Labels Are the New Folders in Gmail

Labels are the answer to Gmail's folder conundrum. Enabling the following lab functions in Gmail further expands the power of the label.

There are items on the Gmail POWER USER list of Gmail lab functions which I enabled in my own account to help manange email using labels. While the some of these items are self explanatory there are others that didn't jump out at me as something I needed. Here are two that can become great tools to managing your email if you choose to use them.

• Right-side Labels: With labels on the right-side you are able to view labels and email in boxes without scrolling.
• Hide Unread Counts: This allows me to see how many unread messages reside with a label. For example if I have used the tag @call or _Call and there are 3 unread messages it gives me a constant reminder of what needs to be done. Make sure you keep your emails marked as unread for an accurate count.

These features enabled in Gmail can be applied to various organizational systems. The following video from FunWithButter.com explains how to use labels with the popular GTD method (Getting Things Done).

Email: Are you a filer or a labeler?

To file or to label? That is the question.



I enjoy reading productivity and organization books and blogs. This does not mean I always take the advice, but I do have a curiosity about how other people get things done. We all experience different demands, there is no single solution for any of us. Productivity gurus and email management specialist recommend using labels and not a file based system. Files are cumbersome and often take more energy and effort to maintain, while labeling is efficient and does not impede work flow.

What I want to share with you is the change I have made within my gmail account. I was terribly resistant to this change because as my post title confesses ... I am a chronic filer. Filing is what I know. Even though I had gmail, a web-based solution, I was still using Outlook to sort and file email.

Trusting my email to a label based system using gmail's search function seemed scary but I am finding it to be far superior. I have shed my Outlook program and am working only within the gmail interface.

What I am finding is that the opportunity to file an email in two different categories is a great asset. How often have you wanted an email in more than one place as a reference or a reminder? Labels give me an opportunity to "file" in multiple reference positions. "To Dos" and "Projects" categories can collect reference emails and be available with a click of the label, using the underscore and other unique characters in your labels enables you to separate these items from other labels and keep them promenent in your label list.

I will be using the search function in my gmail, labels will replace folders and my inbox will be my sorting area. Here is a video which gave me the inspiration for my current system and I must share that I am really pleased with the change and only wish I had done it sooner.

Gmail Goggles, Protecting You From Yourself

If you have ever found yourself under the influence of your choice poison, which led your writing and sending a poorly thought out email, consider the new email tool Gmail Goggles. This email setting in Gmail makes you answer 4 math questions before you are able to send any email, between the hours you set for self restriction. The ultimate hope being you can't do math intoxicated and therefore are unable to compose any email until the following day when cooler heads prevail.

So how do you enable Google Goggles? When logged into your Gmail account, access the "labs" option in the Settings page. Once you have enabled the goggles feature, you can then access the parameters of the tool in the 'general settings' page within that same Settings tab.

The parameters available to this tool are comical- you have a 1 to 5 meter you set for yourself on how difficult the math is for the questions that need be answered correctly before any mail can be sent. Additionally, there is a basic scheduling feature that allows you to set when the goggles apply to your email, and furthermore when you feel you may be inebriated enough to need 3rd party intervention.

But of course, if you can still do middle school to early high-school math when intoxicated, this won't do much for you in being an obstacle.

We here at Webconsuls have been using a tool we think is better than Gmail Goggles-- we call it self control; like Gmail Goggles, it's free of charge. But I still like this tool because math is fun.