In this article, we'll show you how to use Gmail filters to make managing your emails easier.
You’ll learn what Gmail filters are, how to set them up, and how to use them to automate tasks. We’ll go over different ways to create filters, like using settings, the search bar, or directly from an email.
We’ll also explain how to edit and delete filters and share some handy filters to keep your inbox tidy.
Let’s get started.
An Overview of Gmail Filters
Gmail filters are a powerful tool to help you manage your incoming emails more efficiently. They allow you to create rules that automatically sort, label, or manage your emails based on criteria you set.
What is a Gmail Filter?
A Gmail filter is essentially a rule you create that applies to emails matching specific criteria. These criteria can include:
- To: Emails sent to a specific address
- From: Emails received from a particular address
- Subject: Emails with specific keywords in the subject line
- Has the word: Emails containing certain keywords
- Date within: Emails received within a specific date range
- Doesn’t have: Emails that do not contain certain keywords
- Has attachment: Emails that include attachments
- Size: Emails of a certain size
Actions You Can Perform with Gmail Filters
Once you've set up a filter based on your chosen criteria, you can automate various actions for those emails. Here are some examples:
- Skip the inbox: Archive the email
- Mark as read: Mark the email as read
- Star it: Mark the email as important
- Apply the label: Add a specific label to the email
- Forward it: Forward the email to another address
- Send template: Send a pre-written response
- Never send it to Spam: Ensure the email is never marked as spam
- Delete it: Delete the email
- Always mark it as important: Flag the email as important
- Never mark it as important: Ensure the email is not flagged as important
- Categorize as: Add the email to a specific category
Benefits of Using Gmail Filters
Using Gmail filters, you can automate routine email tasks and increase productivity. For example, you can:
- Automatically archive emails related to completed projects
- Send unwanted emails from specific senders directly to Spam
- Delete old emails that are no longer needed
- Mark promotional emails as read to keep your inbox clean
- Set up auto-replies for specific types of emails
- In the next section, we will share our top four Gmail filters to help you streamline your email management and save time.
How to Create a Filter in Gmail: 3 Methods
We will discuss three simple methods to create filters in Gmail: through settings, the search bar, and directly from an email.
Method 1: Filter Emails in Gmail from the Settings
This method is more detailed but allows you to view all your existing Gmail filters simultaneously.
1. Go to Gmail: Open your Gmail account in your web browser.
2. Access Settings: Click on the settings icon in the top right corner, then select "See all settings."
3. Navigate to Filters: Go to the "Filters and Blocked Addresses" tab in the settings menu.
4. Create a New Filter: Click on "Create a new filter". This will open a form where you can specify your filter criteria.
Method 2: Filter Emails Using the Search Bar
This method is quick and allows you to create filters directly from your search queries.
- Open Gmail: Log in to your Gmail account.
- Use the Search Bar: At the top of the page, enter the search criteria you want to filter by (e.g., specific sender, keywords, etc.).
- Create Filter from Search: Click on the small arrow on the right side of the search bar to open the advanced search options. After entering your criteria, click on "Create filter" at the bottom of the dropdown.
- Specify Filter Actions: Choose the actions you want Gmail to take for emails matching your criteria (e.g., archive, mark as read, etc.), and then click on "Create filter."
Method 3: Filter Emails Directly from an Email
This method is useful for quickly creating filters for specific types of emails.
- Open Gmail: Log in to your Gmail account.
- Select an Email: Open an email you want to create a filter for.
- Access Filter Options: Click on the three-dot menu (⁝) at the top right of the email, then select "Filter messages like this."
- Create Filter: A form with the email’s sender and other criteria will appear. Adjust these as needed, then click "Create filter".
- Specify Filter Actions: Choose the actions for the filter (e.g., delete, label, forward, etc.), and click "Create filter."
Can you Edit a Gmail Filter?
Yes, you can edit a Gmail filter if you've made a mistake or need to update an old filter. Here's how to do it:
- Open Gmail: Log in to your Gmail account.
- Access Settings: Click on the settings icon in the top right corner, then select "See all settings."
- Navigate to Filters: Go to the "Filters and Blocked Addresses" tab.
- Select a Filter: Find the filter you want to edit from the list and click on "Edit."
- Update Filter Criteria: Modify the search criteria as needed, then click on "Continue."
- Change Filter Actions: Adjust the actions your filter performs. Once satisfied with the changes, click on "Update filter."
How to Delete a Filter in Gmail
If you need to remove a filter you created, it's simple to do. Here’s how you can delete a Gmail filter from your phone or computer:
- Go to Gmail: Open your Gmail account in your web browser.
- Access Settings: Click on the gear icon (⚙) in the top right corner and select "See all settings."
- Navigate to Filters: Go to the "Filters and Blocked Addresses" tab.
- Select the Filter: Find the filter you want to delete from the list and click on "Delete."
- Confirm Deletion: Press "OK" to confirm and remove the filter.
Top 4 Gmail Filters to Improve Your Productivity
Boost your email efficiency with these top four Gmail filters. These filters will help you automate tasks, organize your inbox, and save time, allowing you to focus on what truly matters.
1. Filter Out Automatic Responses
To prevent your inbox from being cluttered with automatic out-of-office replies, you can set up a filter to delete emails automatically. Here's how:
- Open Search Options: Click on the "Show search options" icon in the Gmail search bar.
- Enter Criteria: In the "Subject" field, type "automatic reply" and then click on "Create filter".
- Set Action: Choose "Delete it" as the action and then click on "Create filter."
Gmail will now automatically delete any email with "automatic reply" in the subject line, keeping your inbox cleaner.
2. Organize Newsletters Into a Dedicated Folder
Use the "plus" sign to create variations of your email address. These emails will still go to your inbox. Here’s how to set up a filter to automatically send newsletters into a specific folder.
- Open Search Options: Click on the "Show search options" icon in the Gmail search bar.
- Enter Email Variation: In the "To:" field, input your Gmail address with "+newsletters" added, for example, name+newsletters@gmail.com, then click on "Create filter."
- Apply Label: Select "Apply the label" and choose "New label".
- Name the Label: Enter "Newsletters" as the label name and click on "Create."
- Finalize Filter: Click on "Create filter."
Now, whenever you sign up for a newsletter using the "+newsletters" variation, Gmail will automatically direct these emails to your "Newsletters" folder, keeping your main inbox clutter-free.
3. Archive Calendar Notifications
Google Calendar is excellent for managing your schedule, but getting notifications every time someone accepts your event invitation can be unnecessary. Here’s how to create a Gmail filter to automatically archive these notifications.
- Open Search Options: Click on the "Show search options" icon in the Gmail search bar.
- Set Criteria: In the "Has the words" field, type “filename:invite.ics AND accepted”, then click on "Create filter."
- Choose Actions: Select "Skip the Inbox" and "Mark as read."
- Create Filter: Click on "Create filter."
Now, Gmail will automatically archive and mark your Google Calendar notifications as read, keeping your inbox clutter-free. You can still access these notifications in your "All Mail" folder.
4. Reply with Canned Response
Combine Gmail filters with the Gmail templates feature to send automated responses easily.
- Enable Templates: Go to "Settings" and click on "See all settings". Navigate to the "Advanced" tab, enable "Templates," and click "Save changes."
- Create a Template: Compose a new email. Click on the three vertical dots, select "Templates" > "Save draft as template" > "Save as new template". Enter a name for your template and hit "Save."
- Set Filter Criteria: Open the "Show search options" and in the "Has the words" field, type the keyword that will trigger your auto-reply, then click on "Create filter."
- Assign the Template: Check "Send template" and select the template you created. Click on "Create filter."
Now, any email containing the keyword will automatically receive your canned response. For example, if the keyword is "track," Gmail will send your template reply to every email that includes "track."
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