Advertising
Advertising

20 Ways to Use Gmail Filters

20 Ways to Use Gmail Filters

One of the coolest things about Gmail is its filters — set up properly, filters can add loads of functionality to your already-powerful Gmail account. Save time and space, rid your inbox of unwanted emails, and turn your Gmail into a multi-functional tool with simple filters.

There are some limitations to Gmail’s filters that I’d like to see improved in the future, including:

Advertising

  • the inability to mark a post as read
  • the inability to create live “smart folders”
  • difficulty in adding a large number of email addresses to a filter

But all in all, the filter function is very cool. Here are some ideas for how to use it:

Advertising

Advertising

  • Killfile. If people send me too much junk mail (jokes, chain mail, etc.), they get added to my killfile. It’s a simple filter that looks at the “from” field and deletes the message if it’s one of the addresses I’ve added to the filter. Every now and then I’ll decide to add someone to my killfile, and I’ll just open up the filter and add their address.
  • Booleans. The filter works much like Gmail’s search function, in that you can add search terms such as AND or OR or NOT. So I can look for addresses that are from a number of people (using OR), or emails that must include all of the words on a list (using AND). Use search operator symbols to make it even easier: “|” for OR, space for AND, “-” for NOT, and parentheses to group different terms in your search string.
  • Other search terms. Beyond the common terms above, your filters can use other terms such as “from:”, “to:”, “has:”, “is:”, “filename:”, and “label:”, among others. Using these terms, you can make your filters even more powerful.
  • Send reminders to someone. One of the things I wish Google would add to Gmail is the ability to send a delayed email. This would allow me to send reminders to someone at regular times. Instead, I sign up for a reminder email service to send reminders (meant for other people) to my gmail address, and then set up filters to forward the reminders to various people depending on the subject or content of the email. It’s not perfect, but it allows me to send reminders to different people on a regular basis.
  • Calendar and log. I set up Google Calendar to send me reminders of events. You can set up a label (“events”) so that your calendar reminders go straight to the label, star the message, and skip the inbox. Now not only are your events in one place, instead of scattered through your inbox, you can unstar the message when you complete the task or event, and now you also have a log of all the things you’ve done.
  • To-dos. This is a commonly used function, but you can email yourself tasks that you need to do, and then set up a filter that has your email address in both the “to” and “from” boxes, that applies the label “to-do” to the message. This will allow you to view all your to-dos in one filter. Or, if you’re a GTD fan, you could set up to-dos for each context (@work, @home, @errands, @phone, etc.), by creating different labels for each, and then setting up filters for different email addresses. Email yourself at yourname+work (you don’t need the @gmail.com part), and set up the filter to label that address “@work”, and so on for each context.
  • Follow up. Even if you’re not a GTD fan, having a follow-up label is a must. Simply set up a filter with an email address such as “youname+follow” and put it in the “has the words” filter field, and have this filter label it “@follow” and skip the inbox. Now when you send out an email that needs to be followed up on, put yourname+follow in the “bcc” field, and it’ll go into your “@follow” label. Be sure to check this label once a day so you can follow up on your emails.
  • Send spam to trash. Instead of having Gmail-filtered spam go into your Spam folder (and have the annoying count of unread spam by the folder’s name), set up a filter with “is:spam” in the “has the words” field (just click “OK” on Gmail’s warning dialog box when you click next step) and “Delete it” as the action. Now all spam messages will go in your trash.
  • Archived bookmarks. If you use del.icio.us and other bookmarking services, you can archive them all in a Gmail label (“bookmarks”). Get the feed urls for each of your bookmarking services, enter them in a forwarding service such as rssfwd.com, and then set up a filter to label them all “bookmarks”. Now all your bookmarks are in one place, with Gmail’s great search.
  • Attachments. If you’re like me, you like to go through your old emails and delete a bunch of them at a time. I do common searches during the cleanup process, such as “has:attachment”, so that I can look through all my bigger emails and delete them. Make this process quicker by making a label and filter for this search, and for any of your common searches, for that matter.
  • Media. If you get a lot of media sent to you, such as music files, videos and photos, set up filters (“filename:wmv | filename:mov” for videos, “filename:mp3″ for music, filename:jpg | filename:gif” for photos, or “filename:pdf | filename:doc” for documents). Now you can quickly find any media.
  • Backups. Create a second Gmail account for storage, and create a filter to automatically forward any emails with attachments (“has:attachments”) to this second address. Now you can delete your old emails without guilt or worry.
  • Newsgroups or feeds. You can set up filters for your newsgroups, so they don’t clog up your inbox. Or forward your favorite feeds to your Gmail, and automatically label and archive them for later reading. Now you can not only access them from anywhere, but you can search them too.
  • Bloggers. If you run a blog, you can have all your blog’s comments and pingbacks automatically archived and labeled (“blog”), so your inbox doesn’t get filled up fast. Also have your blog stat reports mailed to you and shunted to this label, so you can get a quick look at your blog’s success at a glance.
  • Delete old sent emails. There’s no reason, in most cases, to keep your really old sent emails. Delete them. Create a filter with “before:2006/06/01 label:sent” with “Delete it” as the action (you’ll need to click “OK” to Gmail’s warning dialog). Every month or so, update the date of this filter.
  • No delete. Some emails you don’t want to delete — those precious ones from your kids, for example, or maybe ones from your boss. Set up a label (“nodelete”) and a filter that puts the nodelete label on emails from (or to) the addresses you want. Now, some of the above filters, add the string “-nodelete” so that it doesn’t show these emails. Now you can delete your old sent emails, or your attachment emails, for example, without worry that your kids’ or boss’ emails will be trashed along with the rest of the riffraff.
  • Flickr. Forward your Flickr account’s feed to your Gmail, with a filter to automatically label it, and now your photos are searchable through Gmail. You can also set up filters to send notices that certain tags in your Flickr account has new photos to certain relatives.
  • Notes. Email yourself notes on web research, on meetings, on books you’re reading, on classes you’re taking. Set up a filter to archive and label them (if you send notes to yourname+notes, for example). Now they’re searchable and archived and accessible from anywhere.
  • Twitter. Use your mobile phone to send text messages or IM messages to Twitter, with a keyword at the beginning of each Twitter message (NOTE, TODO, BLOG, FOLLOW, etc.). Forward your Twitter account’s feed to your Gmail, and set up filters for each type of keyword (“note twitter” will be labeled “note” for example). Now you can use your mobile device to send notes, to-dos, follow-up reminders and more to your Gmail through Twitter.
  • Wildcard. Use the wildcard character (*) for companies that use multiple types of address from the same domain. One great use I’ve seen is to use the wildcard character for vendors such as Amazon or eBay to make it easier to track online purchases. Create a label (“online shopping”) and a filter with such email addresses as “*@amazon.com|*@ebay.com|*@paypal.com|*@barnesandnoble.com”.
Advertising

More by this author

Leo Babauta

Founder of Zen Habits and expert in habits building and goals achieving.

What to Do in Free Time? 20 Productive Ways to Use the Time The Gentle Art of Saying No Simple Productivity: 10 Ways to Do More by Focusing on the Essentials How to Find Your Passion and Live a Fulfilling Life How to Pare Your To-do List Down to the Essentials

Trending in Featured

1 Is Procrastination Bad? The Truth About Procrastination Revealed 2 What to Do in Free Time? 20 Productive Ways to Use the Time 3 20 Time Management Tips to Super Boost Your Productivity 4 How to Take Notes: 3 Effective Note-Taking Techniques 5 How to Stay Motivated and Reach Your Big Goals in Life

Read Next

Advertising
Advertising
Advertising

Last Updated on March 31, 2020

Is Procrastination Bad? The Truth About Procrastination Revealed

Is Procrastination Bad? The Truth About Procrastination Revealed

Procrastination is very literally the opposite of productivity. To produce something is to pull it forward, while to procrastinate is to push it forward — to tomorrow, to next week, or ultimately to never.

Procrastination fills us with shame — we curse ourselves for our laziness, our inability to focus on the task at hand, our tendency to be easily led into easier and more immediate gratifications. And with good reason: for the most part, time spent procrastinating is time spent not doing things that are, in some way or other, important to us.

There is a positive side to procrastination, but it’s important not to confuse procrastination at its best with everyday garden-variety procrastination.

Sometimes — sometimes! — procrastination gives us the time we need to sort through a thorny issue or to generate ideas. In those rare instances, we should embrace procrastination — even as we push it away the rest of the time.

Why We Procrastinate After All?

We procrastinate for a number of reasons, some better than others. One reason we procrastinate is that, while we know what we want to do, we need time to let the ideas “ferment” before we are ready to sit down and put them into action.

Some might call this “creative faffing”; I call it, following copywriter Ray Del Savio’s lead, “concepting”.[1]

Whatever you choose to call it, it’s the time spent dreaming up what you want to say or do, weighing ideas in your mind, following false leads and tearing off on mental wild goose chases, and generally thinking things through.

Advertising

To the outside observer, concepting looks like… well, like nothing much at all. Maybe you’re leaning back in your chair, feet up, staring at the wall or ceiling, or laying in bed apparently dozing, or looking out over the skyline or feeding pigeons in the park or fiddling with the Japanese vinyl toys that stand watch over your desk.

If ideas are the lifeblood of your work, you have to make time for concepting, and you have to overcome the sensation— often overpowering in our work-obsessed culture — that faffing, however creative, is not work.

Is Procrastination Bad?

Yes it is.

Don’t fool yourself into thinking that you’re “concepting” when in fact you’re just not sure what you’re supposed to be doing.

Spending an hour staring at the wall while thinking up the perfect tagline for a marketing campaign is creative faffing; staring at the wall for an hour because you don’t know how to come up with a tagline, or don’t know the product you’re marketing well enough to come up with one, is just wasting time.

Lack of definition is perhaps the biggest friend of your procrastination demons. When we’re not sure what to do — whether because we haven’t planned thoroughly enough, we haven’t specified the scope of what we hope to accomplish in the immediate present, or we lack important information, skills, or resources to get the job done.

It’s easy to get distracted or to trick ourselves into spinning our wheels doing nothing. It takes our mind off the uncomfortable sensation of failing to make progress on something important.

Advertising

The answer to this is in planning and scheduling. Rather than giving yourself an unspecified length of time to perform an unspecified task (“Let’s see, I guess I’ll work on that spreadsheet for a while”) give yourself a limited amount of time to work on a clearly defined task (“Now I’ll enter the figures from last months sales report into the spreadsheet for an hour”).

Giving yourself a deadline, even an artificial one, helps build a sense of urgency and also offers the promise of time to “screw around” later, once more important things are done.

For larger projects, planning plays a huge role in whether or not you’ll spend too much time procrastinating to reach the end reasonably quickly.

A good plan not only lists the steps you have to take to reach the end, but takes into account the resources, knowledge and inputs from other people you’re going to need to perform those steps.

Instead of futzing around doing nothing because you don’t have last month’s sales report, getting the report should be a step in the project.

Otherwise, you’ll spend time cooling your heels, justifying your lack of action as necessary: you aren’t wasting time because you want to, but because you have to.

How Bad Procrastination Can Be

Our mind can often trick us into procrastinating, often to the point that we don’t realize we’re procrastinating at all.

Advertising

After all, we have lots and lots of things to do; if we’re working on something, aren’t we being productive – even if the one big thing we need to work on doesn’t get done?

One way this plays out is that we scan our to-do list, skipping over the big challenging projects in favor of the short, easy projects. At the end of the day, we feel very productive: we’ve crossed twelve things off our list!

That big project we didn’t work on gets put onto the next day’s list, and when the same thing happens, it gets moved forward again. And again.

Big tasks often present us with the problem above – we aren’t sure what to do exactly, so we look for other ways to occupy ourselves.

In many cases too, big tasks aren’t really tasks at all; they’re aggregates of many smaller tasks. If something’s sitting on your list for a long time, each day getting skipped over in favor of more immediately doable tasks, it’s probably not very well thought out.

You’re actively resisting it because you don’t really know what it is. Try to break it down into a set of small tasks, something more like the tasks you are doing in place of the one big task you aren’t doing.

More consequences of procrastination can be found in this article: 8 Dreadful Effects of Procrastination That Can Destroy Your Life

Advertising

Procrastination, a Technical Failure

Procrastination is, more often than not, a sign of a technical failure, not a moral failure.

It’s not because we’re bad people that we procrastinate. Most times, procrastination serves as a symptom of something more fundamentally wrong with the tasks we’ve set ourselves.

It’s important to keep an eye on our procrastinating tendencies, to ask ourselves whenever we notice ourselves pushing things forward what it is about the task we’ve set ourselves that simply isn’t working for us.

Learn more about how to fix your procrastination problem here: What Is Procrastination and How to Stop It (The Complete Guide)

Featured photo credit: chuttersnap via unsplash.com

Reference

Read Next