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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 November 18, 2020

        15 Tips to Restart the Exercise Habit (and How to Keep It)

        15 Tips to Restart the Exercise Habit (and How to Keep It)

        It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
        Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

        1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
        2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
        3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
        4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
        5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
        6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
        7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
        8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
        9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
        10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
        11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
        12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
        13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
        14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
        15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

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