How to Create Labels in Gmail? Check 3 Methods
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.
Smart Tips to Follow While Creating New Labels in Gmail
Label names are highly flexible. You can include all alphanumeric characters and almost any special character (their use is discouraged). However, there are some rules that are nonnegotiable; you must follow them.
Case Insensitivity: Labels are not case-sensitive. Gmail treats Work and work as the exact same label, so you cannot have both.
The Symbol Equivalency Rule: Based on my own testing, Gmail treats six special characters as identical: the hyphen ( – ), ampersand (&), vertical bar ( | ), opening curly brace ( { ), closing curly brace ( } ), and double quote ( ” ). This means you cannot have both a Projects-A and a Projects&A label; Gmail sees them as duplicates.
Character Limit: Label names must be under 225 (in my testing I was able to use a 226-character folder name as well) characters long.
Reserved System Names: You cannot create custom labels with the same name as Gmail’s built-in system labels (e.g., INBOX, SPAM, TRASH, SENT, DRAFTS). Furthermore, you cannot nest a custom label under a system label.
Empty Labels Not Allowed: Although you can have empty space in between “ ” characters, you can’t have just the empty space as your label name. Also, when you use leading or trailing spaces, Gmail automatically removes them.
How to Create Labels in Gmail Directly?
Step 1. Open Gmail >> Go over the left-hand menu pane.
Step 2. Click on the “+” icon next to Labels.
Step 3. Type in a suitable name and click Create.
Enable Keyboard Shortcuts and Use Them to Make Labels
Step 1. Click on settings cog > See all settings > Find keyboard shortcuts > Toggle on.
Step 2. Go back to the inbox, and select an email by pressing X.
Step 3. Then, press the L key.
Step 4. In the menu that appears, type a name (that doesn’t exist) and press Enter.
Gmail instantly creates the new label and applies it. You can’t make an empty label using this method.
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.
Conclusion
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 Tool is your best bet. The all-new update enhances the UI and makes it better than ever before.
Frequently Asked Questions
Q. What is the maximum number of labels I can make in Gmail?
You can have up to 10,000 unique labels. However, the reserved system labels (there are 13 such labels) are also included in that count. So in reality, there can only be 9987 custom labels.
Q. Is it compulsory to select a parent label during new label creation?
No, selecting a parent label is an optional setting. Use it only when you want to create a nested structure.
Q. Are Gmail categories also a type of label?
No, Categories are specially built-in classifiers that segregate your inbox emails into four different types (Social, Updates, Forums, and Promotions). Unlike labels, where you can have multiple on a single message, an email can only ever have one category.
Q. I tried to create a label with a ^ (caret) symbol, and it didn’t work. Why?
You’ve found one of the few explicitly forbidden characters. Gmail does not allow the use of the caret (^) symbol in label names and will give you an error message if you try. It’s best to stick to alphanumeric characters and the symbols that are known to work.