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Set Up Your Email

Signatures, labels, & filters

Create an email signature
Create and apply email labels

To create a label
To change the color of a label
To apply a label to a message
To create a sublabel
To move labeled messages out of your Inbox

Set up email filters


Create an email signature

1. Open Gmail.
2. In the upper-right corner of the Mail window, click the gears icon > Mail settings.
3. On the General page, in the Signature section, enter your signature in the box.
4. Optionally use the options to format the text and add links and images.
5. Click Save at the bottom of the page.

Note: You can set up only one signature.

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Create and apply email labels

Use labels to categorize your messages. Labels are like folders, but with a twist: You can apply multiple labels to message, so you can “store” a single copy of a message in multiple labels. You can also:

  • Open a label on the left side of your Mail window to see all messages with that label
  • Search for all messages with a label
  • See labels on your messages in your Inbox, so you can quickly identify different types of messages

Make your labels easy to identify by applying different colors to them.

To create a label:

1. Click the Labels drop-down menu and choose Manage labels:

Tip: Alternatively, click the gears icon in the upper right > Mail settings > Labels.

2. Under Labels, in the Create a new label field, type the name of your new label, and then click Create:

To change the color of a label:

1. In your Labels list on the left, click the square to the right of a label. For example:

2. Select a color from the palette that appears. The change is instantly applied to all messages with that label:

Tip: Not enough colors? Click Add custom color.

You can remove a color by clicking Remove color below the color palette.

To apply a label to a message:

1. Select the check box next to the messages you want to label, and then select the label name from the Labels drop-down menu. (Note that you can select more than one label.)

2. Click Apply.

Tip: If you want to move the messages out of your Inbox at the same time you apply a label to them, select the messages, and then select a label in the Move to drop-down menu.

Or, just click and hold in the gray area to the left of the message…

…and drag it to a label’s name:

To create a sublabel:

1. In your Labels list on the left, click the square to the right of a label. For example:

2. Click Add sublabel.
3. In the New Label dialog box, enter a name for the label, and then click Create.

To move labeled messages out of your Inbox:

1. Select one or more labeled messages in your Inbox.
2. Click Archive.

To view a labeled message you archived, just click the label on the left.

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Set up email filters

Use filters to manage your incoming messages. With filters, you can automatically label, archive, or delete messages based on keywords and other criteria.

Note: Gmail filters are similar to Email Rules in [Microsoft Outlook/Lotus Notes].

1. Open Gmail.
2. In the upper right,click the gears icon in the upper right > Mail settings > Filters > Create a new filter. Or, just click the Create a filter link at the top of the top of your Mail window:

3. Enter your filter criteria in the fields:

4. Optionally, click Test Search to see which messages currently in Google Mail match your filter terms. You can update your criteria and run another test search.
5. Click Next Step, then select one or more actions to apply to messages that match this filter’s criteria:

Note: These actions are applied in the order in which they are listed. For example, you could choose to forward matching messages to a specific email address, and then delete the messages.

6. To apply the filter to messages you’ve already received, click Also apply filter to [x] conversations below.
7. Click Create Filter.

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