If you have ever used a Gmail account, you might have noticed that the folder system is a bit different from other email providers. It can be a bit tricky to understand, especially the enigmatic "All Mail" folder.
We would like to show you how Gmail organizes your emails and how its folder structure translates in the eM Client app.
Gmail mailbox structure explained
Gmail puts all of your emails in one big "heap", divided into three real folders: All Mail, Spam, and Trash.
Then it uses search to look for your messages based on their labels and shows you the search results in dedicated virtual folders, including Inbox and Sent and all others. A single email can appear in multiple folders if it has several labels, but there’s always only one actual copy of any given email in your Gmail mailbox.
Once you delete a message from any of the virtual folders, it will be moved from the All Mail folder to Trash.
And in case you mark any message as spam, it will be moved from All Mail to the Spam folder. It will therefore lose all user-defined labels and will be removed from all virtual folders.
Note: Messages placed in the Spam or Trash folder on Gmail are automatically deleted after 30 days.
Since there is always only one copy of any message in the Gmail mailbox, let's clarify how it affects some basic actions:
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When you move a message to another folder, the message is not moved; its old label (which defined the virtual folder it could be viewed in) is removed, and a new one is added.
For example, if you move a message from a Personal folder to a Work folder, its Personal label will be removed and Work label will be added.
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When you copy an email to another folder, there won't be a new copy of the message created, but an additional label will be assigned to it.
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When you create a new folder, a new corresponding label will be created automatically, and can be assigned to messages. By the same logic, creating a new synchronized Tag (label) will create a new corresponding virtual folder.
Important: Please keep in mind that if you delete the content of your All Mail folder, you will delete these messages from your Inbox, Sent folder, and any other virtual folders you have as well, since this is where the only copy of each message is stored.
Gmail mailbox structure in the eM Client app
When viewing your Gmail account in the eM Client app, you will find the same folder structure we explained above.
eM Client also synchronizes your Gmail label colors. If you haven't selected colors for your Gmail labels, they will be displayed in the default grey.
You can also automatically randomize the colors of your synchronized labels when they’re shown as tags in Menu > Accounts > your Gmail account > IMAP tab > Tags by ticking the "Show random colors for tags downloaded from server" checkbox instead of spending time manually color-coding them. This will not affect your folder colors, but it makes the assigned tags stand out more.
Note: The assigned tags are the folder locations for your messages. If you remove all your tags, the messages that had those tags assigned will still be visible in your All Mail folder, but will no longer appear in any of their virtual folders.
While Gmail's specific folder structure is very useful when it comes to saving space and time when synchronizing, it has been a source of confusion for many users. Once you understand its logic, you can significantly lower the chances of misplacing an email and losing your time (and nerves).
And with our Search feature and keywords, you'll be able to find what you're looking for in seconds. eM Client ensures you can view all of your emails in one user-friendly interface, customizable for your convenience. Now you can venture beyond the limitations of your webmail and enjoy a more efficient, distraction-free workflow.
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