Creating and using labels in JagMail

Transcription

1 Creating and using labels in JagMail In Groupwise many of us liked to organize our by creating custom folders and moving to those folders. To accomplish that same sort of organization in JagMail, you can create and apply labels. Think of a label like the sort of ink stamp used at the post office. You won t likely create a label called FRAGILE, but you might very well want one called PENDING APPROVAL or FREE LUNCH PROGRAM. One advantage to the JagMail approach is that a single can have multiple labels applied (can be stamped with multiple messages). Once you begin to label s you can limit your view by them (Show me only the s that are stamped FREE LUNCH PROGRAM for example). View Google s basic instructions for using labels at In this lesson, I am going to: Create a label named StudentQuestions Apply that StudentQuestions label to existing Create two second (nested) labels named FirewallQuestions and StatusQuestions Apply those new labels to several s (some of which are already labeled) Selectively view s by label Remove the StatusQuestions label from an Note: By convention, any instruction to click refers to a single click of the left mouse button. Create a label named StudentQuestions I would like to sort out s that represent questions from students. So I will create a label called StudentQuestions. 1. To begin, I need to insure that I am viewing the proper options. In the leftmost column of the JagMail screen (where the red COMPOSE button is located) you should find a toggle that either reads More or Less. If it reads More, click it to reveal additional options. Mine already says less, so I am good to go. Note: If you don t see the toggle at all, look for a thin gray horizontal dividing line and drag it down. The image to the right shows a couple of blue highlights where some of those dividing lines might exist. 2. Next, I need to click Create a new label. Note: If you don t see the toggle at all, grab the second gray dividing line (highlighted blue in the image) and drag it down. 3. I will type StudentQuestions as the label name and click the create button.

2 2 4. Now, just above the More/Less toggle from step 1, I can see my new label which is displayed alphabetically in the list. Note: If you don t see the label, grab the first gray dividing line with your cursor and drag it down. Apply that StudentQuestions label to existing So now that I have a StudentQuestions label, how do I begin labeling my s? 1. While viewing in my inbox, I place a check mark next to any that I want to label. 2. I click the Labels icon (next to the folder). 3. I select the label I want (in this case StudentQuestions). I will now be able to see my new label displayed in the leftmost column of my screen (along with a count of how many s have been labeled). Note: If you do not see your label, grab the dividing line and drag it down (as previously described). 4. Finally, if I click my new label, my view will change so that only those s labeled as StudentQuestions show. Create two second (nested) labels named FirewallQuestions and StatusQuestions I would further like to organize student questions by type; either Firewall related questions or Financial Aid Status questions. To accomplish this, I will create two nested labels beneath my newly created StudentQuestions label.

3 1. I will begin to create my new labels just as I did previously. For the label name I will enter FirewallQuestions. But this time, I will check the Nest label under checkbox and select StudentQuestions from the dropdown box. 2. I do the same again to create a second label under StudentQuestions; this time named StatusQuestions My two new labels now appear beneath their parent. A small triangle next to the parent label informs me that this is now a toggle switch. As I click on the parent label it will show or hide my two child labels. Apply those new labels to several s Now I have three custom labels; StudentQuestions (representing all student questions), and FirewallQuestions / StatusQuestions (representing particular student questions). Apply the two new labels to appropriate s. 1. While viewing in my inbox, I place a check mark next to that I want to label as FirewallQuestions. 2. I click the Labels icon (next to the folder). 3. This time, when I click the labels icon I see that the I am labeling already contains a label for StudentQuestions. 4. Select StudentQuestions/Firewall Questions as a second label for this I do the same again to label my Status related student questions.

4 4 Selectively view s by label My labeling system now provides me a way to organize/sort . It isn t quite how Groupwise worked, but it allows me to accomplish the same goals. 1. I can toggle the StudentQuestions label to show or hide its two child labels below. Notice how (given enough real estate) a count is displayed next to the label name (the number of s with that particular label). 2. I can click each label in turn to limit my display. I will only see those s that are labeled with whichever label I have selected. 3. In addition, if I am viewing my inbox, I can see labeling in front of the subject line. Note that if you are viewing s from your inbox, the inbox label does not show in front of the subject. Likewise, if you are viewing s by selecting a particular label, that label will not show in front of the subject. Remove the StatusQuestions label from an Upon reflection, I have decided that I would like to remove the StatusQuestions label from one of my messages. One method for doing so follows. 1. I will first open the message in question. When I do, I will see the applied labels next to the subject line. Each label will have an X next to it.

5 2. Next, I click the X next to the StatusQuestions label. I will NOT be prompted to confirm my choice. I will receive a confirmation pop up, and the label will no longer apply to this message. 5 One final word of WARNING: Because a single might have multiple labels, it might initially seem as though there are multiple copies of the . Not so! If you delete your (regardless of what method you used to view it), it will be gone and will no longer appear in any view. Try to keep the post office stamp metaphor in mind; an with multiple labels is like a single piece of post, stamped multiple times. What s next: Did you know that you can edit the look and feel of labels or remove them entirely? Take a look at Would you like to automatically apply labels to incoming (the way that rules automatically moved s into Groupwise folders)? Check out Gmail filters: