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.

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

Trending in Featured

1 What Is Speed Reading and How to Successfully Learn It 2 The Science of Setting Goals (And Its Effect on Your Brain) 3 How to Stop Procrastinating: 11 Practical Ways for Procrastinators 4 How to Become an Early Riser and Stay Energetic 5 Becoming Self-Taught (The How-To Guide)

Read Next

Advertising
Advertising
Advertising

Last Updated on February 13, 2020

What Is Speed Reading and How to Successfully Learn It

What Is Speed Reading and How to Successfully Learn It

Too much to read, too little time! Don’t you wish you could read faster without compromising your knowledge intake? This is where a valuable learning technique comes to the rescue: speed reading.

Speed reading is the top skill to learn in 2020. Read on to find out all about this amazing technique!

What Is Speed Reading?

On average, an adult can read somewhere between 200 to 300 words per minute. With speed reading, you can read around 1500 words per minute.[1] Yes, that sounds impossible, but it is true.

In order to understand how this skill works, you first need to know how the reading process works inside a human’s brain.

The Reading Process

The first step is for the eyes to look at a word. This “fixation” on every word takes around 0.25 seconds.

Next, the eye moves on to the following word. It takes 0.1 seconds for the brain to move from one word to the next. This is called “saccade.”

Usually, a person reads 4 to 5 words or a sentence at once. After all the fixations and saccades, the brain goes over the entire phrase again in order to process the meaning. This takes around half a second.

All in all, this allows the average person to read 200 to 300 words in a minute.

Speeding up the Process

The concept of speed reading is to speed up this process at least 5 times. Since the saccade period cannot be shortened any further, speed reading emphasizes quicker fixations.

To accomplish this, scientists recommend that the reader skips the subvocalization: when the readers actually say the word in their mind, even when reading silently.

Basically, speed reading is the technique of only seeing the words instead of speaking them silently.

Do not confuse this with skimming. When a reader skims through a text, they skip the parts that their brain considers to be unnecessary.

You may skip important information in this process. Moreover, skimming does not allow the brain to retain what has been read.

Why Speed Read?

Speed reading is not just quick, but also effective. This skill saves a lot of of time without sacrificing information.

Advertising

Also, it has been proven to improve memory. The brain’s performance improves during speed reading, which allows the reader to remember more information than before.

Since speed reading stabilizes the brain, the information is processed faster and more efficiently.

Believe it or not, this technique leads to improved focus, too. As the brain receives a lot of information during speed reading, there is far less chance of distraction. The brain focuses solely on the job at hand.

Since the brain is, after all, a muscle, the process of speed reading acts as an exercise. Just like the rest of your muscles, your brain needs exercise to grow stronger, too.

A focused brain means improved logical thinking. As your brain gets used to receiving and organizing so much information so quickly, your thinking process will become faster.

As soon as a problem is thrown at you, your brain will quickly put two and two together. You will be able to retrieve stored information, figure out correlations, and come up with new solutions, all within seconds!

Still not convinced? Read 10 Reasons Why You Should Learn Speed Reading

Greater Benefits

With a healthier brain, you can expect better things in other parts of your life, too. A boost in self-esteem is just one of them.

As you begin to understand information at a faster pace, you will also begin to figure out more opportunities all around you.

With the ability to deeply understand information in a shorter period of time, your confidence levels will quickly grow higher.

Moreover, all the aforementioned benefits will relieve you of stress. You will manage your readings in lesser time, your brain will be healthier, and you will feel so much better about yourself.

With all these advantages, your emotional well-being will be healthier than ever. You’ll feel less stress since your brain will learn to tackle problems efficiently. Speed reading will lead to a relaxed, tension-free lifestyle!

How to Learn to Speed Read

Speed reading is a superpower. Fortunately, unlike other superpowers, this one can be learned!

There are different techniques that can be used to master this skill. Opt for the one that best suits your learning style.

Advertising

1. The Pointer Method

The person who is credited for popularizing speed reading, Evelyn Wood, came up with the pointer method. It is a simple technique in which the reader uses their index finger to slide across the text that they’re reading.

As the finger moves, the brain coherently moves along with it. It is an effective technique to keep the eyes focused where the finger goes without causing any distraction.

Readers have a tendency to back-skip. The pointer method prevents this from happening, thereby saving at least half the reading time.

2. The Scanning Method

In this technique, the reader’s eyes move along one part of the page only. This can be the left or right side of the text but is usually the center since that is the most convenient.

Instead of pacing through the entire text from left to right, the vision shifts from top to bottom.

This method involves fixation on keywords such as names, figures, or other specific terms. By doing so, the saccade time is minimized.

3. Perceptual Expansion

Generally, a reader focuses on one word at a time. This technique, on the other hand, encourages the brain to read a chunk of words together. In doing so, this method increases the reader’s peripheral vision.

Here’s the thing: even though the fixation time remains the same with perceptual expansion, the number of words that the eyes fixate on increases.

So basically, the brain receives 5 times more information within the same amount of time.

This technique is the hardest to master and takes the most time to learn. You’ll need help from speed reading tools in order to practice the perceptual expansion method.

However, once you master it, this technique will offer you the fastest reading pace with the maximum knowledge intake.

The Best Speed Reading Apps

The easiest tool to aid any process in any part of life these days is your smartphone.

You can use mobile applications to learn speed reading on the go. It has been proven that regularly practicing speed reading is the fastest way to learn this skill. [2]

Here are a few great options to look into:

Advertising

1. Reedy

If you own an Android smartphone, you can download Reedy to your mobile. Otherwise, get the chrome extension on your laptop to enjoy speed reading with Reedy.

This app trains readers to read faster by displaying words one by one on the screen. Instead of having to go through lines or long texts, Reedy prepares the user to focus on one word at a time.

Although this isn’t an effective method to learn speed reading long texts, it is a great way to start.

Once your brain gets used to the idea, you can shift to another app to train speed reading sentences or longer texts.

2. ReadMe!

Whether you’re an android or iOS user, you can take advantage of the ReadMe! application. This app even comes with some e-book options to practice speed reading on.

Start by choosing your desired font size, color, layout, etc. Other than that, there are different reading modes for the user to choose from.

If you want to practice reading sentence by sentence or in short paragraphs, you can choose the focused reading mode.

The beeline reader mode changes the color of the text to guide the eye to read from the beginning to the end at a certain pace.

Lastly, there is the spritz mode in which the app focuses on chunks of words at once. This controls the reader’s peripheral vision. However, this mode is not fully available in the free version of the app.

3. Spreeder

Spreeder is available on both iOS and Android. However, users may also gain benefits from Spreeder’s website. This application lets the reader paste in any text that they would like to speed read.

Starting off at a rather low speed, the app flashes words one by one. Gradually, as the user becomes more comfortable, the speed increases.

Slowly, the user is trained to speed read without having to skip any words.

This app is different from the rest because it tracks the user’s reading improvements, recording the overall reading time and speed.

The progress and improvement are tracked in order to motivate the user to perform even better.

Advertising

Adjustable settings, such as the speed of the text, background color, etc. are in the control of the user.

The Controversy Surrounding Speed Reading

Truthfully, speed reading does sound too good to be true. It’s hard to believe that it is humanly possible to attain such a fast pace in reading without compromising the quality of information you receive.

Perhaps as a result, there are people who do not trust the process of speed reading. They believe that when you read through a text at such a high speed, you cannot comprehend the information successfully.

According to these people, your brain is unable to process information at the speed that you’re reading, and so, they regard speed reading as problematic.

It is true that speed reading will be of no use if you do not understand the text you’re reading, no matter how quickly you did it.

Similarly, if you were to read slowly and still not retain or understand the information you read, that would be useless, too.

However, there a few factors to consider here. When reading at a normal pace, there is enough time in between every step of the process for the brain to get distracted.

Conversely, speed reading leaves behind no time for the brain to focus on something else. It is unlike skimming. No part of the text is skipped, which means that the brain receives every single bit of information.

Conclusion

Keeping all of this in mind, speed reading cannot be labeled a hoax or a failure. Science has backed up this technique, and numerous readers have been using this skill to improve their learning ability.

At the end of the day, it is your decision whether or not you want to trust this process.

However, if you decide to take advantage of the opportunities speed reading provides, you will find a world of possibilities opening up to you.

We live in a fast-paced world. Consuming information faster will help you keep up with that pace and find further success.

Speed Read Like a Pro!

Featured photo credit: Blaz Photo via unsplash.com

Reference

Read Next