Labels (Secondary & Custom Labels)

Learn how to use labels to add flexible, multi-dimensional organization to your emails.

What are Labels?

While categories organize emails into one group, labels let you tag emails with multiple attributes. An email can have one category but many labels!

Example:

  • Email from client about final invoice payment
  • Category: Financial
  • Labels: Client Projects, Invoices, Needs Action

Secondary Labels (Pro Feature)

What Are They?

Secondary labels are predefined tags that add context to your emails:

Available labels:

  • Financial, Marketing, Social, Events, Receipts, Invoices, Shipping, Urgent, Important, Needs Action, Projects, Personal, And more!

How to Add Labels to an Email

  1. Right-click any email
  2. Select “Edit Labels”
  3. Click labels to select/deselect them (they toggle on/off)
  4. Click “Apply” to save

The email now shows colored badges for each label!

Filtering by Label

In the sidebar, below Categories, you’ll see Labels:

Labels
├─ Financial (12)
├─ Important (8)
├─ Receipts (15)
└─ ...

Click any label to show only emails with that label.

Unlock for Pro: Secondary labels require Pro tier. Free users will see a lock icon.

Custom Labels (Pro Feature)

Create Your Own Labels

Beyond the predefined secondary labels, you can create completely custom labels:

How to Create a Custom Label

  1. Right-click any email → “Edit Labels”
  2. Click the plus icon (⊕) in the label editor
  3. Fill in the details:
    • Name: What to call this label (e.g., “ACME Project” or “Series A Round”)
    • Category: Group it under (Client Projects, Investor Relations, etc.)
    • Color: Choose a color for the badge
    • Icon: Pick an icon (optional)
  4. Click “Create Label”

Your custom label is now available for all emails!

Managing Custom Labels

Edit a custom label:

  • Right-click the label in the label editor
  • Select “Edit”
  • Make changes
  • Save

Delete a custom label:

  • Right-click the label
  • Select “Delete”
  • Emails with this label will keep it until you remove it manually

Label Filtering & Search

Find Labels Quickly

In the label editor, use the search box at the top:

  • Type to filter labels by name
  • Helps when you have many labels
  • Works for both predefined and custom labels

Combining Filters

You can filter by both category and label:

  1. Click a category in the sidebar (e.g., “Work”)
  2. Click a label (e.g., “Important”)
  3. Result: Only work emails that are important

Label Badges

In Email List

Emails with labels show colored badges:

[Subject Line]                      [Financial] [Important]
from: sender@example.com

Colors help you:

  • Quickly scan for urgent items
  • Identify receipts or invoices
  • Spot important emails at a glance

Badge Colors

Each label has its own color:

  • Financial: Green
  • Important: Red
  • Marketing: Purple
  • Events: Blue
  • And more (or custom colors for your labels)

Bulk Labeling

Add Labels to Multiple Emails

  1. Select emails (click checkboxes, or Cmd+A for all)
  2. Right-click selection → “Edit Labels”
  3. Choose labels to apply
  4. Click “Apply”

All selected emails now have those labels!

Labels in Your Email Client

Office 365

Secondary labels appear as additional Outlook categories. If an email has:

  • Category: Work
  • Labels: Important, Project X

Outlook will show both as colored categories.

Gmail

Labels sync as Gmail labels. You can:

  • See them in Gmail web and mobile
  • Filter by label in Gmail
  • Use them across all your devices

Use Cases for Labels

Client Management (Freelancers)

  • Category: Client Projects
  • Labels: ACME Redesign, Example.com Project, Urgent, Awaiting Payment, Approved

Fundraising (Startup Founders)

  • Category: Investor Relations
  • Labels: Series A, Warm Intro, Term Sheet, Follow-up Needed

Product Development

  • Category: Development
  • Labels: Feature Request, Bug Report, User Feedback, Roadmap

Invoice Tracking

  • Category: Financial
  • Labels: Paid, Outstanding, Overdue, Recurring

Removing Labels

From a Single Email

  1. Right-click the email → “Edit Labels”
  2. Click the label to deselect it
  3. Click “Apply”

From Multiple Emails

  1. Select emails with checkboxes
  2. Right-click → “Edit Labels”
  3. Deselect labels you want to remove
  4. Click “Apply”

Tips for Effective Labeling

Use Labels for Context

Categories = What type of email
Labels = Additional context

Example:

  • Email from client about project milestone payment
  • Category: Financial (type)
  • Labels: Client Name, Invoice Sent, Awaiting Payment (context)

Don’t Over-Label

You don’t need to label every email. Use labels for:

  • ✅ Important emails you’ll search for later
  • ✅ Emails needing action
  • ✅ Emails for specific projects
  • ❌ Every single email (too much work)

Create Labels as Patterns Emerge

Don’t create 50 labels upfront. Create them when you notice patterns:

  • Getting lots of emails about a major client? Create a client-specific label (e.g., “ACME Client”)
  • Tracking multiple funding conversations? Create labels per investor or round
  • Managing contractors? Create labels per contractor or deliverable

Upgrading for Labels

Free Tier

  • ❌ No secondary labels
  • ❌ No custom labels
  • ✅ Categories work great!

Pro Tier ($10/month)

  • ✅ All secondary labels
  • ✅ Unlimited custom labels
  • ✅ Label filtering in sidebar
  • ✅ Full label management

During Trial

  • ✅ Full access to all label features
  • ✅ Try them for 14 days
  • ✅ See if labels improve your workflow

Next Steps