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Using your mail

Organize mail with folders and search

Understand archive, trash and practical ways to narrow a search.

Editorial update: October 30, 2026
In this guide

Choose the right action

ActionEffect
ArchiveMoves mail from Inbox to Archive for organization.
Move to TrashMoves mail to Trash; check delete permission for shared mailboxes.
Star or unreadHelps you return to a message or mark it for follow-up.
Move to a folderGroups messages by project or purpose within the mailbox.

Search the intended mailbox

  1. First check the selected mailbox, then search for a distinctive subject term or sender detail.
  2. Review the selected folder and filters such as Unread or Important; the message may be outside the current view.
  3. For older mail, continue loading results or check Archive, Sent and Trash.

In a shared mailbox

Organization requires message-management permission. Read-only access does not allow moving messages, and sending permission does not automatically grant trash access. Ask the owner to review the specific permission rather than sharing the mailbox password.

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