How to create a group in gmail


Google Groups offers the option to create alternate email addresses for users. This alternate email acts as an alias; emails received at the alternate address appear in your Gmail inbox. Once you have been added to a Google Group and the administrator has set up your email alias, you will start receiving alias emails in your primary Gmail inbox.

With proper setup, you can also send email from the Google Group alias email. If you use the Outlook desktop program to manage your emails and calendars, you can configure Outlook to send from the alias email.

The feature to send email from the Group email is a handy tool, but there are a few tricks for proper configuration. Follow these steps to set up the feature to send emails from your primary Gmail account using the Group email address.

First, enable Google 2-step verification if it is not already set up. Initiating 2-step verification will spawn some alerts on your devices, but stick with it; it’s worth it!

Next, you will need to create a Google application-specific password to use for your Google Group alias email.

  1. Go to Google security.
  2. Select Signing in to Google and then App Passwords.Gmail Sign In
  3. On the App passwords page, click the Select app drop down menu. Select Other (Custom name). Enter a name for the password; it may be helpful to include the name of the Google Group in case you need to identify the password for future use. Click Generate.Generate a Google Apps Password
  4. A new screen will open with the password. Copy this password for the next step. Be cautious about just double-clicking on the password; it may snag an extra space after the last character which can create errors in later steps.

Google Apps Generated Password

The final step is to configure your primary Gmail account to send mail from your Group email address.

  1. Use a new tab to open your Gmail account. (You’ll want to leave the generated password window open until you’re sure you’ve snagged that password for entry into Gmail!)
  2. Click on the gear icon at the top right and then click on Accounts and Import. If you want to change the default “reply from” account, click the radio button to select Reply from the same address the message was sent to. Select the link to Add another email address you own.Gmail Accounts and Import screen
  3. In the Gmail popup window, enter your name and your exact Google Group email address. Click for the Next Step.Add Another Email to your Gmail Account
  4. On the next window, complete only the following fields, and then click to Add Account:
    • SMTP Server:
    • Username: Your Gmail address (not your Group email address)
    • Password: your recently generated app password

Gmail Send Mail SMTP Configuration and SetupIt may take a few minutes to activate. Now, when you Compose a new message in Gmail, you can select your Google Group email address in the From drop down menu.

MS Outlook Desktop Setup for Google Group

If you’re an Outlook desktop user, there are a few final steps to complete before you can send email from your Google Group alias.

  1. In Outlook, open a new email.
  2. Click the From button and select Other Email Address.
  3. In the next window, enter your Google Group alias email in the From field.
  4. Select your primary Gmail address in the Send using field. Click OK.
  5. Send a test email. Use the From button to select your recently added alias email. Once you try to send the message, you will see a popup password prompt. Enter your recently generated app password and click to save it to your passwords list.
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You should now be ready to send and receive emails from your Google Group alias email in both Gmail and Outlook!

1. Use the GMass “Build Email List” button

In Gmail, you can search your conversations using the Search bar at the top. Once you have a list of matching conversations, you can use the GMass Build Email List button (the magnifying glass) to scrape all the email addresses inside those matching conversations. It will find all of the email addresses in the From and To lines of those matching email messages.

For example, if I wanted to send a mass email to everyone with whom I’ve had a conversation about “iPhone”, I could search for “iPhone” in my Gmail account, and then hit the GMass Build Email List button to instantly create a list of all those email addresses.

So, if I want to search for something that will match just about every email message in my account, I just need to search for a short word like “the”. Assuming that almost every email will contain the word “the”, the Build Email List button will now create an email list of almost every single email address in your account. Note that this technique will pull all addresses in the To Line of each matching message. If you’re part of a group email to say 20 people, it will also pull those 19 other addresses, which may be people with whom you have no relationship. Once the email list is built, a Gmail Compose window will open with all of the addresses in the To line. Then just type a Subject, Message, personalize as needed, and then hit the GMass button to send individual personalized emails to each address.

Pros: Easy to do, requires no exporting/importing, and can be done via just the Gmail interface

Cons: May not find every single email address in your account, and may find some addresses of people with whom you’ve had no direct contact. Limited to searching through 5,000 messages max.

Stay away from the new “preview” version of Google Contacts

It’s pretty but it lacks all the important functions of the classic version.

  1. It doesn’t allow you to export.

2. You can’t select your Other Contacts, where most of your email addresses usually live.

3. There is no Email icon by which to launch a Compose window with the selected Contacts already in the To field.

Many people agree that it sucks. The “preview” version of Google Contacts is the ugly and seemingly forgotten step-child of the classic Google Contacts. Stay away!

Additional Things to Know:

  1. If you want to personalize each email with the recipient’s first name, you can use this syntax in your message:Hi {FirstName|auto-first|there},

    This syntax is explained in detail in our mail merge personalization guide, but what it does is looks for a First Name associated with the email address in your Gmail account, and if found, then it’s used. If not found, then GMass will attempt to auto-detect the first name from the email address. Finally, if unable to auto detect the first name, it will just use “Hey there”.

  2. If you want to track opens and clicks, just make sure the appropriate checkboxes are checked in GMass Settings.
  3. If you want to pace out your emails at say, 50 emails/day, instead of sending them all at once, to make sure you don’t anger too many people at once, use the “Spread out” feature in the GMass Settings box.
  4. You may be wondering if the technique above are free, especially with the use of GMass. Anybody can use GMass for free to extract all of the email addresses from their Gmail account and get them into the To field of a Gmail Compose window. You can also send 50 emails/day for free with GMass. You would only need to subscribe to GMass if you want to send more than 50 emails/day. Therefore, you are “free” to use the GMass “Build Email List” or “Connect to spreadsheet” functions for free to just pull the email addresses out of your Gmail account. You could then take your email list and use it with a different email marketing system like MailChimp if you don’t want to use GMass for the actual sending.
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How to Create Folders in Gmail in 30 Seconds 

First thing’s first: In Gmail, folders are referred to as labels.

Now, this part’s easy. Like, really easy.

To create a label, all you have to do is go to the left side of your inbox and click More. From there, you’ll see the option Create new label. In the pop-up window, name your label:

how to create folders in gmail

Just like that.  

Note: You’ll also notice the option to Nest label under — where you can create new subfolders.

Let’s say, for example, you have a main folder for Google Alerts and you’d like to organize alert emails by month. You could create a label “Google Alerts” and then subfolders like  “January” and “February” to nest each month underneath.

Another way to create labels is by going through Settings:

  1. Click the Settings icon.
  2. Go to the Labels tab.
  3. At the bottom, click Create New Label.
  4. Name the label.
  5. Click Save.

how to create folders in gmail

Pro Tip: Want more inbox tricks? Try these Gmail shortcuts.

Use These Inbox Hacks For Your Incoming Messages

Now let’s go over how to create folders in Gmail for messages already in your inbox:

  1. Open the message.
  2. Click the Label button (It has a tag icon).
  3. Check off each label to want to add, or type a new label.

how to create folders in gmail

Pro tip: Add labels to multiple messages by selecting the emails from your inbox view and then clicking the Label button.

How to Automatically Label an Email Based on Search Criteria

This part’s awesome. 

If you want to know how to create folders in Gmail but don’t want to do the work each time, this is for you.

Click the down caret in the Google search bar, you can create automatic labels based on criteria.

Once you determine your criteria, click Create filter with this search (bottom right corner) then apply the label by clicking the Choose label drop-down:

how to create folders in gmail

Keep Your Sent Messages Organized With These Tricks

Once you create labels, you may need to tweak them.

Whether you need to rename a label, hide one that you don’t want to delete, or remove a label altogether, there’s a simple solution for that within the Labels tab of Settings.

You can get there by either clicking More on the left-side of your inbox (then Manage Labels), or through Setting then Labels (as mentioned in previous step).

From this screen, you’ll see your labels (and sub-labels) listed with the option to show or hide them in the label list or message list.

From here, you can also remove or edit your labels:

how to create folders in gmail

How to Add a Label to a Message You’re Sending

This trick comes in handy when you’re sending outgoing messages that you want to be labeled:

  1. Click Compose.
  2. In the bottom right corner, click More options.
  3. Click Label.
  4. Choose a label to add.

how to create folders in gmail

Bonus: How to Create Folders For Future Emails 

What if I told you that you could set up folders for future emails that would save you time writing and searching for old emails?

That’s why we created a tool that does it for you. It’s called Templates, and it appears as a button in your inbox.

The end picture: Your future emails are already written for you — they wait for you to add custom info and press “send.”

Here are some benefits of having a template library:

  • Quick, easy organization: Categorize your messaging (cold emails, follow-up, break up etc.) for fast reference.
  • Pre-filled messaging: The information you keep typing is already there for you, with placeholders for the info that changes. What it means for you? Less mistakes, more time saved. It’s a win-win.

Here’s how you can get started with templates:

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how to create folders in gmail

5 Folder Ideas To Keep Your Inbox Up-To-Date 

Your email habits say a lot about you. 

Whether you’re a “zero inbox” type or totally unbothered by emails piling, you still need a way to keep organized.

Once you know how to create folders in Gmail, you can take it a step further and set up your labels for all future emails so you don’t need to worry about it down the road. 

Here are 5 folders you can use to make your inbox a simple to-do list:

  1. Inbox: Unless you respond immediately and are waiting for an immediate response, there should be no emails here.
  2. Today: Time-sensitive. Requires a quick response.
  3. This week: Needs to stay top of mind by the end of the week.
  4. This month: Needs a longer-term response.
  5. FYI: An email that you may need to reference later. Purely informational.

Pro tip: Set a reminder email for Friday to respond to emails in the “This Week” inbox.

However, the way you organize your emails depends on what is most helpful for you.

After all, it’s your inbox.

Get started by listing out a few categories that your messages might fall into and start there. Remember, you can always delete or change labels if the methods aren’t working.

how to create folders in gmail

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