Gmail uses labels, not folders, but they work the same way
Gmail doesn't have folders in the traditional sense. Instead, it uses labels — a system that's actually more flexible because a single email can have multiple labels at once, while a file can only sit in one folder. When you create a label in Gmail, it appears in your sidebar on the left, and you can move messages into it the same way you'd move them into a folder.
The confusion happens because Gmail's interface calls them labels, but they function like folders for organizing your mail. Once you create one, you'll see it listed under "Labels" in your sidebar, and you can click it to view all messages with that label.
Key Takeaways
- Gmail labels are created through Settings and appear in your left sidebar, functioning like folders for organizing email.
- You can assign multiple labels to a single email, something traditional folders cannot do.
- Labels can be nested under parent labels to create a hierarchy, keeping your sidebar organized.
- You move emails into labels by selecting the message, clicking the label icon, and checking the label you want to add.
- Labels you create are private to your account; they don't affect how others see your emails.
Creating a new label in Gmail
Open Gmail and click the gear icon in the top right corner, then select "See all settings." Go to the "Labels" tab. Scroll down to the section that says "Create new label" and type the name you want — something like "Invoices," "Project Alpha," or "Waiting for Reply." Click "Create."
The label now appears in your sidebar under the "Labels" section. If you want to organize it under a parent label (for example, putting "Client A" under a parent label called "Clients"), you can do that during creation by checking the box that says "Nest label under" and selecting the parent label from the dropdown.
Moving emails into a label
Select one or more emails by clicking the checkbox next to each message. You can select multiple emails at once. Then click the label icon (it looks like a tag) in the toolbar above your inbox. A dropdown menu appears showing all your labels. Check the box next to the label you want to add, then click "Apply."
The email now has that label. You can view all emails with that label by clicking the label name in your left sidebar. If you assigned multiple labels to the same email, it will appear when you click any of those labels.
Automatically labeling incoming mail
You can set up Gmail to label emails automatically based on who they're from or what words appear in the subject line. Go to Settings, then the "Filters and Blocked Addresses" tab. Click "Create a new filter." Enter criteria — for example, type a sender's email address in the "From" field, or type a keyword in the "Subject" field.
Click "Create filter." In the next screen, check the box that says "Apply the label" and select which label you want to use. Click "Create filter." From now on, any email matching those criteria will automatically receive that label when it arrives.
Organizing labels with nesting and color
If you create many labels, your sidebar can get crowded. Nesting lets you group related labels under a parent. For example, you might create a parent label called "Clients" and nest "Client A," "Client B," and "Client C" under it. When you click the arrow next to "Clients," those nested labels expand or collapse.
You can also assign colors to labels to make them easier to spot. In Settings under the Labels tab, hover over any label and click the colored circle icon next to it. Choose a color from the palette. Colored labels appear in your sidebar and also show as a colored bar next to emails that have that label.
Removing or renaming a label
Go to Settings and click the "Labels" tab. Find the label you want to change. To rename it, click the pencil icon next to the label name, type the new name, and click "Save." To delete it, click the trash icon. Gmail will ask whether you want to remove the label from all messages or delete the label entirely — choose whichever you prefer.
If you delete a label, the emails themselves don't disappear; they just lose that label. If you remove a label from all messages, the label is deleted but your emails remain in your inbox or other labels.
Showing and hiding labels in your sidebar
By default, Gmail shows all your labels in the sidebar, but you can control which ones appear. In Settings under the Labels tab, each label has a visibility setting. Click "Show" to display it in your sidebar, or "Hide" to keep it out of view. Hidden labels still exist and still work — you just won't see them listed on the left.
This is useful if you have labels you use rarely or only for automatic filtering. You can hide them to keep your sidebar clean, then search for them by name when you need them, or access them through the "More" menu at the bottom of your Labels section.
Frequently Asked Questions
Can I move an email out of a label?
Yes. Open the email, click the label icon in the toolbar, and uncheck the label you want to remove. The email stays in your inbox or other labels but loses that specific label. You can remove a label from an email without deleting the email itself.
What's the difference between labels and the archive button?
Archive removes an email from your inbox but keeps it in Gmail — you can search for it or find it through labels. Labels are for organizing; archive is for clearing your inbox. You can label an email and then archive it, so it's organized but out of your main view.
Can I use labels on my phone?
Yes. In the Gmail app on Android or iPhone, open an email, tap the three-dot menu, and select "Change labels." Check or uncheck labels the same way you do on desktop. Labels you create on your phone appear on desktop, and vice versa.
Do labels take up storage space?
No. Labels are just organizational tags. Your Gmail storage limit is based on the total size of your emails, not how many labels you create or how many labels you assign to each email.
Can I share a label with someone else?
No. Labels are private to your account. If you want to share organized emails with someone, you can forward individual messages or create a shared folder in Google Drive and move email content there.