How to Control Spam Emails in Gmail With Templates and Filters

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How to Control Spam Emails in Gmail With Templates and Filters

Many digital marketers and online company owners must react to the same emails many times every day. The procedure may be both confusing and time-consuming.

Response templates might be useful in such instances. A few Gmail filters will also help you be more efficient with spam.

In this post, we’ll teach you how to efficiently tackle spam by using answer templates and Gmail filters.

What Are Gmail Templates and How Can You Use Them?

Instead of starting from scratch, you may save prewritten emails to your account and reuse them. With a Gmail account, you may store up to 50 different answer templates at the same time. As a result, developing a few general templates for the intended demographic improves the efficiency of email communication.

If you have developed authority in a certain topic, you may get hundreds of emails requesting you to submit guest pieces. Instead than responding to each email individually, you may develop a template and utilize it.

In the given instance, write a template email informing them that you do not accept guest blogs. Enable the template options in Gmail before generating a response template.

1. Sign in to your Gmail account.

2. Go to Settings > See all settings.

3. In Advanced tabs, scroll down to the Templates section.

4. Enable Templates.

5. Click on Save Changes.

After activating template options, the response template must be created and saved.

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How to Create a Response Template

Follow the below steps to create a response template.

1. Open your Gmail account.

2. Click on Compose to write a New Message.

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3. In the email, explain your stance on not accepting guest articles. (Make it broad enough to apply to anybody requesting a guest post in any topic or area.)

4. When you’re finished, click the three dots in the bottom right corner of the write email box.

5. Navigate to Templates > Save as new template > Save draft as template

6. After entering the name in the pop-up, save the template. (Because the template will use the same name as the subject of the email, provide a descriptive name here.)

Here’s how to check whether a template was correctly built.

  1. Click on the Compose again.
  2. Select the three dots in the lower right corner.
  3. Go to templates.

This is where you’ll find a list of the templates you’ve saved in your Gmail account. When you click on it, the template will be copied to the compose email box.

Even if you develop an email template and have to manually react to hundreds of emails, the process will take time. This is where utilizing filters to generate automated answers may help.

You may set a filter that sends emails containing specified terms, such as “guest post,” “backlink,” and “accept article,” to the spam folder. You may also use this filter to build up automatic replies to similar spam emails.

Let’s see how you can do that.

Using a Template to Create an Automated Response Filter

  1. Launch the same Gmail account that contains the answer template.
  2. In the upper right corner, click the gear symbol to access settings.
  3. Navigate to Filters and banned addresses > All Settings.

4. Select Create a new filter. (Alternatively, you may import an existing filter stored on your system in.xml format.)

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You may filter emails based on their email address, subject line, and whether or not they include or omit certain words or sizes. The best filter criterion for not allowing guest articles will be a few terms that are closely relevant to the subject. Let’s add a few words to the filter’s Include the words option.

5. After specifying criteria, click on Create filter.

You must determine what you want to do with the email that has a message that perfectly satisfies your criteria.

6. Uncheck the Skip the Inbox (Archive it) option to prevent these emails from cluttering your inbox.

7. Tick the Send template box and choose the same response template, Guest Post Not Allowed.

8. Click on Create Filter after checking boxes.

The newly generated filter will now appear in your filter list. Emails containing the terms “guest post, guest post, backlink, accept the article, write for a blog, write on the website” will no longer reach your inbox in the future.

In addition, in response to the sender’s email, it will send the response template to them. As a result, your inbox will not grow clogged, and the sender will not have to wait for your response.

Tune Filter to Not Miss Important Email

After you’ve configured the filter, keep a check on the archived emails to ensure that no business-related communications are being filtered out.

You may be screening an email that includes the phrase “accept post,” but it might be a promotional offer that you miss as a result of the filter. You may prevent this issue by inserting a few phrases in your Gmail filter such as brand, bargain, or promotion.

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Create Independent Filters Where Needed

If you have various websites with different contact emails, you may export the newly constructed response filter and then import it into the new Gmail account. However, you must activate and build a response template for that email individually.

If you want to utilize the answer template, building filters from scratch is the best solution.

Don’t Let Users Know That Responses Are Automated

In your email, don’t disclose that it’s an automatic answer. By avoiding this, users will not be able to fool the Gmail filter by skipping or typing incorrect target terms, resulting in their email reaching you rather than going to spam.

It’s also a good idea to check your mailbox on a regular basis and react to emails that may be of use to you.

Controlling Spam With Gmail Filters and Response Templates

You may react to spam emails without having to wade through them using the Gmail Filter and the generic response template. This will save you both time and energy. In addition to Gmail filters, you could use Gmail browser extensions to optimize your email conversation.

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