Labels do all the work that folders do and more. Documents can be placed in only one folder, whereas you can apply more than one label to a document. For instance, you can label a bank statement as "statements", "banking" and "2007".
Labels come very handy during keyword search. If the search results return 10s and 100s of documents, you can narrow down your search results using the labels located in the left side of the search results page.
Using Labels
The following list of steps will explain how to use labels.
From your account home screen, you will notice the labels list to the left of the interface.
Here there is a list of all the labels the user has created
By checking different labels’ check buttons, you will narrow your list view to documents that are labeled with the checked designations.
Use the ‘Displaying’ option at the top of the document list to designate whether you wish to see only documents that contain all of the checked labels (All), or documents that contain any one of the labels you have checked (Any). Here you can also see the labels you are filtering with, remove individual labels from the display, or clear all label restrictions.
If you were to check two labels with ‘All’ selected, the list view will show only documents that have both of the labels you selected. It is possible to select a combination of labels such that no documents contain all of the selections, in which case no results will be found.
Since checking labels will hide certain documents from view, you may want to review which labels are checked in the case that you can’t find a document.
Also keep in mind that when labels are selected, any document searches will be limited to documents with those labels.
Creating Labels
To create a new label, move to the ‘Actions’ button at the top of the labels list and click ‘Create.’ Enter a label name and click ‘OK’ to create your label. You can also create new labels while applying labels to documents.
You can rename labels at any time by clicking the arrow to the left of an individual label name and selecting ‘Rename.’
Applying Labels
To apply a label to a single document, you can click the ‘Apply label’ button under that document’s snippet. A drop down menu will provide you with a list of existing labels to check and apply, and also gives you the option to create a new label.
To apply a label to multiple documents, check the all documents to which the label will be applied, and click the ‘Apply label’ button at the top of the document list. Once you have done this, check all of the labels you would like applied, and click ‘Apply changes.’ The selected labels will now be applied to all the documents you had previously checked.
Deleting and Removing Labels
To remove a label from a document, simply click the ‘x’ that appears after that label name under the document’s snippet. Deleting a label will never delete a document, but be careful, because one click will delete a label without a prompt.
To delete a label altogether, check labels to be deleted and use the label actions button, or you can click the arrow to the left of an individual label and select delete. Deleting a label will remove that designation from any document that was tagged with that label.
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