Gmail's label system — labels, not folders — challenges users at first, but once you get used to it, it's much more powerful than Outlook. The key to using enterprise Gmail efficiently is setting up labels and filters well.
01. The Label System
In Gmail there are labels instead of folders. An email can have multiple labels. This lets you find the same email under both "Project X" and "Invoices" labels.
02. Filter Setup
Filters are set up for automatic labeling: by sender, subject or content. For example: from:([email protected]) → label "Invoices," categorizing an email automatically.
03. Delegate Assignment
A user can grant delegate access to their own Gmail to another user. Useful in the scenario of an assistant sending email on behalf of a boss.
04. Scheduled Send
Instead of writing an email and hitting "send," using "schedule send" to set it to go out at 9 a.m. Following up on work without creating a late-night working effect.
05. Groups
Google Groups are created for department or project teams. Calling a team with a single email address is much more efficient than adding all members one by one.