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When to use the Archive button versus the Done button, what makes an email into a task?

Newer user here. I'm not understanding when to use the Archive button versus the Done button. Is Done for tasks and Archive for emails that haven't been turned into tasks? Related question: Is assigning a Due date the only thing that makes an email into a Task, or does adding it to a List do that as well?
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  • Hello Graham

    Welcome aboard!

    So first to answer your question about active emails. If you add a list label (either the default ones we set you off with or your own custom ones) then that makes the email active. Also, adding a due date will do the same thing.

    If you want to make your own list labels, just choose the word (I would recommend using one word which lets you know what the emails in there are for, such as '!Unpaid' for invoices, '!Urgent', '!Friday' (for an end of week clear up) etc. You just need to add the prefix to the email so our system knows you want to associate it with ActiveInbox. Normally, your prefix is '!' but you can check to be sure by going to Gmail's Mail Settings - Labels and check what the prefix is for your Action label.

    Tasks

    You can turn something into a task with the labels above, and also use the sub task option that you see at the top of your email (when you have one open) which lets you make a list of the next steps you need to do.

    All of these emails with due dates and active labels can the be accessed when you're in the inbox view by clicking on Today or Tomorrow and then you can also filter to the view you want on the right hand side in 'Sort by'.

    Archive vs Done.

    Archive is the Gmail way of removing emails from the inbox and putting them in All Mail which is the chronological order of all emails regardless of whether they are received, sent, drafts etc. You can still use that on your AIB emails.

    Done is the AIB way of saying you've finished everything that needed to be done on an email. It will remove the active labels (due dates and list labels) and leave any folder labels or regular Gmail labels in place for permanent filing/reference.

    Hope that helps!

    Lisa Reynolds
    AIB Support
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  • Hm ok.
    Followup questions:
    So do "active emails" include tasks and things that are waiting, anything else?
    It looks like AIB is not using the Google tasks but has its own concept of them yes?
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  • Hello Graham 

    Active labels are active if you've marked them with a list or follow up date. If you've marked them as 'Waiting Until' and a due date then they are active as well. 

    We're not using Google tasks no, the tasks are ours that are associated directly (usually) with an email, although you can have standalone ones. 

    Lisa Reynolds
    AIB Support 
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