Freelancer’s Guide to a Cleaner Gmail Inbox

Publication Date

February 28, 2025

Summary

With just a few quick settings tweaks, you can turn Gmail into a tidy, intuitive command center for your business

Step 1: Create Your Priority Labels

Start by creating up to 5 core labels that reflect how you want to triage your inbox. I chose:

Action Needed ⚡️
Do Later 🖜️
Newsletters 📰
Read Later 📖

Pro tip: Put the emoji at the end of the label name. It makes keyboard shortcuts easier to use.

I also created a master label called "Other" and nested all my older labels under it. This way I can still access them, but they don’t clutter up my sidebar.

Bonus: I added a few other hidden labels for things like travel, pet records, receipts, and inspiration (email marketer here!).

Step 2: Turn on These 3 Key Settings

In your Gmail General Settings, enable:

⏭️ Auto-Advance (to move to the next message after archiving)
💬 Conversation View (for threaded emails)
⌨️ Keyboard Shortcuts (for speed)

These small changes make a big difference in how quickly you can process email.

Step 3: Set Up Multiple Inboxes

Go to the Inbox tab in settings, and choose "Multiple Inboxes" from the dropdown menu.

Then, for each label you want visible in your inbox view, type:

l:label-name-with-dashes-and-emoji

Example:

l:action-needed-⚡️

You can also give each section a display name—I moved the emoji to the beginning for visual clarity.

Choose where you want these inbox sections to appear: right, above, or below your main inbox. Then hit Save.

That’s it! You’ve just created a simple, intuitive inbox flow that helps you:

Focus on what needs action
Keep newsletters and reading separate
Reduce visual clutter and context switching

P.S. Full credit for this hack goes to Taylor Harrington and her bangin' tutorial! She also shares her routine for processing email quickly if you want to level up further. ⬇️

FAQ: Gmail Inbox Productivity Tips

Why should I use labels instead of folders?

Labels give you more flexibility. A single email can have multiple labels, so you can sort by priority and topic.

What if I already have a bunch of labels?

No problem! Nest them under one main label like "Archive" or "Old Labels" to declutter your sidebar without losing anything.

Will I lose emails by changing these settings?

Nope. All your emails stay safe. You’re just changing how they’re organized and displayed.

How do I use keyboard shortcuts in Gmail?

Turn them on in General Settings, then use keys like e to archive, r to reply, and l to label.

Can I use this system with a custom domain Gmail (Google Workspace)?

Yes! These settings work the same way whether you're using a free Gmail account or a professional Google Workspace email.

Looking for something else?

Cancellation Policies