Organize your Inbox with Email Labels

Email labels let you tag emails with a name and a color so you can group them and find them quickly. After reading this article, you will be able to create, apply, find and manage labels, and use them to track which emails still need your attention.

Create a label

1. In your Inbox, click the email you want to label.
2. In the toolbar at the top, click Labels.

3. Click Create new label.

   

4. In the label name field, type a name for your label.
5. Choose a color for the label.

6. Click Create label.

   

What you will see: Your new label appears in the Labels list, in the color you chose.

Apply a label to an email

1. In your Inbox, click the email you want to label.
2. In the toolbar at the top, click Labels.

3. Under Custom labels, select each label you want to add. You can select more than one.

   

What you will see: The selected labels appear on the email.

Find labeled emails

From the left pane

1. In the left pane, scroll through your list of folders.

2. Click the name of the label you want to view.

   

From an open email

1. In your Inbox, click an email that has the label.

2. Click the label name shown at the top of the email.

   

What you will see: Your mailbox shows only the emails that have this label.

Pin a label to the top

Pinning moves the labels you use most to the top of your left pane so they are always easy to reach.

1. In the left pane, hover over the label you want to pin.
2. Click the three-dot icon that appears next to the label.

3. Click Pin to top.

   

What you will see: The label moves to the top of the left pane.

Search emails by label

1. At the top of your mailbox, click the search bar.
2. In the search options, click label:.

3. From the list, select the name of the label you want to search for.

   

You can also use the label option in Advanced Search to combine a label with other search details.

What you will see: The search results list the emails that have this label.

Edit or delete a label

Rename a label or change its color

1. In your Inbox, click an email that has the label.
2. In the toolbar at the top, click Label.
3. Click Manage labels.
4. Next to the label you want to change, click on the Edit icon.
5. Type a new name, choose a new color, or do both.

6. Click Save.

   

What you will see: The label shows its new name or color in your Labels list and on your emails.

Delete a label

Warning: Deleting a label affects every email it is applied to. To take a label off only one email, follow the steps in Remove a label from an email instead.

1. In your Inbox, click an email that has the label.
2. In the toolbar at the top, click Labels.
3. Click Manage labels.

4. Next to the label you want to delete, click the delete icon.

   

What you will see: The label no longer appears in your Labels list.

Remove a label from an email

Removing a label takes it off one email. The label itself stays available for your other emails.

Option 1: From the email

1. In your Inbox, click an email that has the label.
2. Hover over the label name shown on the email.

3. Click the X icon next to the label name.

   

Option 2: From the Labels menu

1. In your Inbox, click an email that has the label.
2. In the toolbar at the top, click Labels.

3. Clear the checkbox next to the label you want to remove.

   

What you will see: The label no longer appears on the email.

Track your progress with labels

Labels can do more than sort your email. You can use them as a simple to-do system that shows which conversations need your attention and which are finished. For example, create three labels: To do, Waiting for reply and Done. Then move each email from one label to the next as you work on it.

1. Create the three labels using the steps in Create a label.
2. Apply To do to each email that needs action.
3. After you reply, open the email and click Labels in the toolbar at the top.
4. Clear the checkbox next to To do, and select Waiting for reply.
5. When the conversation is finished, open the email and click Labels again.
6. Clear the checkbox next to Waiting for reply, and select Done.
7. To see what still needs your attention, click To do in the left pane.

What you will see: The To do label shows only the emails you have not dealt with yet.

Applying labels using rules 

You can create rules to automatically apply one or more labels to incoming emails that match specific conditions, helping you organize and categorize your emails automatically. 

1. Go to Settings → Preferences → Rules.
2. Click Add Rule and specify the conditions for the emails you want the rule to apply to.
3. Under Actions, select Add label.

4. Choose one or more labels from your existing labels. You can also select Create new label to create a label while setting up the rule

   

5. Enable Run the rule on existing emails if you want the rule to apply to emails that already match the conditions. This option is enabled by default.

6. Click Save to create the rule

   

Once the rule is created, Titan automatically applies the selected label(s) to emails that match the rule conditions.

Note: You can add multiple labels to the same rule.

Troubleshooting

Problem: You cannot create a new label.

Cause: You have reached the limit of 20 labels.

Fix: Delete a label you no longer use by following the steps in Edit or delete a label. Then create your new label.

Problem: You are unable to change the name of a label.

Cause: You already have another label with the same name.

Fix: Only one label with a distinct name can exist at a time. Name the new label something else and try again.