Email Storage – Made Easy with Gmail and Outlook

email storage, LiJL Network, Kimberly Rinaldi

Email Storage – 1,035,229 and counting…

Ok, it might not be that bad – but it’s pretty close.

 

When it comes to email storage, I have 6 email accounts that I work in on a near daily basis and each is dedicated to a specific business or brand. So, no, they can’t be combined. While I may not immediately remember where you reached out to me from (wait – was it an email… text message… IM… or voice mail to text???); you can trust that the content has been saved to a cloud based system and it is filed away all neat and tidy for my ability to access it at a later date from where ever I am. No, not the one reminding me to bring your gratitude journal when I see you next week, that went into my electronic to do list and then that email was promptly deleted. But any email with a potentially lasting nature is held for at least a year. Important and critical communication for 36 months and legal documents and contracts for the required terms. All online. All in a cloud.

 

Anyone who receives a large amount of email can benefit from creating folders. Whether you choose to label them “Financial”, “Marriage Proposals – Random FB Guys Who Call Me Pretty Lady”, “LiJL Host Training” or any number of other choices, they help you organize your email and simplify your life. If you want to add sub-folders, say one for each specific type of financial transaction; AP, AR, Banking, etc., inside a folder, you can do that too. Hell, you can even color code them for ease of reference.

 

How to Create a New Folder in Outlook.com for email storage

To add a new top-level folder to Outlook.com, log in to your account on the web and then:

  1. Hover mouse over Inbox on the navigation panel to the left of the main screen.
  2. Click the plus sign that appears next to Inbox.
  3. Type the name you want to use for the new custom folder in the field that appears at the bottom of the list of folders.
  4. Click Enter to save the folder.

 

How to Create a Sub-folder in Outlook.com

To create a new folder as a sub-folder of an existing Outlook.com folder:

  1. Right-click (or Control-click) on the folder under which you want to create the new sub-folder.
  2. Select Create new sub-folder from the context menu that appears.
  3. Type the new folder’s name in the field provided.
  4. Click Enter to save the sub-folder.
  5. Alternately: Click and drag a folder in the list and drop it on top of a different folder to make it a sub-folder.
  6. After you’ve created several new folders, you can click on an email and use the Move to option at the top of the Mail screen to move the message to one of the new folders.

 

How to Add a New Folder in Outlook 2016

Adding a new folder to the folder pane in Outlook 2016 is similar to the web process:

  1. In the left navigation pane of Outlook Mail, right-click the area where you want to add the folder.
  2. Click New Folder.
  3. Enter a name for the folder.
  4. Press Enter.
  5. Alternately: Click and drag individual messages from your Inbox (or any other folder) to the new folders you make to organize your email.

 

You can also set up rules in Outlook to filter emails from specific senders to a folder so you don’t have to do it manually.

 

How to Filter Outlook.com to Forward a Specific Sender’s Emails to Specific Folder

To have Outlook file a particular sender’s messages (like our training content :D) automatically:

  1. Open an email from the sender whose messages you want to filter.
  2. Go to the Home tab in the ribbon.
  3. Select RulesAlways Move Messages From: [Sender] under Move.
  4. Highlight the desired target folder.
  5. Click OK to save.

 

How to Create a New Folder and Sub-folders in Gmail.com for email storage

Gmail uses a system of labels which act like folders, but allow emails to have more than one label – maximizing the flexibility of your email storage. You can only manage your labels using the Gmail website; the Gmail app does not allow you to create new labels.

 

NOTE: If you’re in the Inbox website instead of the Gmail website, click the “Gmail” button in the menu on the left side of the screen. Unlike the Gmail app, the Inbox app allows you to manage your labels and filters.

 

To add a new folders to Gmail.com, log in to your account on the web and then:

  1. Find email you want to add to a folder (label).
  2. Return to your inbox and find a message that you want to apply your new label to.
  3. Select multiple messages by checking the box next to each one in your inbox or search results.
  4. Click Labels Button at the top of the message or list. This button has an icon of a tag. Clicking the button will display all labels you already have, including system labels.
  5. Enter name of label you want to create. 
    1. Alternately – Create a New Label directly from this menu by typing it in at the top and then Clicking Create New Button that appears next to it.
    2. Or Check the boxes next to any existing labels and click Apply to add the selected labels to a message.
  6. Select whether to nest the label under an existing label.When you create a new label, you’ll be prompted to select whether it should be nested inside of another label. When you do, these are equivalent to sub-folders.
  7. Click Create to create the new label and apply it to the message. You’ll receive a notification that the label has been applied to your message(s).
  8. View your labeled messages. After adding labels to messages, you can find them by selecting the various labels in the left menu. You can view all labels by clicking the More button at the bottom of the list. Clicking a label will display all messages with that label, in the order that they were received.

 

How to Filter One Sender’s Mail to a Certain Folder in Gmail

Create filters to automatically sort incoming messages into specific labels. You can set incoming messages to automatically have labels applied to them as they arrive thus automating your email storage. This can help you sort your inbox so that you can easily find exactly what you need.

  1. Select the Filters and Blocked Addresses Tab.This will display a list of filters that are currently in use.
  2. Click the Create a New Filter Link.This can be found at the bottom of the list of filters.
  3. Enter the criteria used to find messages to add the label to.You can search by sender address, recipient address, subject, keywords, attachment, and size. As you enter criteria, matching messages will be displayed in the main window. You can enter multiple criteria to create very specific filters.
  4. Click Create a Filter with this Search.This will allow you to select what happens when a new message arrives that matches the search criteria.
  5. Select Apply the Label and then choose the label you want to set. You can also choose to have the messages skip your inbox or be automatically marked as Read.
  6. Check the Also Apply Filter to Matching Conversations Box to retroactively apply the filter to messages you’ve received.

 

How to use folders to create email storage in Gmail App

Use Folder to Create Email Storage in Gmail App

Open the Inbox website or mobile app. If you use the Inbox website or mobile app, you can use it to create and manage your labels. The process is virtually identical for both the website and the app, as the website’s design is meant to mimic the mobile app.

 

NOTE: Inbox is an email storage service from Google. It works in conjunction with Gmail to help manage your daily email.

 

  1. Open menu and click Create New.
  2. Enter New Label (Folder) Name.
  3. Click Add Button to set rules.You’ll be able to select from most of the rules available in Gmail, including sender address, subject line, keywords, and exclusions. Click From Menu to select different criteria.
  4. Use And Menu to add additional rules to the label. Messages will need to meet all the criteria to be added. As you enter criteria, matching existing messages will be displayed below.
  5. Save New Label and Rule.You’ll be taken back to the label settings and your new rule will appear at the top.

Determine whether you want messages “Bundled.” When you bundle messages in Inbox, all messages that have the same label will be collected together in one place. This can make it easier to find and manage multiple emails in a certain label.

 

If you choose not to bundle a label, each message will show up in your inbox as normal. If you do bundle, you can select when to push the bundle to the top of your inbox (every time a new message arrives, once a day, or once a week).

Find your labeled messages. You can browse all labels in the Inbox menu. Selecting a label will display all messages within it. Bundled labels will also appear in your inbox if you have unread messages in them.

 

Add a new message to an existing label. If you receive a new message and want to quickly add it to an existing label, you can do so directly from the message.

  1. Click button at the top of the message.
  2. Select Label you want to add it to. You can also choose to create a new label from this menu.
  3. Choose whether all future messages from that address should be added to the label as well. This is optional but can help automate your email storage sorting process.

 

And there you have it – step by step instructions to make your millions of emails easily accessible and readily available. Not like the file cabinet in your office – you know the one…