How to Create Labels and Filters in Gmail

Understanding Labels and Filters

Labels are Gmail's version of folders—tags you can apply to emails to organise them.

Filters are rules that automatically apply labels, archive, or perform other actions on incoming emails.

Creating Labels

Method 1: From Settings

• Click the Settings gear icon
• Select See all settings
• Click the Labels tab
• Scroll down and click Create new label
• Enter a label name
• Optionally nest it under an existing label
• Click Create

Method 2: From the Sidebar

• In the left sidebar, scroll to the bottom
• Click More to expand
• Click Create new label
• Name your label and click Create

Colour-Coding Labels

• Hover over the label in the sidebar
• Click the three dots
• Select Label colour
• Choose a colour

Applying Labels Manually

Single Email

• Open or select the email
• Click the Labels icon (looks like a tag)
• Check the labels to apply
• Click Apply

Multiple Emails

• Select multiple emails using checkboxes
• Click the Labels icon
• Check labels to apply
• Click Apply

Creating Filters

Filters automatically handle emails based on criteria you set.

Method 1: From Search

• Click the search options arrow in the search bar
• Enter your criteria (from, subject, words, etc.)
• Click Create filter
• Choose actions to apply
• Click Create filter

Method 2: From an Email

• Open an email you want to filter
• Click the three dots menu
• Select Filter messages like this
• Adjust criteria if needed
• Click Create filter
• Choose actions
• Click Create filter

Filter Actions

When creating a filter, you can:

• Skip the Inbox (Archive it): Keeps inbox clean
• Mark as read: No notification
• Star it: Flags important emails
• Apply the label: Organise automatically
• Forward it: Send to another address
• Delete it: Skip straight to Trash
• Never send it to Spam: Ensure delivery
• Mark as important: Prioritise

Useful Filter Examples

Client Emails

• From: @clientdomain.com
• Apply label: "Clients/ClientName"

Newsletter Subscriptions

• From: newsletters@example.com
• Skip inbox, Apply label: "Newsletters"

Invoice Emails

• Subject contains: "Invoice"
• Apply label: "Finance/Invoices", Star it

Team Updates

• From: notifications@projecttool.com
• Apply label: "Project Updates", Mark as read

Managing Filters

To view, edit, or delete filters:

• Settings > See all settings
• Click Filters and Blocked Addresses
• Find the filter
• Click Edit or Delete

Tips for Effective Organisation

• Use nested labels (e.g., Work/Projects/ProjectA)
• Colour-code by priority or category
• Combine multiple filters for complex rules
• Regularly review and clean up old labels

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.