How to Create and Manage Gmail Filters and Labels

Category: Google Workspace
Applies to: Windows 10/11, macOS, iPhone, iPad, Android, and Web Browsers
Difficulty: Beginner
Estimated Time: 3–5 minutes

Overview

Gmail allows you to organize incoming emails using Labels and Filters. Labels help you categorize messages, while filters automatically perform actions on emails that match conditions you choose, such as messages from a specific sender or emails containing certain keywords. This guide explains how to create labels, automatically organize incoming emails, edit existing filters, and manage your Gmail Inbox.

Before You Begin:

  • Make sure you are signed into your Google Workspace work account.
  • Confirm that your device is connected to the internet.
  • Determine which emails you want to organize.
  • Decide how you would like your labels to be named.
  • Have the sender’s email address or other filtering criteria available, if needed.

Important: Incorrectly configured filters may cause important emails to disappear from your Inbox. We recommend starting with filters that apply labels rather than automatically deleting or forwarding messages.

Note: Gmail labels work differently from traditional email folders. A message can have multiple labels without creating multiple copies of the email.

Understanding Gmail Labels and Filters

What Are Labels?

Gmail labels allow you to organize emails into categories. For example, you might create labels for:

  • Customers
  • Vendors
  • Invoices
  • Projects
  • Newsletters
  • Important Notifications

Note: Unlike traditional folders, a single Gmail message can have multiple labels.

Removing a label from an email does not delete the message.

What Are Filters?

Gmail filters automatically organize incoming messages based on conditions you define.

For example:

  • Apply a label to emails from a specific customer.
  • Mark certain messages as important.
  • Star messages containing a particular subject.
  • Archive routine notifications.
  • Organize newsletters automatically.

Important: Avoid filters that automatically delete messages, forward company emails to external addresses, or bypass important email notifications.

Windows or Mac — Create a Gmail Label

Step 1: Open Gmail

  1. Open your preferred web browser, such as Google Chrome, Microsoft Edge, Safari, or Firefox.
  2. Visit https://mail.google.com.
  3. Sign in using your Google Workspace work email address.
  4. Complete any required Two-Step Verification.

Step 2: Create a New Label

  1. Locate the navigation menu on the left side of Gmail.
  2. Scroll to Labels.
  3. Click the + button next to Labels.
  4. Enter a name for your new label.
  5. If desired, select the option to nest the label under an existing label.
  6. Click Create.

Your new label should now appear in the Gmail navigation menu.

Example: Create a label named Invoices to organize billing-related emails.

Step 3: Apply a Label to an Email

  1. Open your Gmail Inbox.
  2. Select the checkbox next to the message you want to organize.
  3. Click the Labels icon in the toolbar.
  4. Select the label you want to apply.
  5. Click Apply.

Note: Applying a label does not automatically remove the email from your Inbox. The message can remain in your Inbox while also appearing under the selected label.

Windows or Mac — Create an Automatic Gmail Filter

Step 1: Open Search Options

  1. Open Gmail.
  2. Locate the search bar at the top of the page.
  3. Click Show search options, represented by the filter or sliders icon on the right side of the search bar.

Step 2: Enter Your Filter Conditions

Gmail allows you to filter messages using several criteria:

  • From: Filter messages from a specific sender.
  • To: Filter messages sent to a specific address.
  • Subject: Filter messages containing certain words in the subject.
  • Has the words: Filter messages containing specific keywords.
  • Doesn’t have: Exclude messages containing certain words.
  • Size: Filter emails based on message size.
  • Has attachment: Filter messages containing attachments.
  1. Enter the condition you want to use.
  2. Review your criteria.
  3. If desired, click Search to preview matching messages.
  4. Return to the search options.
  5. Click Create filter.

Example: Enter a specific vendor’s email address in the From field to organize messages from that vendor.

Step 3: Choose What the Filter Should Do

After entering your filter conditions, Gmail will display available actions.

Common actions include:

  • Apply the label: Automatically apply a selected label.
  • Star it: Mark matching emails with a star.
  • Always mark it as important: Mark matching messages as important.
  • Skip the Inbox (Archive it): Automatically archive matching emails.
  • Never send it to Spam: Exclude matching messages from Gmail’s spam classification.
  • Delete it: Automatically move matching messages to Trash.
  1. Select Apply the label.
  2. Choose the label you want to use.
  3. Select any additional actions that are appropriate.
  4. Click Create filter.

Recommendation: For everyday email organization, use Apply the label without selecting Skip the Inbox. This keeps messages visible in your Inbox while organizing them.

Important: Do not use Never send it to Spam for unknown or untrusted senders. This can weaken Gmail’s spam protections for matching messages.

Step 4: Apply the Filter to Existing Emails

When creating a filter, Gmail may offer an option to apply it to existing matching conversations.

  1. Review your filter conditions.
  2. Select Also apply filter to matching conversations, if desired.
  3. Click Create filter.

Gmail will apply the selected actions to existing matching conversations where supported.

Note: If you leave this option unchecked, your filter will generally affect new matching messages instead.

How to Create a Filter From an Existing Email

You can also create a Gmail filter directly from a message in your Inbox.

Step 1: Select an Email

  1. Open Gmail on your computer.
  2. Locate an email from the sender you want to organize.
  3. Select the checkbox next to the message.
  4. Click More (three dots) in the toolbar.
  5. Select Filter messages like these.

Step 2: Configure Your Filter

  1. Review the automatically populated search criteria.
  2. Add additional conditions if needed.
  3. Click Create filter.
  4. Select Apply the label.
  5. Choose an existing label or create a new one.
  6. Click Create filter.

Note: This method is useful for quickly organizing emails from a customer, vendor, or recurring notification sender.

iPhone or iPad — Create and Manage Gmail Labels

Step 1: Open Gmail

  1. Open the Gmail application on your iPhone or iPad.
  2. Make sure you are signed into your Google Workspace work account.
  3. Tap the Menu icon in the upper-left corner.

Step 2: Create a Label

  1. Scroll to the Labels section.
  2. Tap Create new.
  3. Enter a name for your label.
  4. Tap Save.

Your new label should appear in Gmail’s navigation menu.

Step 3: Apply a Label to an Email

  1. Open your Gmail Inbox.
  2. Touch and hold the message you want to organize.
  3. Tap More options (three dots).
  4. Select Labels.
  5. Check the label you want to apply.
  6. Tap Done.

Note: You can apply multiple labels to a single email.

Step 4: Automatically Label Incoming Emails

Gmail for iPhone and iPad may allow you to configure automatic labeling directly from the label settings.

  1. Open Gmail.
  2. Tap Menu → Settings.
  3. Select Inbox customizations → Labels.
  4. Tap the label you want to use.
  5. Select Add.
  6. In the From field, enter the sender’s name or email address.
  7. If desired, select And to add additional conditions.
  8. Tap Save.

New messages matching the selected criteria should automatically receive the label.

Note: For more advanced filtering options, we recommend using Gmail on a computer.

Android — Create and Manage Gmail Labels

Step 1: Open Gmail

  1. Open the Gmail application on your Android device.
  2. Make sure you are signed into your Google Workspace work account.
  3. Tap the Menu icon in the upper-left corner.

Step 2: Create a Label

  1. Scroll to All labels.
  2. Tap Create label.
  3. Enter a name for your label.
  4. Tap Save.

Note: Available menu labels may vary slightly depending on your Gmail application version.

Step 3: Apply a Label to an Email

  1. Open your Gmail Inbox.
  2. Touch and hold the message you want to organize.
  3. Tap More options (three dots).
  4. Select Label as.
  5. Check the label you want to apply.
  6. Tap OK.

Note: Applying a label does not remove the message from your Inbox.

Step 4: Manage Automatic Filters

For advanced Gmail filters, use Gmail through a computer.

  1. Open Gmail on a Windows or Mac computer.
  2. Visit https://mail.google.com.
  3. Follow the filter creation instructions provided earlier in this guide.

Note: Gmail for Android supports creating and managing labels, but the full desktop filter management interface is not available in the Android application. Once a filter has been created, supported automatic filtering continues to work when you access Gmail from your Android device.

How to Change a Label’s Color

On a computer, Gmail allows you to assign colors to labels to make them easier to recognize.

Step 1: Locate Your Label

  1. Open Gmail on your computer.
  2. Locate the Labels section on the left side.
  3. Move your mouse over the label you want to customize.
  4. Click More (three dots) next to the label.

Step 2: Select a Color

  1. Select Label color.
  2. Choose your preferred color.
  3. Return to your Inbox.

Note: Label colors are primarily a visual organization feature. They do not change email delivery or security settings.

How to Edit or Delete a Gmail Filter

If you no longer need a filter or want to change its behavior, you can edit or remove it.

Step 1: Open Filter Settings

  1. Open Gmail on your computer.
  2. Click Settings in the upper-right corner.
  3. Select See all settings.
  4. Open the Filters and Blocked Addresses tab.
  5. Locate the filter you want to modify.

Step 2: Edit Your Filter

  1. Click Edit next to the filter.
  2. Update the search conditions.
  3. Click Continue.
  4. Review the filter actions.
  5. Click Update filter.

Note: Changes to a filter generally affect future matching messages. Previously organized emails may remain in their existing locations.

Step 3: Delete a Filter

  1. Open Settings → See all settings → Filters and Blocked Addresses.
  2. Locate the filter you want to remove.
  3. Click Delete.
  4. Confirm the deletion by clicking OK.

Important: Deleting a filter does not automatically restore previously archived, moved, or deleted emails.

How to Rename or Delete a Gmail Label

Windows or Mac

  1. Open Gmail.
  2. Locate the label in the left navigation menu.
  3. Click More (three dots) next to the label.
  4. Select Edit to rename it.
  5. Alternatively, select Remove label to delete it.
  6. Confirm your changes.

iPhone or iPad

  1. Open Gmail.
  2. Tap Menu → Settings.
  3. Select Inbox customizations → Labels.
  4. Select the label you want to modify.
  5. Select Name to rename it or Delete to remove it.
  6. Confirm the change.

Android

  1. Open Gmail.
  2. Tap Menu → Settings.
  3. Select your Google Workspace work account.
  4. Tap Manage labels.
  5. Select the label you want to modify.
  6. Select Name to rename the label or Delete to remove it.
  7. Confirm your changes.

Important: Deleting a standard Gmail label does not delete the messages associated with it. However, permanently deleting an email removes it from all labels.

How to Find Emails Using Labels

Once you have created labels, you can use them to quickly locate organized messages.

Step 1: Open Gmail

  1. Open Gmail on your computer or mobile device.
  2. Locate the navigation menu.
  3. Find the label you want to view.

Step 2: View Labeled Emails

  1. Click or tap the label.
  2. Review the messages associated with it.
  3. Select a message to open it.

Note: A message may appear under multiple labels because Gmail uses labels rather than traditional folders.

Troubleshooting

My Filter Is Not Working

If Gmail is not automatically labeling messages:

  1. Open Gmail on your computer.
  2. Navigate to Settings → See all settings → Filters and Blocked Addresses.
  3. Locate your filter.
  4. Review the sender address and other conditions.
  5. Confirm that the correct action and label are selected.
  6. Check whether a new incoming message matches the filter.

If the issue continues, contact True Synergy Networks.

Emails Are Disappearing From My Inbox

If emails disappear after creating a filter:

  1. Open your Gmail filter settings.
  2. Review filters that use Skip the Inbox (Archive it).
  3. Check for filters that automatically delete messages.
  4. Open All Mail to look for archived emails.
  5. Check Trash.
  6. Remove or modify any filter that is incorrectly processing messages.

Important: If you discover a filter you did not create or recognize, contact True Synergy Networks immediately. Unexpected email filters can sometimes indicate unauthorized account activity.

I Cannot Find an Email Under a Label

If an expected email does not appear under its label:

  1. Confirm that the label exists.
  2. Open All Mail.
  3. Search for the email using the sender’s address or subject.
  4. Review the filter conditions.
  5. Check whether the email was delivered before the filter was created.

Note: New filters do not necessarily apply to older emails unless you selected the option to apply them to existing matching conversations.

I Accidentally Deleted a Label

If you delete a Gmail label:

  1. Open Gmail.
  2. Search for the messages previously associated with the label.
  3. Check All Mail.
  4. Create a new label if necessary.
  5. Apply the new label to the appropriate messages.

Note: Deleting a standard label does not automatically delete the emails that were associated with it.

My Labels Are Not Appearing on My Phone

If labels are missing from Gmail on your mobile device:

  1. Verify that you are signed into the correct Google Workspace account.
  2. Open the Gmail navigation menu.
  3. Scroll through the available labels.
  4. Close and reopen Gmail.
  5. Confirm that the labels appear in Gmail on a computer.

If the issue continues, contact True Synergy Networks.

My Filter Is Automatically Deleting Emails

If a filter is deleting emails unexpectedly:

  1. Open Gmail on your computer.
  2. Navigate to Settings → See all settings → Filters and Blocked Addresses.
  3. Locate the filter.
  4. Click Edit.
  5. Review its actions.
  6. Remove the Delete it action.
  7. Save the filter.
  8. Check your Trash for affected messages.

Important: If you did not create the filter or suspect someone else modified your mailbox, contact True Synergy Networks immediately.

Additional Information

  • Gmail labels allow you to organize messages into multiple categories.
  • Unlike traditional folders, a single email can have several labels.
  • Filters automatically process incoming messages based on conditions you choose.
  • You can use filters to label, star, or archive matching emails.
  • Basic labels can be managed from Gmail desktop and mobile applications.
  • Advanced filter management is best performed through Gmail on a computer.
  • Deleting a standard Gmail label does not delete the emails associated with it.
  • Incorrect filters may cause messages to be archived or moved to Trash.
  • Your organization’s email security and routing policies remain managed by True Synergy Networks.

Security Reminder: Never create email filters that automatically forward company messages to personal or unauthorized external email addresses. Avoid filters that automatically delete important communications or exclude untrusted senders from spam protection. If you discover unfamiliar filters, unexpected forwarding behavior, or messages disappearing without explanation, contact True Synergy Networks immediately.