Keeping your emails stored in order is good practice but whats the best way to do this across multiple devices? The Label system in Gmail and the Mail app within Google Apps for Business functions somewhat different to folders in conventional email clients like Outlook, MacMail and others. Some people love this, others are more sceptic but when it's explained properly most come around - labels work, folders are yesterdays jam....
The key advantage with labeling an email rather than placing it in a folder is you can add multiple labels to them - so a message can be located numerous ways. Labeling works much the same way as folders - click on a label and up pops all the corresponding correspondence. This capitalises on Gmails archive system and the huge email storage Google offer. You need only delete emails if you're 110% sure you'll never want it. You can set up rules or 'filters' for when an email comes in it gets automatically labelled. This is what I do, I've created filters based on who sent me the email, if they're clients the email is labeled with their business name. The email appears in the inbox - the inbox is actually a label too, when you archive the email the inbox label is removed, the email can be located in 'all mail' and in any label that was attached to it. Here's a quick tutorial on how to label emails in Gmail:
By creating your labels (and filters) within Gmail you never have to worry about doing it again - If you've replaced your computer you may have had the task of setting folders up from scratch, if you do it here it takes effect on all devices you use with this email, your emails are backed up and your labels and filters are saved. Here's a short tutorial on how to make filters. Check out GoogleGooru.com for more advanced tutorials.
Not all users are contented using a web browser interface for their email - I am one of those people. I strongly prefer using an email client like (but not) Outlook, Windows Mail or Mac Mail. Thunderbird from open source developer Mozilla was okay but had its limitations and now its no longer being supported. Postbox is an email client I've mentioned in earlier posts and one I plan to write a blog post about soon. What makes Postbox stand apart to other email clients is that it handles Gmails labels extremely well. So look out for that soon and feel free to ask any questions you may have in the comment section below. Oh, and if you're wondering about 'Yesterdays Jam' click here.
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