Google Mail
Basics - Filters
Google Mail
Basics - Filters
Information
Filters are dynamic options that you can add to your Gmail inbox. There are many options and things to do with filter, you can combine them with for example labels to make a smooth experience and have a better view in your inbox.
As example in the slides above it's possible to create filter by clicking on the tune icon next to the search bar, go in to a message click on the 3 dots and select "filter messages like these" or go to the settings menu, select the tab "filters" and create them there. In the beginning filters can be overwhelming and scary because you don't know what is going to happen. As long if you didn't select deleted as an option, you can find it back.
So the big magic here is not a secret, but will look like it when you are using it. I going to put down a couple of examples that can be used / in Google filters to make you life easier.
⚠️ Filters are technically; Search Operators as you will see in the example.
Options with Filters
From allows you to filter emails from a specific email address (or multiple addresses).
To allows you to filter emails sent to a specific email address. All emails in your inbox include you as a recipient, but you may wish to filter emails also sent to a colleague or someone outside your organization.
Subject allows you to filter emails with specific keywords in a subject line, or a specific subject line.
Has the words allows you to filter emails with specific keywords and phrases in the body.
Doesn’t have allows you to filter emails that are missing specific keywords and phrases in the body.
Size refers to the total size of the email, including the attachment. You may want to use this in combination with the “Has attachment” option.
Date within only appears when you access this option from Search; it bears no relevance on the filter you eventually create.
Search only appears when you access this option from Search; it bears no relevance on the filter you eventually create.
Has attachment and Don’t include chats allow you to further specify which types of messages are included.
⚠️ You can use different options, so selecting more will not be an issue.
Skip the Inbox (Archive it) will automatically archive incoming messages that match your filter criteria.
Mark as read will automatically mark those messages as read.
Star it will mark those messages with a star.
Apply the label will allow you to apply an existing or new label to these incoming messages, helping you easily categorize them.
Forward it lets you forward it to a specific email address.
Delete it automatically deletes these emails. Use this one cautiously.
Never send it to Spam whitelists emails that match these criteria.
Always mark it as important and Never mark it as important allow you to automatically add or remove an importance marker (the chevron-like symbol) from these messages.
Categorize as: allows you to choose a category like Primary, Social, Updates, Forums, or Promotions where you can send incoming emails like this. Google does a good job of detecting these types of emails to begin with, but an extra filter can help you out in fringe cases.
Also apply filter to matching conversations. Ordinarily, filters will only apply to emails moving forward. This option allows you to properly mark or categorize emails in your inbox that currently match your criteria.
Example
Filtering a message for a project, I already gave the example on how to label a project and give them different stats by adding a different label to it. It's possible to for example, (if there is a keyword in the message or title) filter these message and give them automatically the label Project001 (in this case).
I will use the following options;
Has the words allows you to filter emails with specific keywords and phrases in the body.
Apply the label will allow you to apply an existing or new label to these incoming messages, helping you easily categorize them.
I filter on "has the words", click on "Create filter" ; in the next menu I select "apply the label" Project001 and click Create filter
This will result in the following search operator: has:project001 label:project001 | This means that all the message with Project001 in it will be filtered and labeled as Project001, automatically.