4 Smart Gmail Filters That Help You Deal with Too Much Email

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4 Smart Gmail Filters That Help You Deal with Too Much Email

It’s fantastic to declutter and organize your Gmail inbox, but it demands your input, and therefore your time and attention. When you don’t have much of either, it’s time to confront yourself with the difficult questions. What kinds of duties can you outsource to Gmail? How can you prevent your inbox from becoming unmanageable?

The email technique we’ll look at today includes establishing four different sorts of filters in Gmail. This manner, you can ignore the noise most of the time and batch-process it easily once every couple of days.

How to Create a Gmail Filter

By setting an email filter, you’re defining a set of rules that will instruct your inbox on how to handle a certain email.

In Gmail, click the gear icon next to your profile image to create a filter. To access your Gmail account settings, click See All Settings. Choose the Filters and Blocked Addresses option.

Then, to build a new filter, click on Create a New Filter. To filter emails, you must select at least one criteria in the Create a New Filter panel—a sender’s email address, a subject line, or a keyword. After that, at the bottom right, click Create Filter.

This advances you to the next panel. You may tell Gmail what to do with emails that meet your search criteria here. You may archive them, mark them as read, delete them, designate them as important, or use any of the other choices listed below.

Check all of the applicable boxes before clicking the Create Filter button. You may drag and drop emails across tabs in your Inbox and set up customizable filters for incoming communications. Now for the four filters we promised will help you better manage your email.

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Related: How to Use Dynamic Emails in Gmail

Gmail Smart Filter to Redirect Emails from All Domains But One

If your most critical business emails always come from one or two domains, you may set up a filter to retain just those emails in your inbox and move the remainder to a different folder.

To exclude emails from a certain domain, use the following syntax in the From/To field: -*@MakeUseOf.Com. The negative (-) symbol excludes the email address after it. In this example, it is any email address from the domain MakeUseOf.Com, as indicated by the wildcard character *@MakeUseOf.Com.

One example is a filter that compels email to bypass the inbox and be labeled Miscellaneous. When you access your inbox, there will be no emails from domains that are not in your filter.

Related: How to Manage Your Inbox With Google Tasks

Gmail Smart Filter to Direct To-Do Emails to an Action Folder

When you get a large number of emails, it’s easy to lose track of those that need action. To avoid this, filter out to-do emails based on the sender, topic, or keywords and move them to a different folder.

You might use a filter like this to direct all of your business emails to a folder named work. This will not only assist to clear up your inbox of business emails, but will also make it easier to locate those emails when you need to.

Gmail Smart Filter To Auto-Delete Emails

Preventing email from reaching your inbox in the first place is much preferable than dealing with it after it has arrived. We urge that you make extensive use of Gmail’s Block and Unsubscribe buttons. If you like, you could even employ a clever unsubscribe tool.

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What is the best method to handle emails from mailing lists that do not follow unsubscribe requests or from folks you cannot ban at all? There is a workaround: develop a filter that recognizes emails based on the sender’s email address and direct Gmail to remove such emails automatically.

If you prefer not to delete emails without first reviewing them, use the Skip the Inbox (Archive it) option to archive the emails. If you want them all in one spot, use the Apply the Label option.

To Mark All Emails as Read

It is more vital to resist the impulse to check your email every few minutes than it is to achieve Inbox Zero. When there are no unread emails in your inbox every time you open it, the latter becomes easy. You may do this by building a filter that automatically labels every incoming email as read.

To begin adding the filter, enter your email address in the To box to include any emails sent to it. Then, as soon as an email comes, utilize the Mark as Read checkbox to mark it as read. If you use the same Gmail account to manage email from other accounts, you’ll need to establish identical filters for them as well.

Related: How to Manage Multiple Email Accounts on Gmail

With this method, you’ll quickly lose interest in checking your inbox for fresh messages. This is, in a nutshell, the most helpful Gmail filter ever.

Escape the Cycle: Filter Email on Gmail Like the Pros

Other tips include moving favorite newsletters to your feed reader, hiding all labels from the sidebar (except your Inbox!) by clicking the arrow next to them, and limiting personal correspondence as much as possible.

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The trick is to shift everything but the most important information from your inbox to platforms to which you are either less hooked or can afford to ignore. If you currently share documents through email, consider switching to Google Drive or another cloud storage/sharing service.

It is almost difficult to give up email. With the correct email filters in place, you’ll be dealing with a lot less noise. That means you’ll have more time for other things in your life.

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