How to Categorize Your Gmail Inbox by Sender, Subject and Labels

Xiaobai Software  2022-06-12 13: 48  read 120 views

Gmail is a great tool, but it falls short in providing an intuitive way to categorize your inbox.Fortunately, there are some simple workarounds that give you more control over finding mail.Let's see how Gmail is organized and categorized by sender and other criteria.


1. Sort Gmail by sender

There's no one-click way to sort Gmail by sender, but there are a few tips to help you see all the mail you've received from a single person.The fastest is most useful when you've recently received a message from that person, although you can always use it in your inbox.

Go to your inbox, find any email from the sender you want to select, then right-click on the email and don't open it.Select "Find Mail" from the pop-up menu.


Almost instantly, you'll see a list of all the emails you've ever received from that sender, even old emails you've already archived.You'll also see the sender's full contact information, making it easy to message them or start a video call.


Don't see the sender you want right in your inbox?no problem.Start by typing the person's name or email address into the Gmail search box.Then, just right-click on any information it finds and select Find Email again.

2. Categorize messages from any sender

You can sort your Gmail inbox by any sender without even knowing the person's name.Back in Google's search bar, notice the filter icon on the right.This is the Display Search Options button.


Click on that option and you'll see a box with various ways to find your mail.

You can specify parameters to find emails that include or exclude certain words.This option finds them throughout the message, not just the subject, which is useful when you can only remember the content of one conversation.You can also filter the results to only find messages with attachments.


Play around with the features of the Gmail search box and get familiar with them.For example, use the "Date" option to limit your search to a specific time frame.When you find the sender you're looking for, use the Find Email option we saw in the section above to generate a complete mailing list.

If you are reluctant to use the search option, there is one more method you can try.


Like Google, Gmail recognizes advanced search operators.For example: typing to:bob in the main search bar will find all your emails to someone named Bob.

3. Sort your Gmail inbox by subject

Sometimes, you need to categorize your Gmail by subject.Maybe you need to find all the emails people are sending you about an upcoming family reunion.

Go back to Google's search bar and bring up additional search options.One of the boxes allows searching by topic.As you remember from the previous tip, it is also possible to search for information by certain words.Enter some related words in the "Include these words" box -- "party", "meeting", "event", etc., separated by commas.


Finally, turn your attention to the Search option at the bottom of the box.By default, it's set to search all your emails.If this is too broad, change it to only search for messages filtered to a specific inbox or assigned a specific label.


What if someone tells you they sent a message but you don't see it in your inbox?You can also search for spam and trash like this.If the email is misinterpreted as spam, or you delete it by mistake, it won't be lost if it's still in the trash.Just remember that Gmail automatically deletes all messages in the trash after 30 days.

4. Look for information with specific tags

In the previous section, we briefly mentioned labels.If you're unfamiliar with labels in Gmail, think of them as a form of virtual folder.Assigning a label (or several) to an email is equivalent to moving it to a specific folder, and you can use labels to categorize your inbox.

Apply labels to emails

First, select any message in your inbox.When it opens, you'll see a row of icons on it.Choose the one with the tabbed image.This is Gmail's label button.Click on it and a list of all previously made tags will appear.Select "Create new label" to make a new label.


You can also label several emails at the same time by selecting their respective checkboxes (this is great when you want to delete emails in bulk).This can be done before hitting the tabs button at the top of the Gmail interface.

You can also label an email after you click it, instead of in your main inbox.

Emails sorted by tags

Now that we've talked about applying labels, let's use this knowledge to categorize your emails, which is what labels are good for.

It's easy to do; just click the Tabs tab in the sidebar of your inbox.You'll immediately see a list of all messages with the same label.


5. Automatically apply tags to sent messages

As you can see here, applying tags is a quick and straightforward process.However, there is one more thing to keep in mind when keeping an eye on your inbox.If you're a perpetually busy person, you might rather not take this step.

You can use labels to categorize and organize your inbox when you create filters, or you can set Gmail to automatically label your messages.However, if you work in a team and need to make your email more efficient, you can use a third-party app called Gmelius to do the job for you.It's more suitable for enterprise-level use and lets you share tags with your colleagues.

If you finally decide to try the following Gmelius, it has several ways to personalize your inbox.They do not deal with classification of information, but include other useful possibilities.You can use it to track messages, share inboxes, set up email templates, and more.Now that you know how to categorize your inbox, why not do more with this feature-rich app?

Download: Gmelius | Chrome | Android | iOS (14-day trial, annual plan starts at $7/month)

What's your preferred way of sorting your Gmail inbox?

Sorting emails in Gmail isn't as easy as you might think.The service's automated categorization tool wants to do the work for you, but it's not enough if you want to be more hands-on.Fortunately, it's easy to learn how to organize Gmail by sender, label, or subject.

It also helps improve your experience with Gmail browser tools and keep your inbox clean and productive.

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