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Section 62. Manage Your Mail with Labels and Filters

Section 62. Manage Your Mail with Labels and Filters

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SelectMessagestoPutinaLabel

LabelsinGmailareusedmuchlikefoldersareusedinemail

programssuchasOutlookyouuselabelstoorganizeyour

mail.OnedifferencebetweenGmailandothermail

programs,however,isthatasinglepieceofmailcanshowup

inmanylabels,aswellasinyourinbox.Thinkofeachlabel



asaparticularsearch;emailinthatlabelmatchescertain

searchterms.

Tocreatealabel,enablethecheckboxesnexttothe

messagesinyourinboxthatyouwanttobeputintothelabel

you'reabouttocreate.Tocreatealabelforthemessages,

selectNewlabelfromtheMoreActionsdrop-downmenu.

GivetheLabelaName

InthePleaseenteranewlabelnametextboxthatpops

up,typeanameforthelabelandclickOK.Thelabelis

createdandyoureceiveanoticeatthetopofyourinbox

tellingyouthatyourlabelhasbeencreatedandhowmany

emailmessages(whichGmailcallsconversations)areinthe

label.

ViewtheMessagesinYourLabel

Toviewthemessagesinyourlabel,clicktheLabelslinkon

theleftsideoftheGmailpagetoseealistofallthelabels

you'vecreated;thenclickthenameofthelabelyouwantto

view.Youseeallthemessagescontainedinthatlabel.Each

messagehasacheckboxnexttoit;youcantakeactionson

themessagesbychoosingthedesiredactionfromtheMore

Actionsdrop-downmenu.

StartCreatingaFilter

Whenyoucreatealabel,you'reessentiallycreatinga

placeholder.Thelabelcontainsthemessagesyou'vetold

Gmailtoputintoit.Butnonewincomingmessagesare

automaticallyincludedinthelabel,evenifthosemessages

havethesamesubjectlinesorsenderinformationasother

messagesinthelabel(allincomingmail,bydefault,appears

onlyintheinbox).

Youcan,however,createafilterthatautomaticallyplaces



appropriateincomingmessagesinaspecificlabel.Afilteris

essentiallyarulethatisappliedtoallincomingmessages;

thefiltertellsGmailhowtohandlespecificmessages.You

cancreateafiltertotellGmailtomakecertainmessages

appearincertainlabels.Youcan,forexample,createalabel

namedMotherandthenhaveallincomingmessagesfrom

yourmomshowupinthatlabel.

Tocreateafilter,clicktheCreateafilterlinkatthetopof

themainGmailpage(totherightoftheSearchtheWeb

button).Fromthepagethatappears,tellGmailwhat

informationitshouldfilteron.Youcantellittocreateafilter

basedonthesubject'semailaddress,ontheemailaddressto

whomtheemailisbeingsent,onthesubjectline,onwhether

theincomingemailmessagehasanattachment,whetherit

hascertainwords,andwhetheritdoesn'thavecertainwords.

Whenyou'redonefillingoutthecriteriaforfilteringincoming

emailmessages,clickNextStep.



Note

Ifyouwanttoseewhatresultsthefiltercriteriayou

havespecifiedwillcreate,clickTestSearchbeforeyou

clickNextStep.You'llthenseewhatmessagesinyour

inboxwillbefiltered.



FinishCreatingtheFilter

Thenextpageofthefilter-creationprocessenablesyouto

tellGmailwhatactiontoperformonthefilteredmail.You

canselectmultipleactionssothefiltercanperformmultiple

actionsonthefilteredmail.

Enablethecheckboxesnexttoeachactionyouwantthe

filtertotake.Youcanhavethefilterskiptheinbox;starthe

message(thatis,enablethestariconnexttothemessagein



theinboxtoidentifythemessageashavingsome

significance);havethemailshowupinacertainlabel(you

canchoosefromthelistoflabelsyouhavealreadycreated,

asexplainedinsteps13);forwardthemessagetoanother

emailaddress;ormovethefilteredmailtothetrash.When

you'redonespecifyingtheactionstobetakenonthefiltered

mail,clicktheCreateFilterbutton.

TheMailSettingspageopenstotheFilterstab,which

showsallthefilterscurrentlyinuse.(Youcanalsoaccessthis

pagebyclickingtheSettingslinkinthetop-rightcornerof

themainGmailpage.)FromtheFilterstab,youcanedit

anyofthefilters,deleteanyfilters,andcreateanewfilter.

UseYourLabels

Toseeallthemessagescontainedinanylabel,clickthe

LabelslinkontheleftsideoftheGmailpagetodisplayalist

ofallthelabelsyou'vecreated.Clickthenameofthelabelfor

whichyouwanttoviewmessages.Youcanthentakethe

normalactionsonthosemessages.

Toapplyalabeltoasinglemessagewhenyoureadthe

message,selectthelabelyouwantappliedfromtheMore

Actionsdrop-downlist.

ManageYourLabels

Youcandelete,rename,andcreatenewlabels.Todoit,click

theEditlabelslinkatthebottomoftheLabelslistonthe

leftsideoftheGmailpage.TheMailSettingspageopensto

theLabelstab;clicktherenamelinknexttoalabelto

renamealabel,orclicktheremovelinknexttoalabelto

removealabel.Notethatthemessagesstillremaininyour

inbox.

Tocreateanewlabel,typethelabelnameintheCreatea

newlabeltextboxandclickCreate.



Note

YoucanarchiveyourmailbyputtingitintoGmail's

Archiveintwoway.Toarchiveasinglemessagewhen

you'rereadingit,clicktheArchivebutton.Whenyou're

intheinbox,enablethecheckboxesnexttomailyou

wantarchived,andthenclicktheArchivebutton.







63.UseGmailwithYourOwnEmailProgram

BEFOREYOUBEGIN



SetUpaGmailAccount



Noteveryoneisafanofweb-basedemail,suchasGmail.One

problemwithweb-basedmailisthatyoucan'treadmessages

you'vereceivedexceptwhenyou'reonline.Anotheristhatyou

can'tcomposemessagesexceptwhenyou'reonline.Andsome

emailprograms,suchasOutlook,integrateintodesktop

softwareinwaysthatweb-basedmailcan't.Forexample,

OutlookcanuseMicrosoftWordasitseditorforcreating

messagesandsharesaclipboardwithotherMicrosoftOffice

applications.

Gmail,though,givesyouthebestofbothworlds.Inadditionto

workingasweb-basedmail,italsogivesyoutheoptionof

workingwithyournormalemailsoftwaresoyoucanuseGmail

justasyoudotheemailyounormallyreceivethroughyourISP.

Followtheinstructionsinthistasksothatanyemailprogram

thatrunsonyourPCasaseparateprogram,suchasOutlook,

Eudora,OutlookExpress,andothers,cansendandreceive

messagesthroughyourGmailaccount.[clickhere][clickhere]



UseGmailwithYourOwnEmailProgram



GotoGmailSettings

TouseyournormalemailsoftwarewithGmail,youhaveto

changesettingsrelatedtoaPOP3mailserver.Youfirsthave

toconfigureGmailtouseyouremailsoftware'sPOP3server,

andthenaddsettingsinyouremailsoftwaretoretrievethe

mailfromtheserver.



KeyTerm

POP3(PostOfficeProtocol3)Acommunications

protocolthatgovernsthereceivingofemail.APOP3mail

serverreceivesmail;youthenconnecttothePOP3

serverandretrievemailfromtheserverusingyouremail

software.



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Section 62. Manage Your Mail with Labels and Filters

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