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A Step-By-Step Guide on How to Create Folders in Gmail (2024)

How to Create Folders in Gmail

Are you struggling with a messy inbox? Want to keep your Gmail inbox organized? Yes, you are in the right place!

With the constant flood of emails from clients, colleagues, and subscriptions, it’s easy for your inbox to become a cluttered mess.

But fear not! I’m here to help. Grouping your emails in a single place is the best solution and this is done by creating folders in Gmail. But, How to create a folder in Gmail? Let us dive through!

Key Takeaways

  • Learn how to create, edit, and delete Gmail folders on a desktop
  • Learn how to automate email organization using filters and labels
  • Explore best practices for effective folder management, including using broad categories, descriptive names, and regular decluttering
  • Unlock the benefits of a well-organized inbox, such as increased productivity, reduced stress, and improved email management

What Is A Gmail Folder?

Gmail folders, also known as labels, are a feature that enables users to categorize and organize their emails by project, client, topic, or any other desired criteria.

Before I dive into the “how,” let’s explore the compelling reasons why you should embrace folders:

According to McKinsey Analysis, Employees spend 28% of their workweek managing emails.

How to Create Folder in Gmail


The above statistics reveal that email is a central part of our daily lives, yet many struggle to keep up with the continuous flow of messages. By implementing a folder system, you can:

  • Instantly locate specific emails without endless scrolling or searching
  • Prioritize and respond to urgent messages promptly
  • Categorize emails by project, client, or topic for easy reference
  • Reduce stress and increase focus by maintaining a clutter-free inbox

Step-By-Step Guide for Creating Folders in Gmail

Creating Folders in Gmail on the Desktop

1. Navigate to www.gmail.com 

2. On the left-hand side of your inbox, you’ll see a list of default labels such as “Inbox,” “Sent,” and “Drafts.” Click on the “More” option or the icon with three horizontal lines to expand the label list.

Creating folder in Gmail

3. Scroll down and click on “Create new label

How to Create a Folder in Gmail


4. A pop-up window will appear, prompting you to name your new label (which will become your folder).

New Label


5. Enter a name for your folder, for example, “Folder

How to Create a Folder in Gmail

6. If desired, you can also nest your new label under an existing one by selecting the parent label from the drop-down menu.

How to Create a Folder

7. Click “Create” to finalize your new folder.

Create a Folder in Gmail


Your newly created folder will now appear in the left-hand panel of your Gmail inbox.

Alternate Way to Create Folders

1. Navigate to www.gmail.com

2. On the top right side (besides your account logo), you can see the ‘Settings’ icon. Click it.

Another way to create folders in Gmail

3. Click ‘More Settings’.

Settings

4. Click the column ‘Label’ on the top.

How to create labels in Gmail

5. Scroll down, you can find ‘create new label’. Click it.

How to Create Folder in Gmail

6. A dialog box appears prompting you to name your new label (which will become your folder).

7. Name your folder and click ‘Create’.

How to Create a folder
  1. Your folder is visible on the left side panel of Gmail.

How to Edit and Delete a Folder in Gmail 

To edit a folder:

Desktop:

  1. On the desktop, right-click the folder you want to edit and select “Edit label name.”
Edit a Folder
How to Edit a folder

2. Enter the new name for the folder and click “Save.”

How to Edit a Folder in Gmail

To delete a folder:

Desktop:

1. On the desktop, right-click the folder you want to delete and select “Remove label.”

How to Delete a Folder in Gmail

2. Confirm the action by clicking “Delete.”

How to Delete a Folder

Bring Order to Your Inbox by Labeling Existing Messages

To label a message in your inbox:

  1. Open the email you want to label.

  2. Click on the “Label” icon (tag icon) at the top of the email.

  3. Select the desired folder or create a new one.

  4. The email will now be labeled with the chosen folder and can be found within that folder.

Bonus Tip: Use the Search Function

Gmail’s powerful search functionality can help you quickly find and move emails into their designated folders. 

Simply type your desired search term (e.g., “Google” or  “YouTube”) into the search bar, and Gmail will display all matching emails.

Then, you can select the emails you want to move and choose the appropriate folder from the “Move to” option.

Pro Tip: Color-code Your Folders

To make your folders even more visually distinct, consider color-coding them. In the desktop version, right-click on a folder and select “Label color” to choose a unique hue for that label.

How to Change Color of Folder

Tips for Effective Folder Management

Now that you’ve learned how to create folders, let’s explore some best practices for maximizing their efficiency:

  • Start with broad categories: Begin by creating high-level folders for major projects, clients, or topics. You can always add sub-folders later for more granular organization.

  • Use descriptive folder names: Choose clear and concise names that immediately convey the folder’s purpose, making it easier to locate and identify.

  • Establish folder naming conventions: Develop a consistent naming structure (e.g., client name + project name) to maintain uniformity across your folders.

  • Regularly review and declutter: Periodically assess your folder structure and archive or delete any obsolete or redundant folders to keep things streamlined.

  • Utilize filters and labels: Complement your folder system with Gmail’s filtering and labeling capabilities for added organization and customization.

By following these tips, you can ensure that your Gmail folders remain a powerful tool for productivity and efficiency, rather than becoming a source of confusion or clutter.

FAQs on Creating a Folder in Gmail

1. Can I move emails directly into folders, or do I need to label them first?

    You can move emails into folders without labeling them first. Simply select the desired emails, click the “Move to” menu icon, (or option), and choose the appropriate folder from the list.

    2. Is there a limit to the number of folders I can create in Gmail?

    While Gmail doesn’t explicitly state a folder limit, most users recommend keeping the number of top-level folders under 50 for optimal performance and usability.

    3. Can I share folders with other Gmail users or team members?

    Unfortunately, Gmail doesn’t currently offer a direct way to share folders with others. However, you can collaborate on specific emails or conversations by adding colleagues as guests or sharing access.

    4. Can I email folders in Gmail?

    A folder cannot be emailed straight from within Gmail. However, before attaching the ZIP file to your email, you can bundle your folder into another.

    5. Why are my emails not showing in my folders?

    Filters, labels, or syncing issues may be the reason why your emails aren’t appearing in your folders. Check the filtering configurations, confirm that the emails are correctly tagged, and confirm the account synchronization.

    From Clutter to Clarity: Enjoy Your Organized Inbox

    An unorganized email inbox is a productivity killer in today’s fast-paced world. Fortunately, Gmail’s folder system provides a powerful solution.

    Take control of your email today by implementing the strategies here. Experience the transformative power of Gmail folders for a streamlined workflow.

    References:

    1. Organize your files with folders
    2. Nine Email Hacks To Better Manage Your Inbox And Priorities
    3. How to organize email in Gmail

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