The main difference between labels and folders in email is that you can use several labels on the same email, but you cannot directly place a mail in several folders.
Files and folders are two features that help you to easily organize your email. Labels are a special feature in Gmail, while most other email services, including Yahoo and Outlook, use folders. Both these features help to categorize emails based on different factors like sender, task, and urgency.
Key Areas Covered
1. What are Folders in Email
– Definition, Functionality, Features
2. What are Labels
– Definition, Functionality, Features
3. Difference Between Labels and Folders in Email
– Comparison of Key Differences
Key Terms
Folders, Labels, Gmail, Email
What are Folders in Email
Most email services offer a feature known as ‘folders.’ Email folders are just like real-life folders. They help to organize your mail and make your life easier. You can create multiple folders in many email services, including Yahoo and Outlook. However, this feature is slightly different in Gmail and is known by another name (we will be discussing this in more detail in the following section).
When you create folders in your email, you can easily sort your emails into different folders. For example, you can create one folder for emails requiring immediate action, and another for emails that require follow-ups. You can organize emails using different methods – by contacts, by the action you have to take, by the level of urgency, etc.
How to Create a Folder in Outlook
- Right-click Inbox and then select New Folder.
- Next, type a name for the new folder and press Enter.
You can easily move an email to a folder by dragging and dropping it. If you want to move multiple emails, you have to select one mail and then hold down the Shift key and select other emails, and then click, drag, and drop them into a folder.
What are Labels
Labels are the equivalent of folders in Gmail. In Gmail, you can use labels to organize your email. You can use several labels to an email, then later find the email by clicking any of its labels, which are shown in the left panel. You can also search for an email by its label.
How to Create a Label in Gmail
- First, click the Settings icon at the top right and then See all settings.
- Next, click on the Labels
- Scroll to the Labels section and then click Create new label.
- Enter the label name and click Create.
In Gmail, you can also create sub-labels under a parent label. This is called nested labels. For example, you can create a label with the name ‘Group project’ and then create sub-labels under each of your group members’ names and sort the emails regarding your group project accordingly.
Difference Between Labels and Folders in Email
Definition
A folder is a feature most email services offer to categorize emails, while a label is a feature equivalent to folders in Gmail.
Mails Belonging to Multiple Categories
An email can have multiple labels in Gmail, but in other email services, you cannot directly place a mail in multiple folders.
Availability
The labels feature is exclusively available in Gmail, whereas most other mails use folders.
Deletion of Mails
When you delete a label, emails using that label are not deleted, but when you delete a folder, the emails in that folder will get deleted.
Conclusion
A folder is a feature most email services offer to categorize emails, while a label is a feature equivalent to folders in Gmail. The main difference between labels and folders in email is that you can use several labels on the same email, but you cannot directly place a mail in several folders.
Reference:
1. “Organize email by using folders.” Microsoft Support.
2. “Get started with Gmail – Organize your inbox.” Google Workspace Learning Center
Image Courtesy:
1. “Email” (CC0) via Pxhere
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