Gmail Multiple Inboxes

multiple inbox

The Step-By-Step Guide To Setting Up Your Multiple Inbox In Gmail

 

Step 1: Prepare for your new inbox layout.

To make this whole process work, you will need to get rid of the Social and Promotions tabs in your Gmail email account.

Tip: If you are worried about getting a lot of social notifications and promotional emails in your inbox each day, then take this opportunity to set up filters so your social notifications are automatically archived or deleted, and unsubscribe to the promotional emails you don't read.

  1. On your computer, open Gmail.

multiple inbox gearbox

  1. In the top right, click SettingsSettings gearbox.
  2. In "Settings," go to the "Inbox" tab and do the following:

multiple inbox inbox

  1. Change the Inbox Type to "Default".
  2. Deselect all the tabs (except "Primary").
  3. Choose "No Markers".
  4. Choose either "Use my past actions..." or "Don't use my actions..." -- it won't directly affect your new system.
  5. Choose "Don't Override Filters".
  6. Click "Save Changes" and Gmail will automatically reload.

 

multiple inbox categories

 

 

Step 2: Make the display density of your inbox compact.

1.         In the top right, click the gear icon Settings.

multiple inbox gearbox

 

2.         Choose "Compact" from the dropdown menu.

 

multiple inbox density

 

Step 3: Turn on the right special stars.

1.         In the top right, click the gear icon Settings.

multiple inbox gearbox

 

2          Choose "Settings" from the dropdown menu.

multiple inbox settings general

 

3.         In the Settings Menu, go to the "General" tab and scroll down until you see the section labelled "Stars". Add the stars you want to use to represent each of your panes.

To follow up on my clients, I chose:

  • Yellow bang: for "Needs Action/Reply"
  • Red bang: for "Needs Action/Reply" items that are urgent
  • Purple question mark: for "Awaiting Reply" (so I can follow up if needed)
  • Green star: for "To Write"
  • Blue star: for "To Edit"
  • Orange guillemet (double arrow): for "Delegate," meaning emails I delegated to someone else (so I can follow up if needed)

 

multiple inbox stars

 

For any business, you can use the pane names "Needs Action/Reply", "Awaiting Reply", "Delegated", and "Scheduled" (for arranged meetings, flights, event tickets, scheduled calls, and anything else you might need to reference quickly).

4.         Scroll to the bottom and click "Save Changes" and you will be taken back to your inbox.

 

 

Step 4: Enable multiple inboxes.

1.         In the top right, click the gear icon Settings.

multiple inbox gearbox

 

2          Choose "Settings" from the dropdown menu.

multiple inbox settings labs

 

 

3.         From the Settings Menu, go to the "Labs" tab, and enable multiple inboxes. (These are the different "panes".)

 

multiple inbox enable

 

4.         Scroll to the bottom and click "Save Changes" and you will be taken back to your inbox.

 

 

Step 5: Set up filters to pull emails with your special stars into the right panes.

1.         In the top right, click the gear icon Settings.

multiple inbox gearbox

 

2.          Choose "Settings" from the dropdown menu.

Notice now that the Settings Menu has an additional tab "Multiple inboxes".

 

3.         In the Settings Menu, go to the "Multiple Inboxes" tab. Each pane represents one of your multiple inboxes (up to 5), and you can name and arrange them any way you choose.

This is what it will look like:

 

multiple inbox panels

 

Notice how I used "OR" so different stars could go into the same pane: yellow bang for important action items and red bang for urgent action items.

 

Here is a list of all the possible search queries:

 

multiple inboxes stars

Tip: If you use the Gmail mobile app frequently, you can use the default yellow star for important action items because it is the only special star supported by the mobile app.

While you are still in the "Multiple Inboxes" tab, make the maximum page size whatever you would like (you could do 20 conversations per page), and position panels on the right side of the inbox.

 

multiple inbox page size

 

4.         Click "Save Changes", and you will be taken back to your inbox.

 

For a step by step guide on how to organise your inbox, click on this link.

 

email organisation

 

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