Lesson 2: How Gmail Thinks: Labels, Conversations and Archive

Why Gmail Feels Different

If you have used Outlook or another email app, you probably think of email as folders: each message sits in exactly one place. Gmail works differently. It keeps every message in one large store, called All Mail, and adds labels to it. The Inbox is itself just a label.

This lesson covers four ideas:

1. Labels instead of folders
2. Conversations (threads)
3. Archive, mute and delete
4. Inbox types

Plan note: Everything in this lesson works the same on personal Gmail, small business and corporate Google Workspace accounts. In a corporate account, IT can still set retention rules that affect how long mail is kept, so check with them if you are unsure. Gemini is not needed here. From Level 3 on, you will ask Gemini about your mail, and a tidy label setup will make its answers easier to check.

Task 1: Understand Labels vs Folders

A folder is like a drawer: a document can be in one drawer only. A label is like a sticky tag: one message can carry several tags.

• One message, many labels. An invoice from a client can carry both Clients/Acme and Finance, and it shows up under each one.
• Labels are private. Only you see your labels. The people you email never get them.
• Deleting removes it everywhere. Delete a message and it disappears from every label and from your inbox, because only one copy ever existed.
• Limits: up to 5,000 labels per account.

DO: Name three areas of your work that could become labels (for example, Clients, Finance, Hiring).

Task 2: Create, Nest, Apply and Remove Labels

On the web (computer)

1. In the left sidebar, next to Labels, click Create new label (the + icon).
2. Type a name, e.g. Clients. Click Create.
3. To make a sublabel, create a new label (e.g. Acme), tick Nest label under and choose Clients. Click Create.
4. To apply a label, tick the box next to a message, click Labels at the top and choose one or more labels.
5. To remove a label, tick the message, click Labels and untick the label.

On Android

1. Tap Menu (top left). Under "All labels", tap Create label, enter a name and tap Save.
2. To apply a label, touch and hold a message, tap More (top right) and then Label as. Tick the labels and tap OK. Untick a label here to remove it.

On iPhone/iPad

1. Tap Menu. Under "Labels", tap Create new, enter a name and tap Save.
2. To apply a label, touch and hold a message, tap More, then Labels. Tick the labels and tap Done.
3. To remove a label, tap More, then Change labels, untick it and tap Done.

Tip: Do your nesting on the web, where the Nest label under option is available. Nested labels then show up on your phone too.

DO: Create one parent label with one sublabel, and apply it to three real messages.

Task 3: Work With Conversations

By default Gmail groups a message and all its replies into one conversation, with the newest email at the bottom. A conversation splits into a new one when the subject line changes or it grows past 100 emails.

To switch conversation view on or off:

• Web: Settings (gear) > See all settings > General > Conversation View > choose on or off > Save Changes.
• Android: Menu > Settings > tap your account > under "General", tick or untick Conversation view. This is set separately for each account.
• iPhone: Menu > Settings > Inbox customizations > toggle Conversation view.

Turning it off on the web also switches off "nudges", Gmail's reminders to reply to or follow up on messages.

DO: Keep conversation view on unless you work with high-volume automated mail that reads better as separate messages.

Task 4: Archive, Mute or Delete

These three actions do different things:

Note: a deleted draft cannot be recovered from Trash.

Rule of thumb:

1. Done with it, might need it later? Archive.
2. A noisy reply-all thread you no longer need to follow? Mute. Find muted threads again by searching is:muted.
3. Worthless and you never need it? Delete.

Keyboard shortcuts such as E and M need keyboard shortcuts switched on in Settings.

DO: Archive ten finished conversations and mute one noisy thread.

Task 5: Choose an Inbox Type

To change it on the web, click Settings (gear) and scroll to Inbox type. On mobile, go to Menu > Settings > (account on Android) > Inbox type.

• Default: sorts mail into tabs: Primary, Social, Promotions and Updates. Good for personal accounts with lots of newsletters.
• Important first: "Important" on top, everything else below.
• Unread first: unread mail on top. Good if you work from what is new.
• Starred first: starred mail on top. Good if you star items you need to act on.
• Priority Inbox: several sections you choose, e.g. Important and unread, Starred, a label, Everything else.
• Multiple Inboxes: extra sections built from labels or searches. You set it up on the web only; the mobile apps offer the other five types. Setup is covered in Level 5.

DO: Pick one type. Write one sentence on why it suits you, e.g. "Unread first, because I handle client requests in the order they arrive."

Key Takeaways

• Gmail keeps one copy of every message. Labels are private tags, and a message can carry many.
• Nest labels on the web. You can create and apply labels on Android and iPhone too.
• Conversations split when the subject changes or after 100 emails. You switch conversation view in Settings on each device.
• Archive hides a message, mute keeps a thread quiet, and delete sends it to Trash for up to 30 days.
• Choose your inbox type on purpose and write down why.