How To Use Gmail Labels And Filters To Keep Your Gmail Inbox Organized

Using Gmail Labels and Gmail Filters shouldn’t be something hard to understand.

I remember that not too long ago I wasn’t using any kind of gmail filters or gmail folders and my gmail inbox was the definition of chaos.

I was missing important e-mails left and right and I had to constantly find myself browsing through pages and pages just to hunt down an e-mail I thought I had never received.

That stopped since I started using the power of gmail labels and gmail filters and today I want to share how you can get out of that gmail inbox nightmare, stay more organized, be more productive and save yourself some precious time.

How To Use Gmail Labels And Filters Video

So without any further ado, let’s get on with it!

Quick Tip For Managing Your Gmail Labels

Gmail is a very powerful tool when it comes to maintaining and administering your labels.

However, if you have a ton of labels and let’s say, you have a more than important label that doesn’t shows above the fold, then you can use the following trick I use:

When you’re creating the label, place an underscore in the beginning.

That will force the label up like in the image down below.

optimizing gmail labels


So as you can see, if I didn’t use the underscores there is no way I would be able to have “Webinars” above the fold.

How To Edit A Gmail Label

Don’t worry if you already created a label without the underscore.

To edit a gmail label, just hover over the label you want to change, click on the small triangle, go to “Edit” and give it a new name.

how to edit a gmail label

editing gmail label

Gmail is smart enough to update every single e-mail that had been previously tagged with the old label.


I honestly don’t know how I was using Gmail before without any Gmail Filters or Gmail Labels.

Maybe I wasn’t receiving so much e-mail as now that I’m signed to so many Internet Marketing lists.

Anyway, I would love to know how YOU keep yourself organized with e-mail, even if you don’t use Gmail as your e-mail provider.

Maybe I can learn a thing or two from you in the comments, so please let me know.

Thanks for watching and until next time, take care.


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  1. Reply

    Hey Sergio,

    I use Mac mail with a ton of folders and rules in place I lost count of how many I have.

    But it works for me and works well. I was always a fan of Outlook email client before but Mac mail is very similar.

    I have not yet used Gmail. I do have an account but it’s setup in my Mac not online.

    I may give it a shot :-)

    Great post man thanks.


    1. Reply

      Hey Dan,

      Mac mail… I’m not even sure I have an account there. I think I created a mac account when I logged for the first time in my Macbook but I can’t really remember (more than three years ago)

      I’ve used Outlook a lot before but mainly because the corporations I was working with, used that as a meeting organizer/planner as well.

      Gmail definitely rocks but I can’t compare it with Mac Mail since I have zero experience with them.

      On the other hand, Google requires you to have a gmail account for almost all of their services (YouTube, Webmasters, Adsense, Analytics, Adwords, Website Optimizer, etc)

      You do use those Google tools right?

      PS. I really want to know the answer to that question! haha ;-)

  2. Reply

    Hi Sergio

    For my safelist marketing the filter tool is essential, one of the emails currently has > 400,000 emails….

    I use gmail for all my personal email as it works instantly with my android phone, and the spam filters are fantastic, it’s like one a day at most. I think that it learns who and what I like to read emails from.


    1. Reply

      Hey Andrew,

      Oh for sure! Those safelists can get reaaally crazy with the e-mails lol

      The spam filters are indeed fantastic, I still don’t know how do they do it but I also believe that it ‘learns’ what you want to read and what not.

      Thanks for contributing Andrew, take care! ;-)

    • Linda
    • April 12, 2012

    Hey Sergio,

    Good video here! I actually use Outlook express which is hooked up to 15 different email addresses (my important ones that is – I have many But, I have all kinds of folders already within OE and just recently made one for my friends so they don’t get lost in the shuffle. So, each time a friend sends me an email in goes into a special folder. I do that with some other things as well, but I really should make more folders.

    I was just going through my 7050 unread emails and hitting the big old delete button. I had emails from last year that I never read…down to 6384 unread ones as of this post, so got a long way to go. It’s just really out of control!


    1. Reply

      Great organizing!

      But wow Linda, why don’t you just delete them or archive them all?

      If they are really valuable to you, you can start applying filters and you will still have them in case you need them but man, that’s a LOT of e-mail, good luck!

      And thanks for sharing your funny scenario! ;-)

    • Linda
    • April 12, 2012

    I can’t delete them all – but I think it is wise to start applying those filters NOW instead of later to possibly keep it from getting out of control. You see, I am with many different programs and I need those important emails, so as they have been coming in, I put them in their proper folders so I can find them later. But, some are just random things, but I guess if I get them all straightened out then maybe it will be a bit more manageable :)

    Have a GREAT Friday, Sergio!

    Talk to you soon :)

    1. Reply

      I have an email address that is solely to ‘spy’ on spanish marketers.

      I was getting insane amounts of e-mail there and I wasn’t aware of it since I was not actively monitoring that account.

      One day I had a few spare hours and I decided to dive in. I sorted everything in less than two hours.

      At first appears that you’re never goind to end but if you’re getting a lot of e-mail from the same people, it is actually fast.

      Hope that helps and have a great start of weekend, thank you Linda! ;-)

    • Dave
    • April 13, 2012

    Hi Sergio. I like your underscore method for organizing. I usually put an ! in front of the boxes that I want to show higher – but I organize through Mac Mail.

    I found out you could use Gmail as a great spam filter though. I download the mail that makes it through the gmail filter to my Mac. Whenever I have an email address that gets to spammy, I forward it to Gmail and then MOST of the junk gets filtered out. This saves me tons of time every day. – Just thought I would share another way to use GMail to your benefit.

    1. Reply

      Hey Dave,

      Welcome to the blog!

      And yeah, an exclamation point (!) works just as well and in fact, takes a lot less space than underscores.

      I have seen Liz Tomey’s inbox and she organizes using from one (!) to several (!!, !!!) I guess it is a method that works for her.

      Just for the fun of it, I just checked with hashes (#) and they work as well so I think that as long as Gmail allows you to enter the special character there, it can be used.

      Now, special characters do have an order of hierarchy but I don’t have that memorized.

      That was a FANTASTIC tip on using Gmail as a spam filter for other e-mail addresses. Never ocurred to me.

      And finally, thank you for sharing your knowledge and contributing to the article, Dave. Have a great day my friend! ;-)

      PS. Your dental store site looks very good, congratulations!

    • Harriet
    • April 13, 2012

    Thanks for the tips. I’m a new Gmail user and haven’t quite got it together yet, this looks really good, I do get a lot of emails about separate things so it’ll be good to separate them up!

    1. Reply

      Glad to help Harriet. ;-)

    • Patrick Griffin
    • April 15, 2012

    Hey Sergio,
    Great video. Well structured. Nicely explained. Very clear. Love it.

    1. Reply

      Glad you liked it Patrick! ;-)

      PS. Good luck with the book man, I just saw the final cover on Lulu and I think it looks FANTASTIC!

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    • Cararta
    • April 21, 2012

    Hi Felix,

    Don’t think gmail will let you archive Spam, so
    If I’m missing an email, I do a search, if not there I delete Spam and
    Archive the inbox….

    Had an instance yesterday where a marketer sent an email every 30 minutes for 12 hours before I signed in and noticed! Probably screwed up his Aweber … delete and one unsubscribe solved the problem.

    Thanks for the ! or _ use in in regular folders never thought about it working in Gmail.

    1. Reply

      Hey Carolyn,

      I feel your pain. I also have a marketer that e-mails me about two times a day. Can’t unsubscribe because I have a paid program with him and I would miss the updates but I really hate it.

      Glad you found the tips useful, take care! ;-)

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