Here are some of our favorites. Note that most of the examples below are based on newsletters and marketing emails, but if you adjust the words or phrases you use for your filters, you can use the steps below to manage any kind of recurring emails you might get, such as receipts from Amazon, bills from your utility company, or those "Fwd:" emails your well-intentioned family members keep sending you.
Unsubscribing from every newsletter and marketing email that arrives in your inbox manually is an epic waste of time when you can get Gmail to do it for you automatically. This filter tells Gmail to send those messages to the trash, by watching for the word "unsubscribe" in the body of the email:. In the "Has the words" field, type unsubscribe. Now, any email that contains the word unsubscribe —which will cover the majority of the newsletters and marketing emails you receive—will be automatically sent to your trash folder.
Open your filter to edit it, and add all of the words you want to filter on, separating each with the OR operator. Open any newsletter or marketing email that makes it past your filter and look for keywords and phrases that are rarely used in other types of emails. When you find one, add it to your filter. Caution: Gmail will automatically delete every email that uses one of the keywords or phrases in your filter.
If you think the filter might catch a personal email, make sure to skim through your deleted items at least once a month, or consider using the archiving method described in the next example. To create a filter that automatically archives newsletters and marketing emails:.
In the "Has the words" field, type unsubscribe or use operators to include additional terms. This filter sends all emails that include the word unsubscribe to your "All Mail" folder. In your Gmail sidebar, expand the menu and scroll down until you see the "Create new label" link. Click the link. Then enter a name for your new label, and click "Create. Gmail labels function like folders in Outlook and other email programs.
Use them to sort emails into meaningful groupings. Once you have a label for newsletters and marketing emails, create your filter:. Check the box next to "Apply the label," and use the dropdown to select the label you created in the last step. Now Gmail will automatically move all emails that contain the word unsubscribe to the label you selected.
The three examples above show how to use filters to batch delete, archive, or move emails, but what if you just want to apply those filters to specific types of emails or to emails from specific senders? There are a few ways to create more precise filters in Gmail. If you manage multiple email accounts from a central account and want emails sent to each address to appear in separate inboxes:.
Type the email address for your first account into the "To" field. Check the boxes next to "Skip the inbox Archive it , and "Apply the label," and select the appropriate label from the dropdown.
This moves emails from your inbox to individual queues that mimic account-specific inboxes. Tired of spam emails piling up in your spam folder? Use this filter to automatically and permanently delete every email Gmail identifies as spam as soon as it arrives in your account:. In the "Has the words" field, type is:spam.
Click the "OK" button in the "Confirm creating filter" modal. Caution: Though it happens rarely, Google will sometimes misidentify a legitimate email as spam. By setting this filter, you will have no way to sort through your spam folder to make sure nothing important landed there. I write a lot about productivity apps and tools, but when it comes down to it, my favorite place to keep a to-do list is my inbox.
Because I only ever email myself reminders of things I need to do—or send myself links to articles I want to read—I have a filter that automatically tags emails that I send myself with my to-do label. Check the box next to "Apply the label," and use the dropdown to select your to-do label. You can also use this filter for emails other people send you—your boss, a client, an editor, etc.
Just substitute your email for theirs in the "To" field of the create label form, or use the OR operator to have Gmail automatically label incoming emails from any listed address for example, "myemail gmail. If you prefer to manage your to-do list in a specific project management tool, combine this filter with one of the following workflows from Zapier to have your labeled Gmail emails automatically converted to tasks in your preferred productivity tool:.
One final helpful feature of Gmail filters lets you conduct a search with any filter criteria you create and automatically delete all archived emails that match that filter. Click "Continue" on the create filter form without changing any of the filter criteria. Check the box next to "Also apply filter to matching conversations.
This automatically deletes all of the archived emails that were previously caught by your newsletter filter, which should free up a lot of space in your mailbox. Once Gmail finishes the deleting process, just edit your filter again to set it back to archiving the emails.
Repeat the process any time you need to free up space in your account. Organize your Gmail messages using filters. Whenever a new message comes in, your filter tells Gmail exactly what to do with it. From deleting it to forwarding it to another address, filters automate many of the daily actions you take with individual emails.
Gmail doesn't restrict you too much when it comes to filters, but a maximum does exist for one certain filter purpose. One popular use of Gmail filters is forwarding to other email addresses. You are only allowed to create 20 individual filters that forward to different addresses.
You can edit existing filters whenever you need to forward to different email addresses. The only way to bypass this limit is by combining filters if multiple filters apply to the same email address. Gmail doesn't have any other limits outside of forwarding filters. You are allowed to create as many filters as you need to automate your tasks.
Open an email, then click the vertical ellipses in the upper-right corner. You can modify these to your liking. Note that you can include multiple filter parameters for each filter you create. This allows you greatly customize your search parameters, excluding any emails within those parameters you might wish to categorize differently.
Phase III is where the magic happens. At some point, you may want to edit a Gmail filter to reflect your current needs, or remove it. If this is the case, head to the Settings menu once again, and select the Filters and Blocked Addresses tab. Most of us subscribe to multiple newsletters, staying informed about the latest deals from our favorite stores or just learning more about a specific field like marketing. Set up a filter based on the email addresses sending you these newsletters, and either archive them automatically, or put them in a specific category.
However, some spam emails inevitably get through. For more info, see our post on why emails go to spam. You have productivity apps , social media profiles, project management platforms, and other miscellaneous accounts all sending you email alerts for events that range from significant to useless. Send them to a different category or under a new label, so you can hash them out properly. Some people on your contact list will inevitably annoy you, either because they send you dumb chain letters on a regular basis or because they never seem to have anything important to say.
You can also use filters to delegate certain tasks, assuming they enter your inbox consistently enough. For example, if you get notifications of new leads that need to be followed up with, you could automatically forward those leads to an individual on your sales team. This is tricky to get right, especially because your incoming emails will likely vary, but if you can identify them with a specific subject line, keyword, or sender, it can be helpful.
If you know certain messages are associated with a to-do item, you can automatically mark them as important by applying a certain filter. For example, you can mark important all emails from a specific person, or those that include an attachment or keyword phrase. Over time, your attachments can clutter your inbox. For example, you can identify emails with filename:mov for. If certain types of emails are more important than others, or if you just want a personal copy of those emails, you can set up a filter to forward them to a personal or alternate email address.
For a full overview, see our guide to how to backup Gmail. Use filters to easily distinguish emails associated with different projects or different clients.
Depending on the urgency of these clients and projects, you might mark some as important, while sending the others to appropriate labels. For various reasons, you may wish to trash, archive, or specifically label all incoming emails from a specific domain. If a particular website seems to be spamming you, or if one client is more important than all your others, you can take greater control of their incoming messages and sort them automatically.
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