Trash: In Gmail, Trash is truly trash. When you trash an item, it will be deleted within 30 days. Once it is trashed, it is gone "forever." Understand that the district does need to archive mail for an extended period of time by law, but this archive is not generally searchable by the average user. Only trash mail you do not want or need again! If there is a chance you'll need it again, Archive it.
Some simple answers to the question:
- If you need to do something with the email: Keep it in your Inbox and/or Label it.
- If the mail is a part of a larger topic you need to keep track of: Label it and Archive it.
- If you do not need to do anything with the email but may need to reference it later: Archive it.
- If it is spam, junk, or something you'll never EVER need again: Trash it.
Finding Emails within Gmail
For some, the concern of moving emails outside of the Inbox is the inability to track down those communications again. Remember, Google is a search company, and the solution they provide is powerful search functionality.
You can search anything you haven't trashed! That's why it is so valuable to Archive it instead of Trashing it.
Take a look at this video to see how to search right within Gmail. This can save lots of time and headaches!