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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.

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        Last Updated on October 18, 2018

        10 Key Characteristics of a Highly Successful Entrepreneur

        10 Key Characteristics of a Highly Successful Entrepreneur

        When it comes to starting your own business and pursuing your dream of becoming an entrepreneur, it can be advantageous to go all in and embrace the flexibility of finally quitting your day job.

        Keep in mind, though, that it takes a special kind of person to take the business world by storm: a person who has cultivated the key characteristics of entrepreneurial success.

        People with these characteristics are likely to succeed, whereas people without them have difficulty moving forward with even the most brilliant business ideas.

        These characteristics of an entrepreneur are so important that I’ve decided to cover all 10 of them in detail so that you can start your business with your best foot forward.

        1. Successful Entrepreneurs Practice Discipline

        Plenty of business experts claim that you can’t get anywhere as an entrepreneur without vision or creativity, but that’s simply not the truth. Instead, the one quality that no entrepreneur can be successful without is discipline.

        To build an idea into a business, you have to have the discipline to spend time slogging through the least fun parts of running a business (like the bookkeeping), rather than taking that time to do something fun.

        Andrew Carnegie, one of the most financially successful Americans of all time, grew up working dull and difficult jobs in factories. Despite going to bed hungry some nights, he continued doing his best work. He was eventually hired by a railroad company and continued to move up the ladder until starting his own successful businesses. Carnegie is a fine example of an entrepreneur dedicated to discipline and hard work. He truly earned his dreams of prosperity and success.

        When you’re the boss, there’s no one to keep you at work except yourself — and there’s no short-term consequences for skipping out early.

        Sure, if an entrepreneur plays hooky enough he knows that the business just won’t happen, but it’s very hard to convince someone that ‘just this once’ won’t hurt (and to keep ‘just this once’ from becoming a daily occurrence).

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        2. Successful Entrepreneurs Keep Calm

        Things go wrong when you run your own business.

        Most entrepreneurs go through crises with their businesses — and more than a few wind up with outright failures on their hands. But when you’re responsible for a business, you have to be able to keep calm in any situation. Any other reaction — whether you lose your temper or get flustered — compounds the problem.

        Instead, a good entrepreneur must have the ability to keep his cool in an emergency or crisis. It may not make the problem easier to solve, but it certainly won’t make it harder.

        Honestly, losing your calm is a quick path to becoming the kind of person who gives up in the face of adversity. Instead giving in to frustration, remember classic entrepreneur Benjamin Franklin.

        Franklin kept his calm as he experimented and tweaked his inventions again and again in pursuit of success. He didn’t give up during his many failures – he chose to innovate. You can choose innovation, too.

        If an entrepreneur can handle failure without frustration or anger, s/he can move past it to find success.

        3. Successful Entrepreneurs Pay Attention to Details

        Restricting your attention to the big picture can be even more problematic than ‘sweating the small stuff.’

        As an entrepreneur, unless venture capital has magically dropped out of the sky, a small expense can be a killer. It’s attention to detail that can make a small business successful when it has competition and it’s attention to detail that can keep costs down.

        Attention to detail can be difficult to maintain — going over ledgers can be tedious even when you aren’t trying to pay close attention — but keeping your eye on a long-term vision is just asking for a problem to sneak in under a radar.

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        After a business grows, an entrepreneur might be able to hire someone to worry about the details. In the beginning, though, only one person can take responsibility for the details.

        Skeptical about the importance of details? Look no further than Howard Schultz, who grew a small coffee shop called Starbucks into one of the most globally successful coffee businesses in the world through his extreme attention to detail.

        He is famous for taking all aspects of growing a business into account, paying attention not only to financially smart business decisions, but also focusing on socially responsible business decisions. Details can take you far.

        4. Successful Entrepreneurs Embrace Risks

        No entrepreneur has a sure thing, no matter how much money s/he stands to earn on a given product. Even if a product tests well, the market can change, the warehouse can burn down and a whole slew of other misfortune can befall a small business.

        It’s absolutely risky to run a business of your own and while you can get some insurance, it’s not like most investment options. Even worse, if something does go wrong, it’s the entrepreneur’s responsibility — no matter the actual cause. In order to deal with all of that without developing an ulcer, you have to have a good tolerance for risk.

        You don’t need to channel your inner frat boy and take on absolutely stupid risks, but you need to know just how much you can afford to risk — and get a good idea of how likely you are to lose it. If the numbers make you uncomfortable, the risk is too great.

        Embracing risks is essential for growth and additional success, as well. Walt Disney, for example, could have stayed comfortable with his advances in the film and animation industries, but decided to expand his brand with a new dream: a theme park that soared above the competition. Without taking this risk, the incredibly successful Disney theme park empire would never have come about.

        An entrepreneur has to be willing to accept pretty big risks, with some level of comfort.

        5. Successful Entrepreneurs are Balanced

        You can take any characteristic too far. There’s a point at which attention to detail can become obsession or calm can become unemotional response.

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        As an entrepreneur, you have to be able to balance your characteristics, getting the most of them without going over the edge. But balance for an entrepreneur goes far beyond keeping your characteristics in check, though.

        Just as an entrepreneur doesn’t have a boss to keep them at work when necessary, they don’t have one to send them home when they’re done. If you are working for yourself, you have to decide how to balance your work and home life — and if you have a day job to add into the equation, balance just gets more complicated.

        Oprah Winfrey, one of the most successful and influential entrepreneurs out there, understands the importance of balance. Winfrey has a lot going on; she runs her own media kingdom, acts, produces films, publishes print, and more. In an interview with Fast Company,[1] she talks about her efforts to balance priorities and self care, saying that she must ask herself what is truly important in each limited day.

        You may or may not have as much on your plate as Oprah, but learning how to balance whatever you have going on in life will certainly help you farther along down the road as you learn to be a great entrepreneur.

        6. Successful Entrepreneurs are Passionate and Motivated

        In order to develop any of the above characteristics, you must have a foundation of passion. Staying disciplined day after day during the building of your business takes unrivaled motivation.

        Before you start any business, ask yourself if you can sustain true excitement about your idea during even the darkest days ahead of you. If the answer is yes, then good for you! Nurture your natural motivation by taking these action steps throughout your business journey:

        • Commit to making short and long-term goals. Check in with them often to stay on task.
        • Have a plan in place for the inevitable days when you feel discouraged. Make a list of things that will help keep you motivated and focused.
        • Share your ideas with trusted individuals who are just as excited as you are. They will help keep your enthusiasm rolling even when you are feeling down.

        By being prepared for apathetic days and holding fast to your authentic passion, you can actually enjoy your journey to success.

        7. Successful Entrepreneurs Adapt

        Remember this one word: flexibility. Seasoned entrepreneurs know that change is not only a part of life, but also a part of the business world. Expect change and choose to adapt.

        As a new entrepreneur, it will be tempting to cling to your original business plan with no exceptions, even if you notice it isn’t working. Good entrepreneurs know that it’s okay to make smart, informed changes in order to ensure efficiency.

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        8. Successful Entrepreneurs are Marketing and Sales Experts

        No matter what kind of business you are starting, a knowledge of marketing and sales will save you many headaches. A passion for creating a beautiful handmade lifestyle product is not enough to run a successful lifestyle brand; it is critical that you understand key business principles in addition to your natural skills or great product line.

        Not sure how to start? Taking business courses is a great idea, but you can also easily brush up on sales and marketing through free online resources. Check out these 10 Sales Skills Everyone Should Master To Be Successful to begin now.

        9. Successful Entrepreneurs Have Strong Money Management

        Along with sales and marketing skills, money management is a very useful tool in the box of the entrepreneur. Understanding how to best manage your money can be the difference between early success and early failure in the business world.

        If money management isn’t your strongest skill, prepare to hire a financial expert to help you with any tricky business that comes up. Financial guidance and knowledge is never a bad idea.

        10. Successful Entrepreneurs Ask Questions and Continually Improve

        Pride is a natural human quality, but it’s important to humbly conduct some constructive criticism every now and again on both yourself as a leader and your new business as a whole.

        Assess how things are going and be willing to make positive changes if necessary. Here’re 15 ways to cultivate lifelong learning.

        If you are always improving, then how can you ultimately fail?

        The Bottom Line

        Let me remind you of one important fact: the qualities of an entrepreneur listed here are not exclusively available to some people and elusive to others.

        Although some people may have natural strengths and weaknesses, these qualities can be learned by anyone interested in taking up the entrepreneurial challenge. It might not be easy to change old habits, but it is absolutely possible to cultivate these characteristics in yourself.

        Whether you’re a business owner or an aspiring entrepreneur, with hard work, you can train yourself to develop the qualities that truly determine the entrepreneurial spirit and future success.

        Featured photo credit: Unsplash via unsplash.com

        Reference

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