Google Mail, or Gmail to most, is a wildly popular free email service. It’s fast, easy to use, and sports one of the best filters around. What most people don’t quite realize is that Gmail looks at the world a little differently than most. And in doing so, it leverages something else that Google has a strong track record in: search. Gmail labels are aren’t what most people think they are. Normally, that’s not an issue, but when accessing Gmail using a desktop email program via, it can cause a lot of confusion.

Become a and go ad-free! Gmail doesn’t have folders.

Step away from your desktop email program for a moment, and look at Gmail itself, using the web interface. What most people don’t realize is that Gmail has NO concept of “folders”. None whatsoever. In essence, Gmail has only a single folder.

Login to your Gmail account and click the small down arrow in the search box at the top. In the 'From' field, enter the email address that you want to setup a new label for. For this example, we will use 'bot@emailthis.me' because we want to move all emails from this email.

A BIG bucket of email that is YOUR email. Every message sent or received, every spam, every everything. What Gmail has instead are “labels”. Messages in your big bucket of email can have Gmail labels.

In fact they can have more than one label. What Gmail does, then, is show you what you’ve asked for based on what messages match that label. (Remember, Google is all about the search – even in Gmail.) So when you view: • Inbox – that means show all the messages that have the “Inbox” label • – that means show all the messages that have the “Spam” label • Drafts – that means show all the messages that have the “Draft” label • Trash – that means show all the messages that have the “Trash” label “All Mail” is a special thing.

It means: • show me all the messages that don’t have the “Spam” or “Trash” labels So it’s showing you everything that you think is worth keeping, no matter how it’s otherwise labeled. Actions you can take then get kind of interesting.

• Mark as spam means remove the “Inbox” label and add the “Spam” label. • Not spam means remove the “Spam” label and add the “Inbox” label.

• Archive means remove the “Inbox”, “Spam” and “Trash” labels. • Delete means remove the “Inbox” label and add the “Trash” label. Items with the “Spam” or “Trash” label get permanently removed automatically after something like 30 days.

They go away forever. Is your Gmail backed up? It should be. Connecting to Outlook using IMAP is one way.

Check out my article: Gmail. Custom Gmail labels You can create your own labels.

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Let’s say we have a label called “From Ask Leo!”. When you get a message from me, you mark it as “From Ask Leo!” (this can be automated, but for now let’s say you do it by hand, in Gmail). Thus, it has two labels: “Inbox” and “From Ask Leo!”. Here’s the reason that I’ve laid all this out: that one message will show up in three different “places”: • Inbox (because you did not archive it, delete it or spam it) • All Mail (because you did not delete it or spam it) • From Ask Leo! (because you added that label) It looks like there are three copies. There are not. There is only one copy; one copy that shows up in three different ways because of the way it is and is not labeled.

If you use of Gmail’s web interface you might notice that there’s an icon shaped like a folder that allows you to move email out of your inbox into a folder. It’s still just Gmail using labels that look like folders. What it looks like: you have the option of labeling a message “From Ask Leo!” or putting that message into a folder called “From Ask Leo!”. The reality: when you “move” that message to a folder, you are simply removing the “Inbox” label and adding the “From Ask Leo!” label – hence you no longer see the message in your inbox. If you just add the “From Ask Leo!” label, the message keeps it’s original “Inbox” label and is still visible there.

Your Gmail applications on your phone and tablet all work using the model above. No folders, only labels. Naturally, the Gmail web interface works this way as well. Gmail loves “conversations” You send an email, I reply. You reply to my reply. You cc someone. They reply to one or both of us.

As long as the subject line stays the same (and perhaps a couple of under-the-hood tracking doohickies), that’s all what Gmail and many other email services/programs call a single “conversation”. Gmail loves conversations. When you look at email in Gmail in your browser, it groups messages into conversations by default. I think the same happens on the mobile apps as well. Here’s the reason that it’s important: when you label something you’re typically labeling the entire conversation. So when you “Archive” that last message you got from me about whatever, you’re actually archiving all the messages that made up that conversation. Label it as “From Ask Leo!” and in fact all the messages are labeled as such.