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Switching to Gmail from Microsoft Outlook

Organize email

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In this section:

Archive or delete

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Outlook: 
Archive or delete email

Gmail: 
Archive or delete email

Delete and archive in 2016 version

Outlook 2016

Archive in 2013 version

Outlook 2013

2010 archive and delete options layout

Outlook 2010

Archive instead of deleting

  1. On your computer, go to Gmail.
  2. Point to the message.
  3. On the right, click Archive Archive.

Tip: If keyboard shortcuts are turned on, you can also press e to archive an email you're looking at.

Delete emails permanently

  1. On your computer, go to Gmail.
  2. Point to the message.
  3. On the right, click Delete Delete .
Note: If you don’t see All Mail or Trash, scroll to the bottom of the left sidebar and click More.

Emails are selected, and archive and delete features appear highlighted

Sort and filter vs. Search

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Outlook:
Sort and filter

Gmail:
Search

Search mail in 2016 version

Outlook 2016
 

Search mailbox in 2013 version

Outlook 2013
 

Sort and filter in 2010 version

Outlook 2010

At the top of your inbox, search for one or more keywords that appear anywhere in the email—in the subject, body, or sender name. 

If you’re looking for something specific, click Show search options "" to use advanced search.

Example: Search for:

  • Senders—Example: From:(sam@company.com)
  • Date ranges—Example: after:2019/3/29 before:2019/4/5
  • Keywords—Example: Company confidential
  • Message attributes, such as attachments—Example: has:attachment

Enter keywords. Advanced search suggestions are displayed.

Folders with color categories vs. Labels with colors

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Outlook:
Folders and color categories

Gmail:
Labels with colors

Apply labels in 2016 version

Outlook 2016
 

Labels in 2013 version

Outlook 2013
 

Labels in 2010 version

Outlook 2010

Give messages one or more descriptive labels, such as Project X.

  1. Check the box next to one or more email messages.
  2. At the top, click Labels "".
  3. Choose one of the following:
    1. To make new labels, click Create new. Type the name of your label and click Create.
    2. To select an existing label, click it in the list.

In the left sidebar, click a label to see messages with that label. Click More ""and thenLabel color to change its color.

Use colored labels

Flags vs. Stars

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Outlook:
Flags

Gmail:
Stars

Flag email in 2016 version

Outlook 2016
 

Flag messages in 2013 version

Outlook 2013
 

Flag email in 2010 version

Outlook 2010

Star an email

  1. On your computer, open Gmail.
  2. From your inbox, go to the left of the message, then click Star Star. If the message is open, click More and then Add Star.
  3. If you have multiple stars, keep clicking the star icon until you see the one you want to use.

See stared messages

  1. On your computer, open Gmail.
  2. On the left side of the page, click Starred. You may need to click More first.

You can also use shortcuts to find starred messages by searching is:starred or has: with the star's name, like has:yellow-star.

Starred and important email

Mark email you send as important

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Outlook:
High importance

Gmail:
Add a red exclamation mark to the subject line

Outlook 2010, 2013, and 2016

  1. Open a new browser tab and search for a red exclamation point.
  2. Copy and past the exclamation point to the subject line. 

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Rules vs. Filters

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Outlook:
Rules

Gmail:
Filters

Apply rules in 2016 version

Outlook 2016
 

Apply rules in 2013 version

Outlook 2013
 

Rules in 2010 version

Outlook 2010

  1. Open Gmail.
  2. In the search box at the top, click Show search options photos tune .
  3. Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search. 
  4. At the bottom of the search window, click Create filter.
  5. Choose what you’d like the filter to do.
  6. Click Create filter.

Note: When you create a filter to forward messages, only new messages will be affected. ​Additionally, when someone replies to a message you've filtered, the reply will only be filtered if it meets the same search criteria. 

Click arrow to create a filter


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