Gmail Labels: A Comprehensive Guide To Keep Your Inbox Organized

Senior Writer: Priya Naha

Reading Time: 5 Minutes

Published : July 5, 2024

With 361.6 billion emails exchanged daily and the average office worker receiving 121 emails a day, staying organized can feel overwhelming. This makes efficient inbox management more essential than ever. 

But what if you could open your inbox and instantly find the email you need? With Gmail Labels, this is possible. By the end of this blog, you’ll know how to:

•  Assign and move emails to labels for better organization.
•  Use nested labels for a structured email system and much more!

Let’s start and turn your inbox from a chaotic mess into a stress-free space.

Assigning Labels To Emails In Gmail

Gmail labels function like tags, helping you organize emails into separate categories while leaving them in your inbox.

How To Assign A Label To An Email?

1. Open your Gmail account.
2. Select the email(s) you want to label.
3. Click the Label icon (it looks like a tag) at the top.
4. Choose an existing label or click “Create new” to make a new one.
5. Click Apply, and the email will now have that label.

You can assign multiple labels to one email, making it easier to find messages across different categories.

For example:

• A client email can have both “Invoices” and “Urgent” labels.
• A work update can be tagged under “Team Updates” and “Meetings”.

This way, emails stay organized without being locked into a single folder.

Moving Messages To A Specific Label

If you prefer a cleaner inbox, you can move emails to labels, just like you can move them to folders.

How to Move Emails to a Label in Gmail

1. Select the email(s) you want to move.
2. Click the Move to icon (which looks like a folder).
3. Select the label where you want to move the email.
4. The email will now be stored under that label and removed from the inbox.

This method is useful when you want to reduce clutter while keeping emails neatly categorized.

Adding vs. Moving Emails To Labels

One major question is: Should you add email labels or move emails to labels?

• Adding Labels: This keeps emails in the inbox while organizing them into multiple categories.
• Moving Emails to Labels: This removes emails from the inbox and stores them under a label, keeping your inbox tidy.

Add labels to emails relevant to multiple projects. Use moving emails when you want to archive messages and reduce inbox clutter.

What Are Nested Labels In Gmail?

Nested labels are sub-labels that help you create a hierarchy of categories. Think of them like folders and subfolders but with the flexibility of Gmail Labels.

For example:

• Clients (Main Label)
  • VIP Clients (Nested Label)
  • New Leads (Nested Label)

This structure makes it easier to manage large volumes of emails, especially for businesses handling multiple clients.

How To Create Nested Labels?

You can create nested labels by following the steps below: 

• Create a New Nested Label

1. 1. Open Gmail and click More on the left sidebar.
   2. Scroll down and click Create new label.
   3. Name your label and check the Nest label to choose a parent label.
   4. Click Create, and your nested label will appear under the main label.

• Convert An Existing Label Into A Sub-Label

To convert an existing label into a sub-label, do the following:

1. 1. Go to Gmail settings.
   2. Click the Labels tab.
   3. Find the label you want to nest and click Edit.
   4. Choose a parent label, then save the changes.

Now, your labels will be neatly structured.

How To Rename A Label?

If you want to rename a label:

1. Find the label in the sidebar.
2. Click the three-dot menu next to it.
3. Select Edit and enter a new name.
4. Click Save—all emails with that label will be updated automatically.

How to Remove a Label from an Email?

If an email no longer belongs to a label:

1. Open the labeled email.
2. Click the X next to the label name at the top.
3. The label will be removed, but the email will remain in your inbox.

How To Remove Labels From Multiple Emails At Once?

To remove multiple labels at once, do the following:

1. Select multiple emails in your inbox.
2. Click the Label icon at the top.
3. Uncheck the labels you want to remove.
4. Click Apply, and all selected emails will be updated.

How To Remove the Inbox Label in Gmail?

Every email in Gmail automatically has the Inbox label. To remove the inbox label in Gmail, you need to archive it.

Steps to Remove the Inbox Label:

1. Select the email(s) you want to remove from the inbox.
2. Click the Archive button.
3. The email will disappear from your inbox but remain accessible under its labels.

How To Color-Code Gmail Labels?

Adding colors to labels helps you visually distinguish between different email categories.

Steps to Color-Code Labels:

1. Hover over a label in the left panel.
2. Click the three-dot menu next to it.
3. Select a Label color and choose a color.

Now, emails will be color-coded for quick identification.

How to Show or Hide Labels in the Label List?

Too many labels? Here’s how to manage visibility:

1. Click the gear icon > See all settings.
2. Open the Labels tab.
3. Under “Show in label list,” choose Show or Hide for each label.

How To Delete A Label?

If you no longer need a label:

1. Find the label in the sidebar.
2. Click the three-dot menu and select Remove Label.
3. Confirm deletion (emails won’t be deleted, only the label).

How to Merge Labels in Gmail?

If two labels serve the same purpose, merge them:

1. Go to Settings > Labels.
2. Rename one label to match the other.
3. Assign all relevant emails to the updated label.
4. Delete the old label.

Now, all related emails are under one label.

How To Auto-Sort Emails Into a Label?

Automating email sorting saves time. Here’s how you can automatically label incoming emails:

1. Click the Search bar and enter criteria like a sender’s email or subject keyword.
2. Click Create filter.
3. Check Apply the label and select a label.
4. Click “Create filter,” and Gmail will now automatically tag future emails that match your criteria.

This is useful for sorting newsletters, invoices, and work updates without manual effort. Gmail’s filters and labels work within Google’s advanced security framework, ensuring that automated sorting doesn’t compromise important security measures like spam detection.

Managing Labels On The Gmail Mobile App

You can also manage labels on the Gmail app:

1. Open the Gmail app.
2. Tap Menu > Settings > Labels.
3. Edit, apply, or remove labels just like on the desktop version.

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

Many users confuse Gmail folders vs. labels, but they serve different purposes. Traditional folders work like physical file cabinets—each email can only exist in one folder. In contrast, Gmail Labels function like digital tags, allowing a single email to belong to multiple categories. This makes searching, organizing, and managing emails far more efficient.

 With over 1.8 billion active users, Gmail’s labeling system is built to handle massive email volumes while remaining flexible. Below is a comparison of how Gmail Labels differ from traditional email folders:

Streamline Your Inbox Effortlessly with ControlHippo

While Gmail Labels help you stay organized, businesses often need a more powerful email management solution. That’s where ControlHippo comes in. ControlHippo lets you:

•  Manage multiple inboxes effortlessly with a shared inbox.
• Automate email sorting and prioritization.
• Ensure that no important email gets lost.

If you’re looking for a way to improve your email management beyond Gmail Labels, ControlHippo is the perfect solution. 

Are you worried about security? ControlHippo follows strict encryption protocols and doesn’t store your emails, ensuring your data remains 100% private. In fact, companies using ControlHippo have seen a 45% increase in customer satisfaction and an impressive 85% customer retention rate. 

Updated : March 24, 2025

Priya Naha

Priya Naha is a skilled technical content writer with a specialization in business communication and omnichannel communication platforms. Her expertise lies in translating complex concepts into clear, engaging content that resonates with diverse audiences. Focused on business communication solutions, Priya excels in delivering informative and practical insights through her writing.

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