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Concord Academy

Label, Filter, and Archive messages

Explains how to "train" your Google Mail account to automatically configure send emails to wherever you want.

Goal

After completing this tutorial you will have the tools in place to start crafting a message curation workflow.

Steps

Your inbox will be filled with too many labeled emails!

It could be pretty daunting. Let's get rid of the clutter.

 

It could be pretty daunting. Let's get rid of the clutter.

Let's archive some emails

 

1) Select a label on your side navigation
2) Click the Select all checkbox
3) Click the Select all (some number) conversations in that label

Let's archive some emails

With all those items selected, choose archive from the More dropdown menu.

 

1) Click More
2) Click Archive

With all those items selected, choose archive from the More dropdown menu.

Archive = Store away for later

 

Google Mail basically just has two folders: The Inbox and The Archive. Archived files aren't deleted, they will still show up if you do a search in Google Mail or click on a label. For all intents and purposes, you never really have to delete a message.

Archive = Store away for later

Customize the Labels that you have . . .

 

1) Choose the Dropdown menu next to a Label in the Label List.
2) Choose a color.
3) Choose whether or not to hide the Label in the side navigation panel or in the main message list.

Customize the Labels that you have . . .

Build Filters and Labels on-the-fly

 

In an email,
1) Click the Drop Down menu
2) Choose Filter messages like this

Build Filters and Labels on-the-fly

Use the From address, or write in other selection criteria

 

1) Decide what the best criteria might be for triggering the filter. Is it the sender? The subject?
2) Choose to Create a filter with this search

Use the From address, or write in other selection criteria

Choose options for messages that are similar to this

 

1) Choosing Skip the Inbox means it will automatically archive it
2) Apply a label

Choose options for messages that are similar to this

Don't have a good Label already? Make one now.

 

In the Choose Label menu, select New label . . .

Don't have a good Label already? Make one now.

In the pop-up window, write in a new label.

 

In the pop-up window, write in a new label.

Be certain to apply the Label to matching conversations

 

1) Check off Apply filter to matching conversations
2) Create the filter

Be certain to apply the Label to matching conversations
 

Google Apps further training

Here is a link to our Google Apps Training module on Organizing Your Email with Archive and Labels.

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