Gmail Label a Message After It Is Read
Gmail for business
How Gmail filters can help organize your inbox
Automate your inbox and enhance your organisation by taking total advantage of what Gmail filters have to offer.
By
Contributing Editor, Computerworld |
Gmail's filled with hidden features and addition possibilities, but one of the service's most powerful organizational tools is sitting right in the eye of its regular settings.
As y'all may take guessed past now (especially if you lot read this story'south headline, you clever little true cat), I'm talking most filters — Gmail's long-standing organisation for automating your inbox with a series of custom-crafted rules. At a glance, filters can seem complicated. They can seem overwhelming. They can fifty-fifty seem unnecessary.
But don't permit yourself be fooled by the characteristic's curiously crusty exterior. Gmail filters have the potential to completely reshape your inbox and the way your incoming letters are handled. They can help you keep your email in order with no ongoing thought or endeavour. And all it takes is a little one-time planning to go them working for y'all.
Follow the filter-centric Gmail tips in this guide, and your inbox volition be running like a well-oiled (just not also greasy) machine in no fourth dimension.
Part 1: Figuring out your Gmail filters
Let'due south get-go past thinking through some Gmail filter possibilities to go an idea for the sorts of setups you might want to consider — then, nosotros'll go step past footstep through the process of creating them.
With Gmail filters, y'all could:
- Ensure messages from specific high-priority senders always become into your inbox's Primary tab, where you're certain to run across them
- Ensure specific sorts of lower-priority messages — like invoices, reports, or updates from different services you use — automatically get sorted into an out-of-the-way location and never even show upward in your inbox
- Keep letters from annoying people out of your hair (only still available in case you need to detect them) by automatically archiving them as soon equally they arrive
- Forrard messages from a specific address or with a specific phrase in their subjects to other members of your team or family
- Instantly respond to letters to or from a specific accost with a prewritten template
- Mark specific types of messages from yourself every bit reminders by giving them a bright yellow "REMINDER" label that makes them stand out in your inbox
- Label messages sent to a specific variation of your Gmail address (similar youraddress+vip@gmail.com) or written with a specific word or phrase in the subject field (like "urgent," "important," or "hey jerkwad, pay attention to this") as "VIP" and then receive notifications just for messages with that designation
- Go a snickerdoodle delivered to your desk-bound every fourth dimension your boss emails you
All correct, so that last one isn't really possible (not yet, anyway) — merely wanted to make sure you were still paying attention. Everything else in that list, nevertheless, is absolutely doable and actually quite piece of cake to ready with Gmail filters.
Got some ideas of your ain? Good bargain. Time to make 'em happen.
Role 2: Creating your Gmail filters
The simplest fashion to starting time a new Gmail filter is to click the command console icon — the symbol showing iii horizontal lines stacked on top of each other — within the big search box at the top of the Gmail website.
That'll pull up a form where you can fill in any you lot want to employ every bit the basis for your filtering — a word or phase that might appear within an e-mail's subject or trunk, an address from which a bulletin could originate, or any other variable or combination of variables you like.
JR Raphael/IDG The class for creating a filter is filled with options for controlling email automation. (Click image to enlarge it.)
Fill up in the fields as appropriate, using however many variables yous want — even employing quotation marks around multiword terms along with operators like "AND" and "OR" between terms, if you really desire to become fancy — and then click "Create filter" at the lesser of the box.
JR Raphael/IDG You can use any combination of variables, fifty-fifty employing operators within a unmarried field, to command when your filter volition run. (Click prototype to enlarge it.)
Ane quick warning: By default, your filter will employ to any and all incoming messages — hence the "All Postal service" setting that shows upward adjacent to the "Search" selection in the filter creation pop-up. If you alter that selection to "Inbox," you're likely to see an error bulletin informing yous that the parameters you chose are not recommended and may not work properly. Leave that "Search" option set to "All Mail service" — which is probably what you lot want, anyway — and yous'll steer clear of any errors and permit things to work the way they should.
At present it'southward time for the fun role — the part where you determine exactly what happens when a bulletin meeting your weather arrives. You can select any combination of actions from the list and and then configure them as needed. You lot tin even tell Gmail to apply your filter retroactively to letters already in your account (every bit opposed to using information technology merely for new messages that arrive from that signal forward) by checking the "Besides use filter to matching conversations" selection at the bottom of the box.
JR Raphael/IDG Gmail'south filters include a multifariousness of actions that tin execute when your conditions are met. (Click image to enlarge it.)
Once yous've got that finished, click the blue "Create filter" push — and that's information technology: Your new Gmail filter is officially in identify and active. The side by side time whatever message comes in that meets the parameters yous outlined, the actions y'all specified volition automatically have place faster than you can say "I embrace Workspace in my workplace internet."
Part 3: Managing your Gmail filters
Last just not least, make yourself a mental note in case you ever need to adjust your filters in the future: If you want to edit, delete, or even just revisit a filter yous created, just click the gear-shaped icon in the upper-right corner of the Gmail website, click "Settings," and so click the "Filters and Blocked Addresses" tab at the top of the settings screen. You'll run into every filter you've ever created in that location and tin can tweak or remove any of 'em with a couple quick clicks.
Now if only we could find a way to get the filters to evangelize those blasted snickerdoodles for us. Hey, Google: Any chance you can make that happen?
This commodity was originally published in October 2019 and updated in Jan 2022.
Copyright © 2022 IDG Communications, Inc.
Source: https://www.computerworld.com/article/3440520/how-gmail-filters-can-help-organize-your-inbox.html
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