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Organize email
Organize email
In Outlook: Use folders, rules, and categories.
In Gmail: Use labels and search filters (Gmail doesn't use folders). You can drag messages into labels, similar to the way you drag items into folders. Also, you can apply multiple labels to a message, and find messages by clicking any of their labels in the left panel.
Create a label
Create a label
On your computer, go to Gmail.
On the left, scroll down, then click More.
Click Create new label.
Name your label.
Click Create.
Label messages in your inbox
Label messages in your inbox
On your computer, go to Gmail.
Select the messages.
At the top, click Labels.
Select a label, or create a new one.
Tip: To apply a label to multiple messages at the same time, check the boxes to the left of the messages, then choose a label above the inbox.
Learn more at the Gmail Help Center
Create a filter
Create a filter
Open Gmail.
In the search box at the top, click Show search options .
Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search.
At the bottom of the search window, click Create filter.
Choose what you’d like the filter to do.
Click Create filter.
Note: When you create a filter to forward messages, only new messages will be affected. Additionally, when someone replies to a message you've filtered, the reply will only be filtered if it meets the same search criteria.
Mark email for follow-up
Mark email for follow-up
In Outlook: Use flags to track important messages you receive.
In Gmail: Star, snooze, or mark messages you receive as important.
Star an email to make it stand out
Star an email to make it stand out
On your computer, open Gmail.
From your inbox, go to the left of the message, then click Star . If the message is open, click More Add Star.
If you have multiple stars, keep clicking the star icon until you see the one you want to use.
View email you've starred
View email you've starred
On your computer, open Gmail.
On the left side of the page, click Starred. You may need to click More first.
Tip: To find starred messages, you can also use search operators in Gmail.
To find all starred messages, enter is:starred.
To find messages with a specific star, enter has: followed by the star's name. The names are based on your current star options in use:
has:yellow-star
has:orange-star
has:red-star
has:purple-star
has:blue-star
has:green-star
has:red-bang
has:orange-guillemet
has:yellow-bang
has:green-check
has:blue-info
has:purple-question
Snooze an email until later
Snooze an email until later
On your computer, go to Gmail.
Point to the email.
On the right, click Snooze .
Choose a later day and time to get the email.
To snooze multiple messages, select the messages. At the top, click Snooze .
Tip: To apply a label to multiple messages at the same time, check the boxes to the left of the messages, then choose a label above the inbox.
Save attachments
Save attachments
In Outlook: Save attachments to your computer.
In Gmail: Upload attachments to Google Drive.
Save attachments
Save attachments
Important: You can’t add certain attachments to Google Drive. Learn about files you can store in Drive.
On your computer, go to Gmail.
Open a message.
At the bottom of the message, hover over the attachment.
Click Add to Drive .
Get rid of unimportant email
Get rid of unimportant email
Hide unimportant threads
Hide unimportant threads
Sometimes you might receive an email and decide you don't want to see any more messages in the conversation. You can mute the conversation to have replies automatically skip the inbox and go directly to the archive.
In Outlook: Ignore conversations.
In Gmail: Mute conversations.
Mute email threads
On your computer, open Gmail.
Open a message.
At the top, click More Mute or Unmute.
Tips:
At the top of the Gmail search box, to find all messages with the “Muted” label, enter is:muted.
To mute a message with keyboard shortcuts, press M. Learn more about keyboard shortcuts.
Get rid of spam
Get rid of spam
In Outlook: Mark as email junk and choose settings for junk email.
In Gmail: Report messages as spam, move messages to the spam folder, and block senders.
Report spam
On your computer, open Gmail.
Select one or more emails.
Click Report spam .
Block senders
When you block a sender, messages they send you go to Spam.
On your computer, go to Gmail.
Open the message.
In the top right, click More .
Click Block [sender].
Tip: If you blocked someone by mistake, you can unblock them using the same steps.
Archive email
Archive email
In Outlook: Set up rules to periodically move messages from your inbox to the Outlook Archive file.
In Gmail: Archive messages, or set up filters to automatically move messages to the archive. No need to schedule rules to run at regular intervals. After you archive messages, you can still find them under the label, All Mail.
Archive email
Archive email
On your computer, open Gmail.
Open the message you want to archive.
At the top, click Archive .
Tips:
To archive multiple messages, click the box next to each message Archive .
To archive a message with keyboard shortcuts, press E. Learn more about keyboard shortcuts.
Find archived email
Find archived email
Important: When you search in Gmail, your results include archived messages. Learn more about search in Gmail.
On your computer, open Gmail.
On the left, click More.
Click All Mail.
Note: If you don’t see All Mail or Trash, scroll to the bottom of the left sidebar and click More.
Move archived email back to your inbox
Move archived email back to your inbox
On your computer, open Gmail.
Find the archived message.
Next to the message, check the box.
At the top, click Move to Inbox .
Delete email
Delete email
In Outlook: Move messages to the deleted items folder and use mailbox cleanup.
In Gmail: Move messages to the trash. If you don't see Trash, in the main menu, click MoreTrash. Trashed messages are automatically deleted after 30 days.
Delete email
Delete email
On your computer, go to Gmail.
On the left of each message you want to delete, check the box.
At the top, click Delete .
Note: If you don’t see All Mail or Trash, scroll to the bottom of the left sidebar and click More.
Delete multiple messages
Delete multiple messages
On your computer, go to Gmail.
On the left, select your inbox, label, or another category.
At the top left, above your messages, check the Select box.
A notification that shows the number of selected conversations is displayed. To select all messages, click the link in the notification.
At the top, click Delete .
Delete email forever
Delete email forever
On your computer, go to Gmail.
On the left, click More Trash.
On the left of each message you want to permanently delete, check the box.
At the top, click Delete forever.
Tip: To delete all messages in your trash, in the notification, click Empty Trash now.
Recover email from the trash
Recover email from the trash
On your computer, go to Gmail.
On the left, click More Trash.
On the left of each message you want to recover, check the box.
At the top, click Move to .
In the “Move to” menu, choose where you want to move the messages.
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