Switching to Gmail from Microsoft Outlook

5. Organize email

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In this section:

5.1 Archive or delete
5.2 Sort and filter vs. Search
5.3 Folders with color categories vs. Labels with colors
5.4 Flags vs. Stars and importance markers
5.5 Mark email you send as important
5.6 Rules vs. Filters

5.1 Archive or delete

" "

Outlook: 
Archive or delete email

Gmail: 
Archive or delete email

Delete and archive in 2016 version

Outlook 2016

Archive in 2013 version

Outlook 2013

2010 archive and delete options layout

Outlook 2010

Archive "" messages you're not using now but might need later. Archiving moves email out of your inbox. You can find them later in All Mail or through Gmail search.

Delete "" messages you no longer need. Deleted email are moved to Trash and then permanently deleted after 30 days.

Note: If you don’t see All Mail or Trash, scroll to the bottom of the left sidebar and click More.

Emails are selected, and archive and delete features appear highlighted

5.2 Sort and filter vs. Search

" "

Outlook:
Sort and filter

Gmail:
Search

Search mail in 2016 version

Outlook 2016
 

Search mailbox in 2013 version

Outlook 2013
 

Sort and filter in 2010 version

Outlook 2010

At the top of your inbox, search for one or more keywords that appear anywhere in the email—in the subject, body, or sender name. 

If you’re looking for something specific, click the Down arrow "" to use advanced search.

Example: Search for:

  • Senders—Example: From:(sam@company.com)
  • Date ranges—Example: after:2019/3/29 before:2019/4/5
  • Keywords—Example: Company confidential
  • Message attributes, such as attachments—Example: has:attachment

Enter keywords. Advanced search suggestions are displayed.

5.3 Folders with color categories vs. Labels with colors

" "

Outlook:
Folders and color categories

Gmail:
Labels with colors

Apply labels in 2016 version

Outlook 2016
 

Labels in 2013 version

Outlook 2013
 

Labels in 2010 version

Outlook 2010

Give messages one or more descriptive labels, such as Project X.

  1. Check the box next to one or more email messages.
  2. At the top, click Labels "".
  3. Choose one of the following:
    1. To make new labels, click Create new. Type the name of your label and click Create.
    2. To select an existing label, click it in the list.

In the left sidebar, click a label to see messages with that label. Click More ""and thenLabel color to change its color.

Use colored labels

5.4 Flags vs. Stars and importance markers

" "

Outlook:
Flags

Gmail:
Stars and importance markers

Flag email in 2016 version

Outlook 2016
 

Flag messages in 2013 version

Outlook 2013
 

Flag email in 2010 version

Outlook 2010

Click Star Star or Important Important to mark an important message.

You can find messages with stars and importance markers in the Starred and Important sections of your inbox.

Starred and important email

5.5 Mark email you send as important

" "

Outlook:
High importance

Gmail:
Add a red exclamation mark to the subject line

Outlook 2010, 2013, and 2016

 

Tip: Open a new browser tab and search for red exclamation point to find a mark to paste.

5.6 Rules vs. Filters

" "

Outlook:
Rules

Gmail:
Filters

Apply rules in 2016 version

Outlook 2016
 

Apply rules in 2013 version

Outlook 2013
 

Rules in 2010 version

Outlook 2010

  1. In the search box at the top, click the Down arrow "".
  2. Enter your search criteria.
  3. At the bottom of the search window, click Create filter.
  4. Select the Send template box and choose a template.
  5. Click Create filter.

Click arrow to create a filter

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