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New Gmail Filter Hacks

New Gmail Filter Hacks

We can make this a running discussion of uses for Gmail’s Filter feature. It’s a simple tool that makes organizing your emails a breeze, and importantly, automatic. Today we’ll focus on three topics: Storage, Bookmarking and Organization [GTD].

Either in Settings or next to Gmail’s search box, is a link to Create a Filter.

  • When adding a filter we enter some parameters like who the email is from or what the subject line contains etc.
  • Next step, we check Skip the Inbox, add the Label we want the email to be sorted to, check Apply to conversations below and Create Filter.

That’s a simple process that we will repeat for the following hacks.

New Gmail Filter Hacks

    Storage

    There are two handy programs out there that turn that free 2.something gig on your Gmail account into real space. This is great to keep certain files mobile and accessible.

    GSpace is a firefox extension that creates a direct link through your browser to that disk space. It will create an icon in your status bar that, when clicked, will open a dialog box to add and extract files from.

    You can drag files directly from your browser, but it’s somewhat temperamental. However, this extension’s strength lies in the ability to manage multiple Gmail accounts.

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    Gmail Drive is a “Shell Namespace Extension that creates a virtual filesystem around your Google Gmail account,” to quote the website. This enables you to use your Gmail storage as another drive on your computer.

    This works very well and enables you to throw any filetype in there – you just need to login. Since we’ve created another drive, you can treat it as such and organize files into folders.

    Each time you add a file to your Gmail drive, via either application, it will show up in your inbox as another email. So instead, we create a few filters so your inbox isn’t filled with emails each time a file is uploaded.

    Each file added from the Firefox extension will come into Gmail, as an email, with “GSPACE” in the subject line. So create a filter with “GSPACE” as the subject, and a Label called something like Drive.

    The same applies for the Gmail Drive uploads, however, use a filter with the subject line, “GMAILFS”. Now, here’s the good bit.

    If you do happen to upload files into separate folders on the drive – MP3s, Documents etc – we can create a different label for each, so your files are not only organized inside the drive, but also out on your Gmail.

    All we need to do is append GMAILFS with the folder name ie: “GMAILFS: /mp3s/” filtered to a label called MP3s. There is no way to create a label hierarchy, so labels should be used more like tags.

    With Gmail Drive you can move existing files around into new folders. Keep in mind, a new email will be sent through for each change.

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    Bookmarking

    This hack relies on a site called RSSFWD.com or something like it. There you can forward any RSS feed to your email, without having to register. Each update will come through to your email with the feed’s post as it’s content.

    A handy way to keep all your bookmarks stored in Gmail – with the added benefit of Gmail’s search – is to use your bookmark’s feed through RSSFWD so all your bookmarks come through your Gmail.

    I use my del.icio.us account so each site I tag, will come through. All I really have to do is create a filter for anything from del.icio.us to be archived in a label called Bookmarks.

    The beauty here is, say I use a range of bookmarking sites, I can have all of them stored in one place.

    Organization or GTD

    There is already a Firefox extension called GTDinbox that implements GTD styled filters and organization within Gmail. You can send yourself tasks, keep track of outstanding tasks and even print HipsterPDA-friendly index cards. Also 43Folders suggested this kind of filtering back in 2004, so it’s not a new idea.

    However, it’s worth mentioning a few things that may not have been covered yet.

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    First of all, it should be mentioned that creating your own GTD Gmail is as simple as setting your labels [ToDo, Someday/Maybe, Projects etc] and creating filters using the username+ function.

    For example: Anything I send to username+todo@gmail.com will get filtered off to my ToDo list. Add information and links that may help the task and just delete tasks as they are completed.

    If you need a reminder for a future event or task, you can Add Event Info to any email and specify a date for the task to occur. If you have Notifications set to Email in your Google Calendar settings, you will be reminded to act on the email at that time.

    New Gmail Filter Hacks - Label Search

      Let’s look back at the RSSFWD program. We can integrate a lot of things with Gmail, as long as there is an RSS Feed.

      Twitter

      Try Twitter. It’s all the rage and has a feed.

      Create a Twitter account just for your tasks. Add it’s feed to RSSFWD and let it roll through the ToDo filter in your Gmail account. Now you can add tasks via IM and your mobile’s SMS straight to Gmail.

      If you preface each ‘Tweet’ with where you want it to go, in Gmail, you can organize your Twitter feed just by refining the parameters of your filter to include a keyword.

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      For example: “TODO email jack” through Twitter could go through a filter with “Twitter” and “Todo” as parameters.

      Flickr

      Your Flickr photos have a feed. Add a filter with the parameter From: ‘Your’ Photos and utilize Gmail’s search to find the photo you want.

      Want a family member or friend to know when you’ve added a new photo? You can forward emails within a filter to a particular email address. You’ll just need to create a new filter for each email you want to forward to.

      New Gmail Filter Hacks - Camera

        Also don’t forget you could just put any feed you like to read through RSSFWD, set it to send to username+anyfeed@gmail.com and create a filter for that email to forward to a label for anyfeed.

        Tip of the iceberg? Have some more interesting ways to use Gmail’s filters? We’d like to hear them.

        More by this author

        Craig Childs

        Craig is an editor and web developer who writes about happiness and motivation at Lifehack

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        Last Updated on June 26, 2020

        How to Stay Motivated and Reach Your Big Goals in Life

        How to Stay Motivated and Reach Your Big Goals in Life

        It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

        So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to be motivated and get what you want:

        1. Find Your Good Reasons

        Anything you do, no matter how simple, has a number of good reasons behind it.

        You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

        If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

        Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

        Some ideas for what a good reason can be:

        • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
        • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
        • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
        • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

        Here’re 9 Types of Motivation That Make It Possible to Reach Your Dreams.

        2. Make It Fun

        When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

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        Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

        Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

        They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

        Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

        A simple approach is to start working on any task by asking yourself a few questions:

        • How can I enjoy this task?
        • What can I do to make this task fun for myself and possibly for others?
        • How can I make this work the best part of my day?

        As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

        Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

        However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

        3. Change Your Approach And Don’t Give Up

        When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

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        You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

        That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

        If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

        Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

        My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

        4. Recognize Your Progress

        Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

        We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

        Here’s how tracking and recognizing your progress is different:

        Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

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        For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

        You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

        Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

        For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

        5. Reward Yourself

        This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

        Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

        Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

        For some tasks, just taking a break and relaxing for a few minutes will do.

        For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

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        For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

        Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

        The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

        Mix and Match for the Best Effect!

        Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

        Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right away. Mix different approaches and match them to your task for the best results.

        Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

        Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

        More Tips to Boost Your Motivation

        Featured photo credit: Lucas Lenzi via unsplash.com

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