One of the most powerful tools Gmail provides is its filtering system. Strangely, it seems that few users of Google’s extremely popular mail service take advantage of filters to improve their email experience and that’s such a shame. Filters can help automate many of the tasks you may perform daily, and can streamline your inbox to show just the emails you want, while removing those you don’t.
It’s true that Google does provide some email filtering already through features like inbox categories and tabs, automatic highlighting of ‘important’ emails, and, of course, spam filtering. But creating your own filters can take inbox organization to the next level, and help you spend less time in your inbox each day.
The Basics of Filtering
The first step to setting up a filter is to create a set of search parameters. Any incoming emails that match these search terms will be acted upon before they reach your inbox, so it’s important to make your terms as specific as necessary. Google provides several self-explanatory boxes to create the search terms you require, and you can combine as many of these fields into the one search as you’d like.
For example, let’s say you want to filter all emails from your boss relating to your important business project that have large attachments. You can set up a search with the following terms:
The next step is to set what you want the filter to do. There are a lot of very handy options available here, from automatically labelling emails, to outright deleting them when they arrive. As with the previous step, you can combine multiple actions into the one filter.
Using the previous example, let’s say you want to label these emails as ‘PDF’ and make sure they are as prominent in your inbox as possible. Setting up the following filter actions would be wise:
Click to create the filter (you can also apply the filter to existing emails) and it’ll quietly work in the background to optimize your email experience.
Handy Uses for Filtering
Label work and personal emails. If you have a personal and work account coming in to the same inbox, you can apply labels to these respective emails automatically through the filtering system. Then, your work emails will stand out in your inbox.
Highlight emails relating to projects or events. Using the labelling, starring and categorizing features of the filtering system, you can automatically highlight emails that may be of the highest importance.
Archive emails immediately. Does your mum send you outdated and not particularly funny memes via email? You can mark these emails as read and archive them when they arrive through the filtering system.