorting feature based on your preferences. Go to the ‘All Settings,’ navigate to the ‘Inbox’ tab, and select or deselect the default tabs you want in your feed.

Default Tabbed Inbox Tabs

Default Tab Functions:

• Primary – Essential emails from contacts and critical sources.
• Social – Emails from social media platforms.
• Promotions – Marketing, newsletters, and deals.
• Updates – Bills, receipts, confirmations.
• Forums – Group discussions and online communities.

Wrapping Things Up!

This comprehensive discussion on ‘how to automatically organize emails in Gmail’ provides insights and a complete step-by-step guide for all the advanced and default features. Altering these features according to your preferences will provide you with a smooth Gmail feed.

However, if you are overwhelmed by an extensive workload, you can hire expert virtual assistants. YesAssistant expert VAs can manage your workload while smoothly maintaining your Gmail activities. Reach out to YesAssistant for a free consultation.