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Gmail Labels and Filters, Organising Gmail

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Based on popular demand, how I organise and structure my Gmail Do you want more videos with Steve? Click here to subscribe! http://www.youtube.com/subscription_center?add_user=dottotech and ……..Please click "Like"! Check out Steve's excellent online free workshops Inbox Zero - www.dottotech.com/3steps My Favorite 7 FREE Productivity Apps - Http://dottotech.com/7appsIf you like this video, tell the world! About Steve Steve Dotto is a long time host and executive producer of Dotto Tech, Canada's longest-running technology TV show. After 15 years on national television, Steve now delivers his advice and how-to videos on YouTube. Every week we produce one new video which shows how technology fits in your life. We cover all aspects of technology for my personal use perspective. Concentrating on productivity solutions. Windows, Mac, iOS, android, iphone, apps, gmail, google drive, ipad tables all get covered.  If you have an suggestions for videos you would like to see, drop us a note at www.dottotech.com Book Steve to speak at your event, he is an outstanding keynote speaker. For more info: http://dottotech.com/content/speaking For more from Steve www.dottotech.com including our weekly radio show /podcast on Twitter @dottotech
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Text Comments (248)
Shafi Sediqi (16 days ago)
Lol when he swallows his spits lol disgusting. Lol btw man love u. U thought a very very important thing
Pam Malik (1 month ago)
Hello Steve, how do I prevent the labels/folders column on the left from collapsing in the new Gmail.I tried all that I know it does not give us the option to expand it and stay put.
Pam Malik (1 month ago)
Bless your heart.
Jason Leo Hurst (2 months ago)
You just reminded me of a childhood friend we had named "Corky"! Check out this link "men named Corky", it's spot on with my old pal! You are the only tutorial video maker I have patience enough to watch, thanks for keeping it light and a little twist of humor, my intuition is keen and I dig your dry sense your humor, thank you!
Dawn Ford (2 months ago)
I'd like my gmail in a folder on my desktop. Do you have a tutorial for that?
Angelo The Broker (2 months ago)
Get to the point, please.
Andrea Liesting (3 months ago)
Hi there - finally caving and utilizing something other than Thunderbird for email management :) I'm using Kiwi for GSuite but I can set up everything exactly as in Gmail itself. I would like to know if when applying a filter to emails which have a particular label and also suggesting in the filter that it "skip the inbox (archive)" will it show the email as unread under that particular label in the menu bar on the left, until I actually get to it and read it? I'm trying to have it auto-sort like it would with folders (only I understand now apparently by using folders and not labels, that emails nested in a folder can only have one type of label if I am right. So by utilizing "labels" I just have more flexibility (but I don't want everything always showing up in my inbox - like auto emails from a CRM with a payment receipt :)
Dawn Ford (3 months ago)
How do I move my emails to a folder on my desktop?
Dawn Ford (3 months ago)
What ever happened to drag and drop? Used to be easy. I want to access my email from my desktop. I want fewer steps.
MC MC (3 months ago)
Thank you. Excellent description.
Robert Ruiz (3 months ago)
that work tho danm son👍
Chris Bouchard (3 months ago)
This was super helpful. Thank you!
TT Dog Training School (4 months ago)
Gutted, my happy was short lived as gmail won't apply a filter to an incoming email address for important research work
TT Dog Training School (4 months ago)
Thank you, I'll message them 🙂
dottotech (4 months ago)
It should. If you are having problems try and ask here https://productforums.google.com/forum/
TT Dog Training School (4 months ago)
Great info, I'd really been struggling to organise my gmail & make it productive. All makes sense now.
Thomas Yankle (4 months ago)
So I just set this up and I am still not seeing any labels applied. I tried 3 different label categories. I have 3 different email addresses. Any help/insight would be great.
dottotech (4 months ago)
try https://productforums.google.com/forum/
Alex barker (4 months ago)
how do I create labels with the same name? Like Mr. Robert "support" and Mrs. Maria "support". 2 different people under the same label name ?
gw (4 months ago)
Thanks for the information Do you know how to set up an easy way to send group emails that are set up on gmail on a pc using a iphone or ipad it dosnt seem to work to easy ???????????
jeni ayers (4 months ago)
HI there! I have followed these steps multiple time and chose colors for my labels. I am not forwarding from other inboxes, but still want the color labels to show in the email when it is received. I am getting the color coding in the sidebar, but not in the email itself in the inbox. Have you ever seen this? How can I fix it?
jeni ayers (2 months ago)
I did not - tried everything !
Jazmine Braza (2 months ago)
Hey Jeni, did you ever find a solution to this? I'm having the same problem. I looked over the filter and label settings and couldn't find where I had messed up.
how do you get a color to a label?
thank you
dottotech (4 months ago)
Click on the right ride of the label in the left sidebar
Marty Postema (5 months ago)
Hi How do I stop messages from ebay going into my gmail spam folder? I've tried many thing with filters.If I list a item for sale and someone sends me a question about the item from ebay then ebay sends me that message to my gmail email account but it keeps going into spam folder how do i stop this? I want it to go to my Inbox. Please help thank you.
Duncan McTavish (5 months ago)
Dotto... you ROCK!! Keep doing what you do so well!!
Duncan McTavish (5 months ago)
Your video came up as a top hit to a Google search. So, this was on target. Yes, you have. I remember your early shows with the Knowledge Network... you were a pioneer then and continue to be. Rest assured... I will check out more!
dottotech (5 months ago)
You made me smile, (Man, you could look at a newer video, we have come a long way)
Duncan McTavish (5 months ago)
The very same! Watching this video brought back some good memories of you, sir!!
dottotech (5 months ago)
Is that you Duncan, from Advantage days?
Brenda Hoblit (6 months ago)
I select an email and wish to move it via the drop down folder to place it under a label, however the drop down folder has every file imaginable and I have to scroll to much. How do I remove/hide the sub folders so only the main folders show? I have tried nesting them under main folders but they all still show up, can I archive them? Thanks
Matthew Larrubia (6 months ago)
Is there a setting to delete an incoming message from my inbox but keep it in the label.
Lori Cruz (7 months ago)
i understand everything but i don't want to forward email so u blacked out the accounts and imports so once you go to accounts and imports what do you do cuz i tried and it showed gmailarly something like that but don't know which way to go can u help with a little more of a walk through on that part. Dont understand need your help please. Thank You
dottotech (7 months ago)
We will be covering more details in weeks to come.
Bruce Devaux (7 months ago)
great video- ur instructions worked great! now i would like to have some emails grouped together- for example; my bank balance comes in once per day and as i verify with the previous days EM i delete the older- so it would be easier to follow if both are together- the same with my Amazon and Walmart orders and tracking EMs- one Walmart order produces several tracking EMs and those are pain to follow when spread out in my inbox
Bruce Devaux (7 months ago)
I FOUND MY ANSWER== Multi In-Boxes
Satish Shah (7 months ago)
Incoming emails in my gmail account are automatically going to TRASH folder. How can I resolve this?
Ron Noday (7 months ago)
Very instructional and witty.
Bernard Niedzielski (7 months ago)
Man, You Are Great!
Michael Grossman (8 months ago)
Great tutorial, quick question: I set up a filter to label "Important" with a green tag when I get emails from my boss, but when I am forwaded a message from him (not directly composed) the filter doesn't work. How do I fix that?
dottotech (8 months ago)
I am not sure, ask here, this is the best source I have found for these sort of questions. https://productforums.google.com/forum/#!forum/drive
Gabriel Marcano (8 months ago)
Great video!!! Has you consider nested labels??
dottotech (8 months ago)
More organisation than I need, but if you have a system that it works for, go for it!
dell ability (8 months ago)
Steve, impressed with the way you record the video with the background. Can you do a video on this process and what equipment you use? Thank you!
Roz P (9 months ago)
Can I filter for aliases, as well as email addresses, I'd like to know? Anybody tell me?
Helena Tenorio (9 months ago)
Thank you for the video. Question, I am an independent contractor most of my income comes from Company A, they are a google office, if I forward my other emails there, they can see them if they wanted to, right? Is it better if I forward Company A emails to my personal business gmail account? will it screw up functionality like google docs and sheets that I share with them? Thoughts?
dottotech (9 months ago)
It should make no difference, you will still be accessing those resources via your Google Drive account, it does not matter which email account you use. But you will have to also sign into your Google Account.
Joanne Momsen (9 months ago)
I really appreciate your inspiring presentation on this subject: your years of research, your depth of understanding of using Gmail, and your ability to present the subject in such an interesting way. The image(s) you show in the back while presenting is very helpful for dummies like me. This subject intrigues me, and I plan to learn more by watching more of your videos. Your enthusiasm is contagious. Thank you so much for sharing your time and experiences with us. Thank you again for your contribution.
dottotech (9 months ago)
Welcome aboard Joanne!
LISA VANDERBURGH (9 months ago)
Nice Tech Analysis met
Christian Bitar (9 months ago)
where is the labs
Harriet Shearsmith (9 months ago)
I totally need to get more organised!
Bjarne J Sutherland (10 months ago)
Sorry Steve, but that is incorrect. You don't have to "Enable multiple inboxes" in Labs to be able to download from another account. I'm sure someone has mentioned this already, why not update the information with a correction. The multiple inboxes feature, creates different frames on top or on the right where you can see all the emails with a specific label. Very useful if you read mail sent to different addresses.
Mukesh Shahri (10 months ago)
Thanks . It was helpful
TheKNEE13 (10 months ago)
greg sorozan (10 months ago)
Steve, Thanks for sharing your knowledge and experience in setting up Gmail. It is helping me with "playing around" with the various settings as I figure out structuring my accounts.
Spanish Sparkles (10 months ago)
Thank you very well explained!
Cyrus (10 months ago)
Thank you. this video is helping me to be more organize.
Sabareesh Menon (10 months ago)
Ideall English talk!
Scott Cook (10 months ago)
Great tutorial. I notice the option SHOW IN IMAP. Should this be checked and what does it mean? Also, I have about 6500 emails (spam) in my promotions box. Is there any easy way to delete these all rather than just 50 at a time? Thanks in advance, Scott
Cece (11 months ago)
i hope you only blur only your gmail account not all, I'm studying how to handle Gmail and thank you very much for this!, very helpful.
Brenden Cohen (11 months ago)
Thank you
Jana P.R. Te Heuheu (11 months ago)
Thanks so much for this. My inbox was cluttered before and nothing but a headache. Now I am sorting everything out and putting them in their rightful place. Now I feel so much better. Just like cleaning the house.This video is Great.
dottotech (11 months ago)
Glad to hear it!
Stephanie Blundell (11 months ago)
Thank you, V helpful.
Marco Moran (11 months ago)
Can you apply multilple filters, as in multiple key words to be searched in the emails or subjects? If so, how can you do it?
Zhirayr Shirinyan (1 year ago)
Hello thank you for video, I have a question, maybe you could help me. I have a label for all YouTube mails called "YouTube", and I have a filter that assigns this label to all mails from YouTube, and I have nested label in YouTube called "Live", and correspondingly I have a filter that applies "Live" label to all YouTube mails that are notifying me about live videos. The problem here is that I don't want nested label "Live" mails to appear in parent label "YouTube". May be somebody knows how this could be done ?
L Spiegel-Garden (1 year ago)
Help....I have been doing the filtering and labeling as you present....love the colors>>>but for some reason ....several labels are appearing for every email.....so there will be mi;title unrelated labels for every email....but unfiltered emails are ok....so I must have done something when setting up filters....HELP---I have gone to the filter page and am trying to figure out if that is the problem.....and the labels settings.....I am stumped. Would appreciate any suggestions.
L Spiegel-Garden (1 year ago)
What about the categories on the filter?  Also is there a way to organize the categories and how they appear in gmail? i.e. personal-social-updates...but I want  the order to be Personal -updates-social?
Jack Burns (1 year ago)
Good Job! Thanks
John Brown (1 year ago)
How do you use gmail and keep from having to download all attachments i.e. excel files, word files , ppt files that are sent to you in a email.  I either have to download or open with google sheets/docs etc...  which I prefer to use excel/word etc
Shayne Mabaquiao (1 year ago)
Hi! I just watched this video. My question is how do you put the labels below the drafts in your left sidebar? Maybe anyone can answer?
Bryan Bloom (1 year ago)
Great job on this!
George H. Smith (1 year ago)
I can easily understand his instructions and move forward.
Ginette Melody (1 year ago)
thank you, most useful, kind regards, Melody.
Sean Hannold (1 year ago)
Starts at 4:19
Great video but I already know and use it the same way
Pavel Nemec (1 year ago)
Hi, Steve - I'm going crazy - I have literally hundreds of Gmail filters - I can't find them in order to edit them - any suggestions?
Enamul Haque (1 year ago)
very nice this tutorial
Steppe (1 year ago)
Steve, this was a very helpful video. One Question - If you get emails from multiple addresses in an organization and you want to filter all those emails into one Label, is it possible to have multiple addresses in the from box, if so how? I tried a comma between email addresses and that did not work, can this be done, or do I have to set up a separate filter for each senders email address. Thanks, Steve Munier
Gloria Pace (1 year ago)
how do I delete bulk folders in right column. I did not create them but have hundred of multi folders
chhotalal thakrar (1 year ago)
really fantastic i like
Nodent (1 year ago)
To bypass the rambling of why and get to the how go to time: 4:00
joseph dunn (1 year ago)
Steve: I set my labels with a-z and have sub labels under most of the a-z. What I do to keep the most important label on the top is i give it number 1 then the name for example I would have 1CALENDAR and this would be on the top and I would not need to scroll for it. You could put 1-9 numbers and categorize by importance. Very customary. I do agree about allowing us to color in the labels tab in settings. Maybe an additional tab category in settings should be COLOR and in this page you could create a color and categorize it or associate it by type of label, etc.
Tamara Weinstein (1 year ago)
Very clear and helpful video! Is there a way to create labels and have recurring emails forward to that 'folder' and not have them show up in the inbox, but still have access to those emails when you'd like to catch up on those updates?
Excellent video.It helped me to organise and declutter my inbox.Keep the good work
Mark Bourdo (1 year ago)
when I try to add an additional email account (its another gmail) I get a Server denied POP3 access for the given username and password.  any suggestions?
Ola Bielicka (1 year ago)
thank you for the tutorial! how did you import your other email accounts? I have tried to do it on my own, but gmail has filtered all the messages, and I honestly can not find them. Any idea how to solve it? thx!
johnnyray osbornejr (1 year ago)
Sefora C (1 year ago)
Wow, super helpful, thank you sir!
Marjib Chiran (1 year ago)
Really great tutorial.
Judy Vierra (1 year ago)
What is ur email to sign up for newsletters?
Rebecca Rand (1 year ago)
Thank you 🙏
Matthew Zvirbulis (1 year ago)
Sir you are a legend, nice walk thru!
dottotech (1 year ago)
Thanks You!
Colorado Everyday (1 year ago)
Great Video. Just stumbled onto your channel looking to organize my email better. Love your articulation and pace.
InnerProp (1 year ago)
The labels don't seem to hide in the list on the left. Is it different now?
Paul Friend (1 year ago)
I actually do have a good friend named Corky, Ha he is a real person
mannu cadiz (10 months ago)
Paul Friend who
AMaeTV (1 year ago)
I’m sitting here in Gmail thinking ‘how the heck do I start organizing this for a more productive New Year’ and I head straight over to you Steve, because I knew you’d have the perfect demo of it. Definitely useful, thanks!
Mario Pitanguy (1 year ago)
Perfect! Subscribed!
If you are comfortable with labels and filters, try this extension for Gmail https://deskun.com/ I mostly use mailtraking, email snooze and templates.
dottotech (1 year ago)
Thanks, I will check it out
Marco Reeves (1 year ago)
Fantastic video, thanks for sharing. Definitely going to start using labels and filters to organise my gmail now!
Donna Weber (2 years ago)
Need info asap about inadvertently must have deleted my email files and info therein--Is there a way to recover these important emails (very important), as these labels contain my personal info, i.e., banking, etc, and all has either been hacked and/or I erased and marked as deleted forever. I am in panic mode and would greatly appreciate any advice to address this problem if at all possible. Thank you for your anticipated responses to this comment.
shadeen Rajib (2 years ago)
how to extract email adress from gmail
shadeen Rajib (2 years ago)
Michael Evans (2 years ago)
Beginning an introduction in an institution contracts allot of harm to mental acceptance of the plethora given in this webinar to employ.Another  email engine is the more commonly introduced and ideas about making more and most useful are often ignored.I'm glad this tutorial and others like it remain available.
MrAngelus (2 years ago)
I'm trying to remove one label & automatically apply another to incoming mail anyone know how to do this?
dottotech (2 years ago)
I don't know of any way to do that, how does an email already have a label?
@WellingtonWX (2 years ago)
I always wondered what happened to you. I used to watch DottoTech when I was younger and had cable. Great to see the Tech continues! ~Scott, Guelph, ON
dottotech (2 years ago)
So glad you found us again!
SAPDesigner (2 years ago)
Is there a way to add a filter to a list of email addresses or does it require a filter per email address? It does not seem to like a comma separating email in the From box. I am trying to say, for all emails from theses email address, apply this filter (as a side note, it would be outstanding if Gmail had a feature that learned from this and automatically added or prompt to add a label based on a label being applied- something like, if you add a label, a prompt would appear that said, "I see you added a label to this email, would you like to automatically add this for all emails from this person". Wishful thinking.)
Carson Smith (1 year ago)
How can I send emails with a certain filter straight to a corresponding Label box without them appearing in my inbox?
dottotech (2 years ago)
try using the separator "or" for the email addresses instead of ","
Heidi Brantley (2 years ago)
I am trying to get the older labels on my pc not to show on my Iphone. I hid the labels I don't want to see on my iphone (older conversations) but they still show up on my phone under mailboxes. So there are close to 100 I don't care about at this time. I can not get it to disappear or condense to one line instead of all the nested labels on the phone. The phone is not looking like the gmail set up. Is this a phone or gmail issue. Is there a way to archive all these labels on my pc in a business file ?
Tammy Riney-Tinnin (2 years ago)
can anyone personally tutor me thru separating (or) labeling 3 Gmail accounts? I am low on data, can't listen to the tutorial.
Patrice PB. (2 years ago)
Hey Steve, For some reason this is not working for me.
tushar shardul (2 years ago)
very useful content Steve!.
Edwin Dewez (2 years ago)
Thanks Steve - very useful
Henry Gregory (2 years ago)
Hi Dotto Tech. Great video by the way. I am wondering if you know of a way to only view some tagged emails in their tag folder and exclude them from being viewed in the inbox? I have many emails coming into my account that I don't often need to read but they are still important so I would like them to sit in a folder out of the way until I need to view them. Do you know of a way to do this?
rich dama (2 years ago)
Good stuff
fran B (2 years ago)
nope didn't work  for incoming emails  did not filter for using email addresses
dottotech (2 years ago)
It works, something is missing in your setup
carolinespec (2 years ago)
Wow! Your videos are amazing, Steve! You actually make it fun to get more tech-savvy, which is something I never thought would be possible. Your explanations and enthusiasm make it so easy to understand. Thanks so much!
Irobertcmassey (2 years ago)
Thanks for the label coloring insight!!! Very Useful! :)

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