How to Create Labels in Gmail? A Step-by-Step Walkthrough

If your Gmail feels cluttered lately, you are not alone; many users complain about this issue. Moreover, the default folder options that are there in Gmail are not enough to intelligently separate messages from various senders. That is why it is time you learn how to create labels in Gmail.

Don’t worry, it is not a tough task; all you need is a little bit of guidance, and that’s what I am going to provide you. Let us first understand what these labels are before we start making them.

What are Gmail Labels, and Why Make Them?

Labels are the folder equivalent for your Gmail account. These are not true containers but a special kind of marking that you can attach to your mail.

After that, whenever you select that particular label, your screen will change to only show the mail that has the particular label.

The most interesting and powerful feature of labels that is not present in folders is that one email can have more than one label. Plus, there is no limit on how many labels you apply to a particular mail.

Also, when you delete labels in Gmail, there is no impact on the underlying messages.

All of this makes label creation a part of the best practices of using Gmail, personally and professionally. Although creating and adding labels is easy, there are still a few things that a user must stay wary of. So check out our list and then follow the same practices when you make your own labels.

Watch a Quick Video Guide on Gmail Label Creation

Gmail Labels vs Folders vs Categories: What’s the Difference?

Gmail organizes emails using labels and categories, which is way better than traditional folders. Before understanding how to create labels in Gmail, learning the difference between them helps you in managing your inbox more smoothly. Let’s check the difference.

Gmail Labels

Labels are Gmail’s modern and flexible alternative to folders.

• One email can have more than one label
• Labels are unable to remove emails until you do it
• Labels can be nested and automated using filters
• Deleting a label doesn’t mean deleting the email

Labels are best used when you want full control and plan to make a label in Gmail for custom organization.

Gmail Folders

Gmail doesn’t use true folders

• A folder that you see in Gmail is actually a label
• Gmail system folders are Inbox, Sent, and Spam, and they basically are fixed and non-editable.

Gmail Categories

Categories automatically sort emails into tabs.

• Emails go into Primary, Social, Promotions, Updates, or Forums
• An email can be named with only one category
• Categories offer limited manual control

Best Practices for Naming Gmail Labels (Simple & Practical)

Label names are highly flexible. You can include all alphanumeric characters and almost any special character (their use is discouraged). When you make a label in Gmail, you must follow them.

• Gmail labels are not case sensitive; for example, if you write “Work” and “work,” it will be treated as the same label.
• Avoid using special characters in label names, as some symbols can be the same for Gmail and can cause conflicts later.
• To avoid issues while learning how to create labels in Gmail, stick to letters, numbers, and simple separators like hyphens for error-free label creation.
• Always name labels short and descriptive so they can be easily scanned in the sidebar.
• Don’t ever use Gmail’s system label names like Inbox, Spam, Trash, Sent, or Drafts.
• Use nested labels only when necessary to avoid complications in your label structure.

How to Create Labels in Gmail Directly?

Method 1: Create Labels from the Gmail Sidebar

This is one of the common methods that is used because it is beginner-friendly.

• Step 1: Open Gmail and look at the left-hand sidebar
• Step 2: Scroll down and click on More, then find the labels section.
• Step 3: Click the “+” icon next to labels
• Step 4: Enter a label name that you prefer and then click Create

Your new label will appear in the sidebar and be ready to organize emails right away.

Method 2: Create Labels Using Keyboard Shortcuts

If you like speed and minimal mouse usage, then this method helps you learn how to create labels in Gmail

• Step 1: Click the Settings icon > See all settings
• Step 2: In the General tab, enable Keyboard shortcuts and save changes
• Step 3: Return to your inbox and select an email by pressing X
• Step 4: Press the L key, type a new label name, and then click Enter

Gmail will instantly create the label and apply it to the selected email.

Method 3: Create Labels from Gmail Settings

This is a useful method if you prefer managing labels from Gmail’s settings panel.

• Step 1: Click the Settings icon and choose See all settings
• Step 2: Open the Labels tab
• Step 3: Scroll down and click Create new label
• Step 4: Enter the label name and click Create

This is another reliable way to make a label in Gmail using the settings panel.

How to Apply a Label to Multiple Emails at Once

Once you understand how to create labels in Gmail, you can apply them to multiple emails in just a few clicks.

• Step 1:  Select multiple emails through the checkboxes (hold Shift to select a range)
• Step 2:  Right-click on the selected emails and choose Label as
• Step 3: Click on Create new, name your label, and confirm.

This is the right way to organise current emails without opening them individually.

Is it Possible to Create Labels in Gmail on Mobile?

Well, to be honest, it is not possible because the  Gmail mobile app doesn’t support creating new labels. Instead, you can use a mobile browser in desktop view to make a label in Gmail. Here are the steps to do it:

1. Open a web browser on your phone and sign in to Gmail
2. Enable Desktop Site from the browser menu
3. Open the Gmail Sidebar and scroll to Labels
4. Tap the “+” icon, enter a name, and then click on Create

The new label that is created gets automatically synced with the Gmail app.

Apply Labels in the Gmail mobile app

1. Open the Gmail app and select one or more emails
2. Tap the three-dot menu > Change labels
3. Choose the label and tap OK

How to Create Folders in Gmail and Set Rules (Filters)

Step 1. In the Gmail search bar, click the Show search options icon.

Step 2. Define your criteria (e.g., from a specific sender, with certain words in the subject).

Step 3. Click Create filter.

Step 4. Check the box. Apply the label and choose the label you want.

Pro Tip: Also, check Skip the Inbox (Archive it). This sends matching emails directly to their designated label, keeping your main inbox clean.

Step 5. Click Create filter to activate your rule.

Common Problems While Creating Labels in Gmail

• Label option not available:  Mostly, you will face this issue in the Gmail mobile app, as it doesn’t support label creation, so the best way is to create a label on a mobile browser in desktop view.
• Duplicate label name error: Gmail doesn’t allow duplicate or case variant label names, so using a unique or new name will be a good choice.
• Special character error: Some symbols, like the caret  (^), are not allowed, so use letters or numbers instead.
• Nested label not working:  Nested labels cannot be placed in any Gmail system labels, so create a parent label first.
• Label not showing:  In this situation, you can refresh Gmail or check Settings > Labels to make sure it is visible in the sidebar.

Author’s Verdict

So now you know how to create labels in Gmail. As we have seen in this write-up, there are multiple methods to choose from. A direct method is feasible for everyone. For those who prefer a fast track, no cursor approach, we gave the instructions on how to use the keyboard shortcuts.

No matter how efficient your label creation might be, it is always recommended to keep a safe copy of Gmail data offline. For that, SysTools Gmail Backup Wizard is your best bet. The all-new update enhances the UI and makes it better than ever before.