6 Tips For Organizing Your Gmail to Avoid a Bottomless Inbox

How often have you missed out on an appointment, paying a bill, or responding to an important message because the e-mail notice got lost in your cluttered inbox?

Every day, we receive lots of e-mails, both important and unimportant, which can be overwhelming. Due to the numerous amount of e-mails, it can cause unnecessary stress, including taking up time to clear them out and differentiate between the important and unimportant.

One thing that quickly fills up e-mail inboxes is newsletters, e-mail circulars, catalogs, and event invitations. These e-mails contribute to the build-up of e-mails in your inbox.

According to Marketing Charts, 84.5% of e-mails in the inbox are promotions, while 86.8% of e-mails in the inbox are updates. Only 55.5% of e-mails in the inbox are primary e-mails. However, whatever the reason, the accumulation of all these e-mails over time if left unmanaged will cause your Gmail to be filled with a bottomless inbox of unread messages.

Especially for the elderly, it is essential to keep Gmail organized. This helps them focus on important tasks and frees up valuable time. With an organized Gmail, you will be able to get important and relevant messages and meet up with various payments and appointments.

You don’t have to dread opening your Gmail account. Here are some essential tips to help organize your Gmail.

Tips to Organize Your Gmail to Avoid Endless Inbox: Six Effective Ways

1. Create Labels

This is a great way to organize your Gmail. One of the great features of Gmail is that they use labels instead of folders. This labeling system allows you to associate e-mails with different subjects, senders, and categories. You can have labels like “Friends and family,” “Bills,” “Invites,” and more. As a result, when a mail comes in, it goes into the appropriate label, keeping your Gmail organized.

Creating the label

To create a label, one method is to click the “+” icon next to Labels in the left-hand column. Name your label such as “Travel”, “Bills”, “Appointments” or “Friends” – and give it a color if you wish.

Organize your Gmail inbox with labels

Step 1: Once you have created your label(s), you will see it in the list under the Labels section.

Step 2: To add the e-mails associated with each label, select the message and open it.

Step 3: At the top of the mail is a list of icons. Click on the label icon to add the label to the message. A drop-down label list will appear (if your label is not visible, click more), select the appropriate label, and select “Apply.” 

Step 4: Create a filter. 

  • On the right side, click on the three dots and select “Manage Inbox Setting.” 
  • Go to “Filter and Blocked Addresses.” 
  • Select “Create a new filter.”
  • Insert the “From” address. You can type the e-mail address or select it from the drop-down menu. Ignore the other fields. Once done, create a filter. Look for “Apply the label” and choose the label. Next, click “Create filter.”

2. Archive Unimportant E-mails or Ones You Don’t Need

Removing unwanted e-mails creates space. However, we often don’t delete e-mails because we might need them later. So instead of keeping and piling them stored in your inbox, you could Archive them. This doesn’t delete them; they are just removed from your inbox and stored in the “All Mail” folder. This keeps your Gmail inbox looking organized.

To archive an e-mail message in Gmail:

  • Open an e-mail, or select e-mail(s) from the list of messages.
  • Click the “Archive” button, and the message is archived.

Remember, the e-mail is not deleted. You can still see all e-mails archived in the “All Mail” folder.

3. Make Unread E-mails Important or Come First

Many e-mails are received daily, and you won’t want to miss an important mail, such as a medical appointment reminder, in your bottomless unread e-mails. You can change the settings by putting unread e-mails on top or setting it as important.

  • On the upper-right side, click on the Settings gear icon then choose the Inbox type as “Unread first”. You can also change it to “Important first”, “Starred first”, “Priority Inbox”, and others.
  • In the Inbox section, if you selected “Priority Inbox”, you can arrange the section in order of how you want the mail to appear. 
  • Scroll to the bottom and click “Save changes.”

4. Unsubscribe from newsletters and unwanted e-mails

Newsletters can be sent numerous times daily, piling up in your inbox. You can unsubscribe from the brand to stop receiving newsletters or promotional e-mails.

  • First, make sure the e-mail is from a legitimate and reputable sender. Read Why you should never unsubscribe from certain emails before continuing.
  • Look for an “unsubscribe” or “manage preferences” link in the bottom footer of the email then click it. Follow any further instructions.

5. Star important messages so they are easy to find later

Star important e-mails to make them easy to find. This works similar to the “Important” option, except this helps you focus on the more important e-mails.

Assigning stars to Gmail messages is easy:

  • Go to your inbox and select the e-mail you want to star
  • Click on the star icon. As a result, you can easily find the emails that you’ve starred in the “Starred” folder.

6. Search for e-mails and delete or archive many at once 

See Search Gmail like a pro for tips on searching and managing a group of emails.

Ready to Organize your Gmail Inbox?

If you are ready to organize and improve your Gmail’s look, Computer Techs is available to help provide extra steps for your Gmail’s organization.

For more information, contact us to schedule a consultation.