How to Create Folders in Gmail Step-by-Step Guide

A cluttered Gmail inbox can be a major productivity blocker. With countless emails pouring in daily, it’s easy to lose track of important messages, misplace follow-up tasks, or waste valuable time searching for key conversations. Without a clear organizational system, this can quickly become overwhelming.

This guide will show you how to create folders (or labels) in Gmail to bring structure to your inbox. We’ll cover the step-by-step process of setting up labels, organizing your emails into relevant categories, and customizing your system to fit your needs. Let’s get started. 

In A Nutshell:

• Gmail labels vs. folders: Labels act as flexible folders, allowing you to categorize emails under multiple labels. Folders in email systems are static storage locations where each email can only belong to one folder at a time.

• Create new labels: Set up new labels via Gmail’s sidebar or settings for better inbox organization.

• Move emails to labels: Easily move emails to new labels without deleting them by unchecking the current label and selecting a new one.

• Manage labels efficiently: Rename, delete, and nest labels for a personalized email structure.

• Automate organization: Use Gmail’s filters to automatically assign labels based on email criteria.

Gmail Folders vs. Labels: What’s the Difference?

A folder in email systems like Outlook is a storage location where emails can be placed, and each email can only belong to one folder at a time. For example, if you want an email to be in both “Work” and “Personal” folders, you would have to create duplicate copies of the email.

On the other hand, labels in Gmail are more flexible. Labels allow a single email to be tagged with multiple categories. This means that an email can have several labels, such as “Work” and “Important,” and it will appear in both sections without needing a duplicate.

So, while Gmail labels essentially act like folders, their ability to assign multiple labels to one email offers a more dynamic and customizable way to organize your inbox.

Now that you understand the difference, let’s understand why creating folders or labels is crucial for keeping your inbox organized.

Why You Need to Create Folders or Labels in Gmail

Keeping your Gmail inbox organized is crucial for managing your emails and staying on top of tasks. Here’s why creating folders (or labels) is so important:

• Organize Your Inbox: Grouping related emails together helps reduce clutter and keeps everything tidy.

• Prevent Missing Important Emails: With folders or labels, you can ensure critical emails don’t get lost in the shuffle of daily messages.

• Simplify Navigation: Labels allow you to find what you need quickly, and with colour coding, you can visually organize your emails even better.

Using labels to organize your inbox creates an efficient and streamlined email system that saves you time and helps you stay on top of everything that matters.

If managing your inbox feels overwhelming, NewMail AI can simplify the process by automatically sorting and prioritizing your emails, giving you time to focus on important matters. Get started for free today!

Next, let’s learn how to create a new folder on Gmail using your computer.

How to Create a New Folder in Gmail on Your Computer

You can create folders in two simple ways: from your desktop or laptop computer. Here’s how:

Option 1: Create a New Folder Via the Sidebar

1. Open Gmail on your computer and log in to your account.

2. On the left side of the screen, you’ll see a list of your current labels (like Inbox, Sent, Starred).

3. Scroll down and click on “More” to expand the menu.

4. Click on “+ Create new label”.

5. In the pop-up window, enter a name for your new folder (label) and click “Create”. Label names can be up to 225 characters long.

Option 2: Create a New Folder Via Settings

1. Log in to your Gmail account.

2. Click the gear icon at the top right and select “See all settings”.

3. In the settings menu, go to the “Labels” tab.

4. Scroll down and click “Create new label”.

5. Name your label and click “Create”.

Next, let’s walk through how to set up folders directly from the Gmail mobile app.

How to Create Folders in Gmail Mobile App

Managing your inbox while on the go is just as easy with the Gmail mobile app. Here’s a simple guide to creating folders (or labels) on your iPhone or iPad:

1. Open Gmail and Log In

Launch the Gmail app on your phone and log in to your account if you haven’t already.

2. Access the Menu

Tap the hamburger menu (three horizontal lines) in the top left corner to open the sidebar.

3. Create a New Label

   • Scroll down to Labels and tap Create new.

   • Enter a name for your label and tap Save. Your new folder will now be added to the menu.
     
     

4. View Your New Label

Once the label is created, open the menu again, and you’ll see it listed under Labels.

The process is the same for iPads, so you can follow these steps whether you're using your phone or tablet.

Need to make adjustments? Here’s how to easily rename your folders or labels to better suit your needs.

How to Rename Folders in Gmail

Renaming folders in Gmail is quick and simple. Here’s how you can do it:

Method 1: Renaming Directly from the Sidebar

1. Log in to your Gmail account on your computer.

2. On the left side, find the label you want to rename.

3. Hover over the folder or label name with your mouse cursor.

4. Click the three vertical dots (more options) that appear next to the label.

5. Select Edit from the dropdown menu.

6. Enter the new folder name and click Save.

Method 2: Renaming Through Gmail Settings

1. Click the gear icon in the top right corner of Gmail and select Settings.

2. Go to the Labels tab within Settings.

3. Find the label you want to rename and click Edit.

4. Make the necessary changes to the label name.

5. Click Save to confirm the change.

Note: When using the Settings method, be cautious not to click Remove, which is located right next to the Edit button. You don’t want to accidentally delete your folder!

By following these steps, you can keep your folders organized and aligned with your needs. Simple adjustments like this can make a big difference in how you manage your inbox.

Now that your folders are set up, let’s go over how to add labels to your emails for better organization.

How to Add Labels from an Email

Organizing emails into labels helps streamline your workflow and keeps your inbox neat. Here’s how to add labels to individual emails in Gmail:

1. Open the Email
   Go to your Inbox and open the email you want to categorize. After reading or responding to it, locate the action toolbar at the top of the message.

2. Click the Move To Icon
   In the toolbar, click on the folder icon with an arrow. This icon represents the "Move To" function and will open a dropdown menu with your existing labels.

3. Select the Appropriate Label
   Choose the label that best fits the email’s content. This action will move the email from your primary inbox to the selected label folder.

4. Use the Labels Function (Optional)
   If you’d prefer to keep the email visible in your inbox while categorizing it, use the Labels button next to the Move To option. This will add the label to the email without removing it from your inbox.

Tip: You can apply labels to multiple emails simultaneously. Simply select the emails using the checkboxes in your inbox, then click the Labels button to categorize them in bulk. This feature is a great time-saver when organizing multiple messages.

Simplify your labeling process with NewMail AI’s Intelligent Tagging. Automatically sort and categorize your emails into labels with ease, so you can focus on the important stuff without manual effort. Get started today!

Adding Labels Using Filters

Gmail’s filtering system can automatically assign labels to emails based on specific criteria, saving you time on manual categorization:

1. Set Up a Filter
   In the Gmail search bar, enter your desired criteria (e.g., emails from a specific sender, subject, or keywords). Then, click Create filter.

2. Apply the Label Automatically
   In the filter settings, check the box next to Apply the label and select the label you want to assign automatically. You can also apply the filter to existing emails by checking Apply to matching conversations.

3. Activate the Filter
   Once you’ve set the criteria and label, click Create filter to activate the automation. This will label both new and existing emails that meet the filter’s parameters.

Organizing Labels with Subfolders

Gmail allows you to create a nested label structure to further organize your emails:

Option 1: Create a Subfolder When Creating a New Label

1. Follow the steps from Option 1 above to create a new label.

2. Before you click “Create”, check the box next to “Nest label under”.

3. A drop-down menu will appear. Click it to select a parent label. This will establish your new label as a subfolder under the selected parent.

4. Click “Create”.

Option 2: Create a Subfolder from an Existing Folder

1. On the left side of your screen, find the parent label where you want to add a subfolder.

2. Hover your mouse over the label name and click the three dots that appear.

3. In the pop-up menu, click “Add sublabel”.

4. Name your subfolder and click “Create”.

Adding Labels to Sent Messages

Labeling sent emails can help you track your correspondence by category. Here’s how to add a label while composing an email:

1. Compose the Email
   Click the Compose button to create a new email.

2. Select a Label
   Before sending, click the three vertical dots in the bottom-right corner of the composition window. Select the Label option and choose your desired label.

3. Send the Email
   Once you’ve labeled the email, send it as usual. The email will be categorized under the chosen label.

The above methods efficiently organize your Gmail inbox, keeping your emails categorized and easy to access.

Also Read: How to Organize Gmail Inbox by Sender Name

Creating Labels in the Gmail Mobile App

Currently, Gmail's mobile app doesn’t allow you to create new labels directly. However, you can still apply existing labels to your emails:

1. Open the email you want to label.

2. Tap the three vertical dots in the upper-right corner of the screen.

3. Select “Change labels” from the menu.

4. You’ll see a list of your existing labels. Select the label(s) you want to apply to the email.

5. Press “OK” to apply the label(s).

This method helps you stay organized on the go, even if you can’t create new labels from your phone.

Editing Existing Labels in Gmail Mobile App 

While you can create new labels in the Gmail mobile app, editing them requires a desktop:

1. Open Gmail in a web browser on your desktop.

2. Hover over the label you want to edit in the left sidebar and click the three dots that appear.

3. Select Edit from the dropdown menu. Here, you can change the label’s name or move it under another label.

4. After making your edits, click Save to apply the changes.

While mobile apps provide the basics for organizing your emails, managing your labels in detail requires using a desktop.

How to Move a Message to Another Label in Gmail

If you've decided to reorganize your Gmail inbox by creating new labels, you don’t need to go through the hassle of removing old labels from each email. Instead, you can simply move messages to a new label with ease:

1. Open Gmail in your browser at gmail.com. Log in if prompted.

2. Select the email message you want to move.

3. Click the label icon below the search bar (it looks like a tag or arrow pointing right).

4. Uncheck the current label and select the new one you'd like to apply.

5. Click Apply to confirm the change.

For the Gmail app on mobile:

1. Tap the hamburger menu (three horizontal lines) in the top-left corner.

2. Select Move to, and then choose the new label you want to move the email to.

How to Remove Labels in Gmail

Removing labels in Gmail won’t delete the associated emails; this is a key difference between labels and traditional folders. If you simply want to remove a label without deleting the emails:

1. Open Gmail on your computer and find the list of labels on the left side.

2. Hover over the label you wish to remove.

3. Click the three vertical dots next to the label name.

4. Choose Remove label from the options that appear.

5. Gmail will show you how many emails the label is attached to. Confirm the removal by clicking Delete.

If you want to remove both the label and the emails it’s attached to:

1. Select the label from the left sidebar.

2. Use the checkbox at the top to select all the emails under that label.

3. Click the Delete button to move all selected emails to Trash.

4. Follow the steps above to delete the label itself (it should now be empty).

This method allows you to clean up your labels without losing any important messages in the process.

Now that you've mastered adding labels to your emails, you can keep your inbox organized and access important messages quickly whenever you need them.

Conclusion

Organizing your Gmail inbox with labels can significantly improve your email management, making it easier to find important messages and keep your workflow on track. Gmail provides flexible tools to manage your labels without losing important information.

Implement the steps from this guide to tailor your inbox, improve your workflow, and increase productivity. If managing your inbox and staying organized feels like a challenge, NewMail AI can help. With its powerful features, you can save time and stay focused without the clutter. 

Here’s how NewMail AI complements your email management needs:

• Smart Drafts: Automatically generate personalized replies, so you can quickly respond without needing to sift through labels and folders.

• Daily Briefings: Get a snapshot of your important emails and calendar events each day, so you never miss a message while managing your inbox efficiently.

• Personalized Priority: Prioritize critical emails, ensuring the most important messages stand out in your inbox, no matter how many labels you use.

• Actionable Insights: Convert emails into tasks automatically, making it easier to stay on top of your to-do list while organizing your messages.

• Intelligent Tagging: Keep your inbox organized by using smart folders and labels to sort your emails into meaningful categories that work for you.

With NewMail AI, you organize your inbox and take control of your email experience, saving time and reducing stress. Start for free and take the hassle out of your Gmail inbox.