How to Add a Tag to Your Email (Gmail, Outlook, and Apple Mail)
Jan 21, 2026
Learn how to add a tag to your email in Gmail, Outlook, and Apple Mail to organise messages, reduce clutter, and manage follow-ups more efficiently.
Email volume keeps increasing, yet most inboxes still rely on folders that slow search and hide context. Tags offer a simpler way to organize messages without moving them out of sight. When used well, tags help you group related emails, surface priorities, and find information faster across projects and conversations.
Many people search for how to add a tag to their email because the process looks different on every platform. Gmail uses labels. Outlook uses categories. Apple Mail uses flags. This guide explains how each option works and when they behave the same way.
You will learn how to add, apply, and manage tags step by step. The goal stays practical: less clutter, faster retrieval, and an inbox that supports daily work instead of slowing it down.
Key Takeaways
Email tags add structure without hiding messages. Tags let you organize emails while keeping them visible and searchable.
Each email platform handles tagging differently. Gmail uses labels, Outlook uses categories, and Apple Mail relies on flags, so workflows need adjustment.
Fewer tags create faster decisions. A small, consistent set of tags works better than complex systems that slow action.
Tagging works best when it supports follow-through. Tags improve visibility, but action improves outcomes. Systems that link tags to tasks scale better.
What does “tagging” an email mean?
An email tag acts as a marker you attach to a message. It helps you group related emails without moving them into a single folder. You can apply more than one tag to the same message, which adds flexibility.
Different platforms use different names for this concept:
Gmail calls them labels
Outlook calls them categories
Apple Mail does not support true tags and relies on flags instead
Despite the naming differences, the purpose stays similar. Tags help you organize, search, and review emails by theme, priority, or status.
When tags and labels work the same
Tags and labels behave the same way when a platform allows multiple markers on one email.
Gmail labels and Outlook categories both support this. You can assign several labels or categories to a single message and retrieve it through search or filters later.
This approach works well for projects, clients, follow-ups, and internal topics that overlap.
When they do not work the same
Not all platforms offer the same flexibility. Apple Mail flags only allow one visual marker per email. They help highlight messages but do not replace full tagging systems. Mobile apps also limit tagging features on some platforms.
Understanding these differences helps you choose the right method for each inbox instead of forcing one system everywhere.
Why adding tags to emails helps you stay organized?
Tags help you organize email without breaking your workflow. Instead of moving messages into folders and losing context, you keep emails visible while adding structure around them.
1. Faster email retrieval
Tags make search easier. When you apply a tag, you add meaning to the message. You can find related emails quickly without remembering who sent them or when they arrived. This saves time when you need context during meetings, reviews, or follow-ups.
2. Better prioritization without folders
Folders force you to choose one location for each email. Tags remove that limitation. You can mark one email as urgent, client-related, and pending at the same time. This helps you review work by priority instead of by location.
3. Cleaner inbox without deleting messages
Tags support a cleaner inbox because you can archive messages without losing access. The inbox stays focused on new and active items. Tagged emails remain searchable and organized in the background.
4. Tagging versus folders: which works better
Folders suit simple workflows. Tags suit complex work. When emails relate to multiple topics, tags give you flexibility.
You reduce duplication and avoid moving the same message across folders. For most professionals, tags support faster decisions and clearer organization.
Also Read: Tips for Prioritizing Emails and Managing Inbox
How to add a tag to an email in Gmail?
Gmail does not use the word “tag.” It uses labels, which work the same way. One email can have several labels, and labels do not remove emails from your inbox unless you choose that behavior.
How Gmail uses labels instead of tags
Labels act as flexible markers. You can apply more than one label to a single email. You can also view the same email under different labels without creating duplicates. This makes labels more powerful than folders for complex work.
Labels also work on sent emails, which helps with tracking conversations and follow-ups.
How to create a new label in Gmail
Create labels before you start tagging. Clear names help you stay consistent.
Steps on desktop:
Open Gmail
Scroll down the left sidebar
Select Create new label
Enter a short, clear name
Save the label
Use names based on purpose, not people. For example, use “Invoices,” “Follow-up,” or “Client Requests.”
How to add a label to an email
You can label both existing and new emails.
For existing emails:
Select the email
Click the Label icon
Choose one or more labels
For new emails:
Open the email
Apply the label before archiving or replying
Gmail applies labels instantly and keeps the email searchable.
How to add labels automatically using filters
Filters save time when patterns repeat.
Steps:
Open Gmail settings
Select Filters and blocked addresses
Create a new filter
Set conditions such as sender or keywords
Choose Apply the label
This method works well for newsletters, system alerts, or recurring client emails.
How to add labels on the Gmail mobile app
On mobile, you can apply existing labels but cannot create new ones.
Steps:
Open the email
Select the menu
Choose Change labels
Apply the label
Create labels on the desktop first, then use them on mobile.
Also Read: How to Automatically Label Emails in Gmail
How to add a tag to an email in Outlook
Outlook does not use tags or labels. It uses categories, which serve a similar purpose. Categories help you group emails visually and filter them later, especially when you manage high volumes.
How Outlook categories work as tags
Categories act like colored tags you assign to emails. You can apply more than one category to a message. Categories stay visible across views, which helps you spot priority emails quickly.
Unlike folders, categories do not move emails. They add context while keeping messages in place.
How to create a new category
Create categories before applying them.
On desktop or web:
Right-click any email
Select Categorize
Choose All Categories
Create a new category
Assign a name and color
Use clear names tied to purpose, such as “Action Needed,” “Client,” or “Review.”
How to assign categories to emails
To apply a category:
Select one or more emails
Right-click and choose Categorize
Select the category
You can also apply categories while reading an email. Outlook saves changes instantly.
Outlook syncs categories across desktop, web, and mobile. Mobile apps allow you to assign existing categories, but creation works best on a desktop or web.
Categories work well when you want visual signals and quick filtering without restructuring your inbox.
Also Read: Outlook Inbox Organization Techniques and Tools
How to tag emails in Apple Mail (and what to use instead)
Apple Mail does not support true email tags or labels. Instead, it offers flags, which act as visual markers. Flags help highlight emails but offer less flexibility than tags in Gmail or categories in Outlook.
Why Apple Mail does not support true email tags
Apple Mail focuses on simplicity. It does not allow multiple custom tags on a single email. You cannot name tags or group emails by theme using labels. This limits advanced organization for complex workflows.
Because of this limitation, users rely on flags and smart mailboxes to add structure.
How to use flags as tag alternatives
Flags mark emails with colors and icons. You can apply one flag per email.
Steps:
Open the email
Select the Flag icon
Choose a colour
Use colors consistently. For example, red can signal urgent items, and blue can mark follow-ups.
How to search and filter flagged emails
You can still organize flagged emails effectively.
Use these methods:
Search for flagged emails using the search bar
Create Smart Mailboxes based on flag color
Review flagged emails during scheduled check-ins
Smart Mailboxes update automatically and help you focus on marked messages.
Flags work for reminders but not for complex categorization. You cannot group emails by project or client using flags alone. If your workflow requires layered organization, Apple Mail may feel restrictive.
Also Read: How to Organize Your Email Inbox in Simple Steps
Best practices for tagging emails effectively
Tags work only when you apply them with intent. A simple, consistent approach delivers better results than complex systems.
How many tags should you use?
Limit the number of tags. Most inboxes work best with five to ten active tags. Fewer tags reduce hesitation and speed up decisions.
Add new tags only when a clear pattern appears.
Naming conventions that scale
Use names that describe purpose, not people. For example, use “Follow-up,” “Invoices,” or “Client Requests.”
Avoid dates or temporary labels that lose meaning over time. Clear names help you tag faster and search with confidence.
When to tag manually versus automatically
Tag manually when context matters.
Use automation when patterns repeat. Newsletters, system alerts, and routine updates work well with rules. Review automated tags regularly to keep them accurate.
Common tagging mistakes to avoid
Avoid tagging everything.
Skip tags for emails that require no action.
Do not duplicate folders with tags.
Do not change tag meanings often. Consistency matters more than detail.
How email tagging fits into daily workflows
Tags support daily work when they connect to actions, not just organization.
Tagging for follow-ups
Apply a follow-up tag when an email needs a response later. Review that tag at set times each day. This prevents missed replies without constant inbox scanning.
Tagging for projects and clients
Use tags to group emails across long conversations. This helps you track progress without searching multiple folders or threads.
Tagging for executive and team visibility
Shared tagging rules help teams work faster. Everyone understands what needs attention and what can wait.
Some teams use systems that apply intelligent tagging based on priority and content. For example, NewMail AI supports intelligent tagging and priority surfacing, which helps reduce manual sorting while keeping control with the user.
Also Read: Effective Strategies and Tips for Email Management
When manual tagging stops working?
Manual tagging works well at low to moderate volume. It breaks down when email flow increases and decisions pile up.
High email volume challenges
As volume grows, tagging every email takes time. You start skipping tags to move faster. Over time, gaps appear. Important messages lose visibility because tags stay incomplete or inconsistent.
Inconsistent tagging across teams
Shared inboxes create another challenge. Different people apply different tags for the same type of email. This inconsistency reduces trust in the system and slows collaboration.
Missed follow-ups despite tags
Tags alone do not guarantee action. Without reminders or task links, tagged emails can still sit untouched. The system shows intent but does not enforce follow-through.
At this stage, tagging needs support. You need help that reduces manual effort while preserving control over decisions.
How NewMail AI supports smarter email tagging
Manual tags work best when tools reinforce them. NewMail AI supports tagging by connecting it to priority, tasks, and daily planning.
It applies intelligent tagging based on email content and context. This helps surface messages that match your priorities without constant manual sorting.
Key ways it supports tagging workflows:
Intelligent tagging groups emails consistently, even as volume increases
Personalized Priority highlights tagged messages that need attention now
Actionable Insights connect tagged emails to tasks and follow-ups
Daily Briefings summarize priority emails and tagged items in one view
Secure design protects inbox data through encryption, and no data storage
This support keeps tagging useful as work scales. You spend less time organizing and more time acting on what matters.
Conclusion
Email tags help you organize work without hiding messages in folders. When you use them well, you gain faster search, clearer priorities, and better control over follow-ups. The key lies in consistency. Simple tag names, clear rules, and regular review keep the system useful as volume grows.
Each platform handles tagging differently. Gmail labels offer flexibility. Outlook categories provide visual control. Apple Mail flags work best for light marking.
Knowing these differences helps you choose the right approach instead of forcing one method everywhere.
As email volume increases, manual tagging reaches its limits. Smarter support can reduce effort while preserving control. If you want tagging that scales with daily work, start for Free with NewMail AI and simplify how your inbox supports action.
FAQs
1. Can I add more than one tag to the same email?
Yes, in Gmail and Outlook. Apple Mail flags allow only one marker per email.
2. Do tags sync across devices automatically?
Gmail labels and Outlook categories sync across devices. Mobile apps may limit creation but support the application.
3. Are tags better than folders for email organization?
Tags work better when emails relate to multiple topics. Folders suit simple, single-purpose sorting.
4. Can I tag emails automatically?
Yes. Gmail filters and Outlook rules apply tags based on senders, keywords, or conditions.
5. Why do tags stop working over time?
Too many tags, inconsistent use, and missing follow-up links reduce effectiveness.
6. Do tags help with follow-ups?
Tags help visibility. You still need reminders or task links to ensure action.
