Feb 2018
18

Email

how to managing messages on gmail account

It doesn’t take long for messages to pile up in your inbox. You can move messages around to special tabs and assign labels to help you keep them organized and keep your inbox lean and manageable. Gmail doesn’t use a folder system like other email services. Rather, labels are applied to help identify messages, much like tags. For example, you might label emails pertaining to an office project as Sales Catalog or Budget Report. You can then choose to view all the emails with a particular label assigned.

 

 

Customize Inbox Tabs :

 

Gmail tabs – Primary, Social, Promotions, Updates, and Forums – can help you sort messages, such as those from a social media site or advertisements. The Primary, Social, and Promotions tabs display by default, but you can modify this by selecting only tabs you want to display or by eliminating all tabs.

 

1 .  Click the plus sign (+) next to the tabs.

 

Which Messages Does Gmail Place in Each Category?

Pause over a tab category to learn more about the message it includes.

 

2 .  Select the tabs you want to display.

 

3 .  Click the Save button.

 

Remove All Tabs :

To remove all tabs, deselect all the check boxes. If you want to restore the tabs later, click the Settings button and select Configure Inbox.

 

Create a New Label :

You can create labels to help manage email. Labels are tags you can apply to group messages together, such as Sales Catalog or Department Meetings.

 

1 .  Click the More link in the navigation sidebar.

 

2 .  Click Create New Label.

 

3 .  Enter a name for the label.

 

4 .  Click the create button.

 

5 .  Gmail adds the label to the navigation sidebar.

 

Apply a Label :

You can use the Labels drop-down menu to assign a label to a selected message. You can assign labels form the message list area or when you open a message to read it.

 

1 .  Select the check box next to the message you want to label.

 

2 .  Click the Labels button.

 

3 .  Select the label check box you want to assign.

 

4 .  Click Apply.

 

5 .  Gmail adds the label to the message header.

 

Multiple Labels :

You can use multiple labels if a message can fall into several categories,. For example, if you subscribe to a trade newsletter, you might tag the messages with a unique label. If one of the messages relates to an upcoming project, you can tag it with the project label, too.

 

Move Messages :

You can organize messages into tabs by clicking and dragging them, and then dropping them in the tab where you want the message to go. You can also use the Move To feature to help you move emails, as shown in these steps:

 

1 .  Select the check box for the message you want to move.

 

2 .  Click the Move To button.

 

3 . Click a label to move the message to the designated category.

 

Delete a Message :

You can delete messages from your Inbox and place them in the Trash category. Any messages listed in Trash are automatically deleted after 30 days.

 

1 .  Select the check box next to the message you want to delete.

 

2 .  Click the Delete button to place the message in the Trash category.

 

3 .  To view messages ready for permanent deletion, click the Trash category on the navigation sidebar.

 

4 .  Select a message in the Trash list and click Delete Forever to permanently remove it.

 

Drag and Drop It :

You can quickly move messages around and drop them into the categories or tabs where you want them to go. For example, to remove a message, you can drag it and drop it into the Trash category, or to move a message out of the Trash, drag it and drop it into the inbox.

 

Archive a Message :

The archiving feature in Gmail removes messages from your inbox but keeps them stored as part of your account so you can look through them later. Archiving is a great way to clean up your inbox without permanently removing messages you need to keep.

 

1 .  Click the message (or message) you want to archive.

 

2 .  Click the Archive button.

 

Find Archived Messages :

To locate an archived message, you can use the Search box at the top of the Gmail window, or you can look through your messages in the All Mail category. To do so, click the More button at the bottom of the navigation sidebar and click All Mail.

 

Mark Messages :

You can use Gmail’s tools to mark messages, such as marking a read message as unread, or adding a star to mark the message as important.

 

1 .  Select the check box next to the message you want to mark.

 

2 .  Click the star column next to the message to assign a star.

 

3 .  To mark a message as read or unread, click the More button and click Mark As Read or Mark As Unread.

 

Viewing Stars :

To view all the messages to which you have assigned stars, you can click the Starred category on the navigation sidebar.

 

By default, Gmail is set up to show just one type of star: yellow. You’re not stuck with just a yellow star, however. You can use different colors for stars, or different icons entirely. For example, you may prefer to mark important messages with an exclamation point icon

 

From the Gmail page, click the Settings button (looks like a gear or cog) and click Settings. Scroll down the General tab settings until you find the Stars heading. Three presets are listed: 1 star, 4 stars, or all stars. Click the 4 stars preset, and select the stars or icons you want to use. Drag icons from the Not in use list into the In Use list until you have the four icons you want to use. Click the Save Changes button at the bottom of the page when you finish.

 

The next time you want to assign a star, click the Star column, as usual, and keep clicking to rotate through the available stars you selected. You can also choose to rotate through them all if you select the All Stars preset, but it takes a lot longer to get through the list.

 

Remove Spam :

Google’s Gmail includes a spam filter, but you can help it recognize additional spam email by pointing it out when you find it in your inbox. When you activate the Spam feature, it moves the message to the Spam category

 

1 .  Select the check box next to the message you want to move to the Spam category.

 

2 .  Click the Report Spam button.

 

3 .  Click the Spam category (if the category is not displayed in the inbox, click More).

 

4 . Select the messages or messages you want to remove; click Delete Forever or Delete All Spam Messages Now.

 

Check for Non-Spam Messages :

It’s a good idea to periodically check the Spam category from time to time just in case something ends up there that’s not actually spam.

 

Unmark Spam :

If you find a legitimate message mixed in with your spam, you can re-mark it and return it to the inbox. Select the message in the spam list, and click the Not Spam button.

 

 

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