This is how gmail’s archived emails are quickly found. One of my initial concerns when switching from Microsoft Outlook to Gmail was how to locate my archived emails because I could not locate a label for them. I performed some investigation and learned some intriguing things about what Gmail does with its stored emails.
So where can I look in Gmail for preserved emails?
Where do archived emails go in gmail or where do archives go in gmail? This is a question that gets a lot of attention. Until you explicitly remove them, archived emails remain under the All Mails label and vanish from your Email Inbox.
So how to see archived emails gmail or how to view archived emails in gmail? In Gmail, the “All Mails” label makes it simple to locate these preserved emails. Additionally, Gmail filters can be used to quickly locate particular archived emails.
First, on your Gmail’s left-hand menu, click the “More” link as shown below to see your archived emails (it works for both personal Gmail and Google Workspace subscription)
Click the “All Mail” tab to view all of your emails, including those that you have preserved.
To find certain archived emails, use the Gmail filter.
What does archive on gmail mean? You already know that you can search for your archived emails under the All Mail label, but what if you’re looking for a specific email from someone you preserved? You can use the “in:all” filter to see all emails, including those that have been archived. You can also add additional criteria to this filter to discover certain emails that have been archived.
For instance, I can use a filter like this to look for an archived email that was sent to me by Microsoft and contained an attachment: in:all from:microsoft.com has:attachment. It will display all emails of this type, as seen in the screenshot below.
How to search for old emails in Android’s Gmail
How to get to archived gmail? Open the Gmail app on your Android device, select the hamburger menu in the top left, and then select the All Mail label to view archived emails. You may view all of your archived emails here, as seen in the screenshot below.
Functionality for Archiving Emails in Gmail
Although Google did a fantastic job with the email archiving feature in Email, it would be great to understand how the Gmail archive folder functions so you can use it to your advantage.
You probably want to keep your Email inbox as clear as possible, but we all receive hundreds of emails daily these days. You can delete emails that are irrelevant to you right now, but what about emails that might be in the future?
When you archive an email, it leaves your Inbox and is moved to the All Mail label. This is where you may use Gmail’s email archiving feature. Without losing or deleting emails that we might need in the future, it helps us keep our inbox organized.
When should you use them? Should you delete or archive emails?
Understanding the key distinctions between archiving and deleting emails can help you decide whether to do each.
|Feature||Delete Email||Archive Email|
|Default Behavior||When you delete an email in Gmail, it goes to your Trash label.||When you archive an email in Gmail, it essentially remove the inbox label from that email which makes it disappear from Inbox, and land in All Mail label.|
|Email Retention||Deleted Emails are retained in Trash label for 30 days, after 30 days they are deleted permanently and can not be recovered.
You have an option to manually empty your Trash label anytime which will delete those trashed emails permanently.
|Archived Emails are retained forever in your All Mails label unless you either manually select and delete them OR delete them automatically by creating a Gmail filter.|
|Gmail filter to find||You can use in:Trash filter to see all of your deleted emails.||You can use in:all filter to view all archived emails (now essentially it includes all emails not just archived ones,
However, you can use other filter criteria to find specific archived email as shown above).
|Bulk Operation||Yes, you can bulk delete either all or specific emails.||Yes, you can bulk archive either all or specific emails.|
Recommendation: Considering that Gmail has ample storage to save hundreds of emails, I advise you to only delete emails you are very certain you won’t need in the future. It is preferable to archive them if you are dicy.
You may easily archive your Gmail emails
Simply choose the emails you don’t want to view in your inbox right away and click the archive option, as seen in the screenshot below.
You may also use the search bar to archive particular emails. For instance, if you want to archive all emails that came from AppSheet, apply the filter that looks like this and then choose to archive those emails.
There may be times, though, when you prefer that some emails be immediately archived rather than showing up in your Inbox.
For instance, I want emails from firstname.lastname@example.org to be automatically preserved. For this, I can use the Gmail filter as displayed below.
1. I may use the Gmail filter to look for emails that I wish to be preserved automatically by entering the criteria “from:email@example.com” in my case.
- Select the Inbox, as indicated in the screenshot below (Archive it).
- To archive existing emails that meet my criteria, choose Also apply filter to xx matching conversations.
- Establish a filter
Now, without my having to manually choose and archive any future emails that satisfy this criterion, all of them would be archived automatically.
How are archived emails removed?
How to delete archived emails in gmail? Finally, if you ever need to delete any of your archived emails, all you have to do is navigate to the All Mail label, choose the emails you wish to get rid of, and then click the delete option in the menu bar as seen in the screenshot below.
Additionally, you can quickly delete particular stored emails by utilizing the Email filter.
How to write your own Gmail rule or how to create a rule in Gmail
To start from scratch and make a Gmail rule:
- Launch a web browser and go to Gmail.
- Choose Search mail from the drop-down menu.
- Select one or more criteria for the new rule in the Search mail screen:
- Choose an email sent by one or more particular senders.
- To: Name the recipient(s) to whom the email was addressed.
- Subject: Enter text in the message subject line, either in full or in part.
- Words that read: Use the email body to filter messages based on specified words.
- Does not possess Messages can be filtered based on certain words that aren’t present in the body.
- Size: Limit messages that are either larger than or smaller than a predetermined standard measurement.
- Date inside: Messages can be filtered based on when they were sent. There are a number of predetermined intervals available.
- Search: You can specify a search on all mail or restrict the filter to just certain folders or labels.
- Has attachment: Only mails with attached files will be subject to the rule.
- Chats are not included: Only apply the rule to emails; do not apply it to chat sessions.
Selecting Create filter.
To indicate the behavior you want to apply to this rule, tick the boxes next to the options. To produce Gmail archived mail, for instance, choose the Skip the Inbox (Archive it) check box.
To activate the new rule, choose Create filter.
Making a Gmail Rule Out of Existing Emails
Create a rule from the selected message when you receive an email that you wish to automatically move to another folder, mark as read, or delete. To make a rule from an email that already exists:
- Launch a web browser and go to Gmail.
- The message that complies with the requirements for your new rule should have a check mark next to it.
- Choose More (the three vertically aligned dots on the Gmail toolbar).
- Select Filter messages similar to these.
- Choose or amend the standards to be used with the new rule. With information from the chosen message, some options might already be filled up.
- Decide to create a filter. Select Search to display the messages that match the defined criteria.
- The checkboxes next to the choices that define the behavior you wish to include in the rule should be selected. Options consist of Mark it as read, star it, and delete email instead of going through the Inbox.
- To activate the new rule, choose Create filter.
Rules Management in Gmail
If your needs change after you’ve created a set of rules, you can edit or remove them. In order to control your Gmail filters:
- Launch a web browser and go to Gmail.
- Choose Settings (the gear icon).
- Choose Settings.
- Then select Filters and Blocked Addresses from the Settings screen.
- Select edit to make changes to a rule. Select delete to get rid of a rule that was previously filtering your email.
Additional Gmail Guidelines to Keep You Organized
The option to create numerous aliases linked to your primary email account is one of Gmail’s capabilities. Either a period or a + sign can be used for this. In either situation, emails sent to these aliases are delivered to your main Gmail account. Create a rule using the provided alias as the criterion, then add behaviors to the rule to filter messages from that alias.
- Use the addition sign (+) as follows: Include the additional text you desire after the main part of your email address. Anyone who requests information on Lifewire articles can be given an alias, such as firstname.lastname@example.org, which is a modified version of email@example.com. Because Google just utilizes the characters before the plus sign to direct the message to your inbox, you don’t need to register this alias with Gmail.
- Put a semicolon (.) before the @ sign anywhere in your Gmail address to utilize it. Google does not recognize periods. For instance, firstname.lastname@example.org, email@example.com, and firstname.lastname@example.org are all acceptable aliases for email@example.com. There can’t be any more characters inserted.
Some Frequently Asked Questions
How do I add a signature to an email in Gmail?
Go to Settings > General in Email. In the field next to “Signature,” type the signature you want to use. You can add your signature to your email after choosing to Save Changes.
In Email, how can I make folders?
Email employs labels rather than folders, but labels still make it simple to organize your inbox. Go to Settings > Labels > Create New Label to create custom labels.
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