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How to Use Gmail Search to Clean up Your Email Archive

How to Use Gmail Search to Clean up Your Email Archive

Clean up Gmail

    I am not a fan of deleting emails from my Gmail.

    The reason is simple: I love Gmail search and I often use it to find past conversations and bring up old contacts. I receive and read my email using Thunderbird, but I use the Gmail web interface to find all the past correspondence (which can be accessed from any computer — provided I remember my login details).

    However, in some cases there’s absolutely no point in saving some of your emails — you’ll never get back to them. So why clutter your email archive?

    The Basics: Deleting Emails in Gmail

    In case you don’t know how to delete all emails filtered by your search, here’s a quick how-to:

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    1. Select “All”
    2. Then click “Select all XXXX conversations in Search results
    3. Delete

    Delete all emails

      Tip #1: Delete Automated Updates

      Search: [from:noreply* OR from:do-not-reply* OR from:donotreply* OR from:notification*]

      This way you’ll filter out all the automated updates that come from bots (such as social media friend requests (noreply-xxx@plus.google.com), calendar reminders (noreply@zohocalendar.com), etc.). Chances are, you’ll need those updates only once in a lifetime.

      Automated emails

        Bonus Tip: Don’t create a filter to delete those emails, as this will delete all the future updates as well. Instead, create a calendar reminder to do the regular clean up at least quarterly.

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        Tip #2: Delete All Blog Comment Notifications

        Search: [from:wordpress* OR from:disqus]

        If you are a blogger who hasn’t disabled comments, you’re probably getting email notifications each time a comment is pending approval or waiting for your reply. While these are probably useful for a “one-time notification”, there’s no reason to keep them in your inbox/archive.

        Delete All Blog Comment Notifications

          Tip #3: Clean Up Email Subscriptions

          Search option one: [unsubscribe]

          Search option two: [from:news* OR from:digest* OR from:auto* OR from:reports* OR from:*mailer*]

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          Not all emails here are likely to be worth deleting (I usually refer back to my most important email subscriptions if I forget a link or need a citation for a blog post, for example). But this search is a great starting point. Now you can go through search results and check any email you don’t think you need to keep. Simply click on “Filter messages like this” and create a filter to delete all of them.

          Filter messages like this

            You can also unsubscribe while you are there to prevent future emails. I mean, it’s a good thing to clean up your email subscriptions as well while you are there…right?

            Bonus Tip: And there’s an app for that! Unroll.me is a great online tool that lets you sign in (using Gmail authentication) and then scans your email inbox for possible subscriptions. You can unsubscribe from any of the emails right from within the tool interface:

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            unroll.me

              Emails I Never Delete

              Like I said, I love my Gmail inbox for archiving all of my correspondence for me and keeping it in “the cloud”. No matter how often I move from computer to computer or change email clients, I can always rest assured that my email archive is intact.

              As a result, I don’t like deleting too much of my email — especially the following types:

              • Personal correspondence with my contacts (obviously);
              • Invoices and payment confirmations;
              • Brand-name tracking updates (from Google Alerts, for example). These could be turned into the great source of brand-growth analysis. Besides, they can be used to later bring up your brand promoters.

              To make sure I never accidentally delete important emails when doing regular clean up, I create a “Always mark it as important” filter.

              Filter important emails

                Do you have any tips for cleaning up your email inbox? Please let me know in the comments!

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                Last Updated on November 19, 2019

                10 Smartest Productivity Software to Boost Work Performance

                10 Smartest Productivity Software to Boost Work Performance

                Productivity is the ability to perform tasks efficiently and in a timely manner. In today’s busy and competitive business world, productivity is paramount for any business, organization or corporation.

                Productivity is more than just performing tasks successfully. It is about investing and allocating resources, so the company or business can perform to meet its core goals.

                As part of 2019, it is important to commit to new goals. When shopping around for new productivity software keep in mind the following things: cost, reliability, cross-platform compatibility, on the go, technical support, etc.

                In the subsequent sections, we will examine the most recommended productivity software in the marketplace. In addition, we will look at what makes them tick and what separates them from the rest of the pack.

                Projects and Tasks Management

                1. Monday dot com

                  Monday dot com was founded to create a team management solution so people connect to workplace processes across any industry. The productivity tool is used in more than 140 countries.

                  The user interface is intuitive and impressive. It makes collaboration productive and fun because of its simplicity.

                  The tool is deemed to have one of the best user experiences across the mobile and online project and task management platform.

                  The product includes usability, customization, admin control, group management and control, private or public control, in-group messaging and more.

                  Check out the software here!

                  2. Asana

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                    The mantra behind Asana’s product is to enable teams from across different organizations to work together effortlessly.

                    The software comes with lots of customizations. When you create a project as a user, you can choose between a traditional task view and the kanban-style board view. The dashboard allows you to see the progress on a project, and it includes an excellent advanced set of search tools.

                    Also, Asana’s Android and iOS apps do retain the web interface’s clean look and feel.

                    Check out the software here!

                    3. Trello

                      Trello was founded in the summer of 2010 and two years later the platform added 500,000 members. Anyone within sales, marketing, HR and operations can collaborate successfully with this product.

                      Moreover, the tool has over 100 plus integrations with Google Drive, Slack, Jira and others. The product works flawlessly across various platforms.

                      Some of the well-known features includes is speed, easy-to-use, and set up. The interface includes due dates, assignments, file storage, checklists and more.

                      Check out the software here!

                      4. Jira

                        The Jira software is flexible and heralded as the next-generation project.

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                        The software allows teams to design and adapt the software to an organization’s needs. This includes having visibility into long term goals, project roadmaps, status of work, real-time release information and more. In addition, the interface is customizable.

                        The Atlassian Cloud does not support multiple separate domains, subdomains or domain aliases in Google Apps.

                        Check out the software here!

                        5. Evernote Business

                          Evernote was founded in 2008 and reached 11 million users by 2011. The company was founded on the premise that their product should address the ever-increasing volume and speed of information.

                          The product helps bring together groups of teams because of versatility and functionality. It creates documents, collaboration on projects, store information all a single location.

                          Moreover, you can find information quickly and includes effective search capabilities and integrations with existing tools you may already use.

                          Check out the software here!

                          Communication

                          6. Slack

                            Slack was founded in 2013 and the tool is heralded as a collaboration hub. Slack is where productivity happens. When you start a new project, hire new staff, deploy a code, review a sales contract, finalize on a budget, Slack covers all of these. Some of the major highlights include highly customizable notifications and seamless integrations with other collaboration and office tools. The free version of the software comes loaded with features, but does not archive old message. So, you have to review what are the best options for your organization or business.

                            Check out the software here!

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                            7. Spike

                              Newcomer Spike makes emails more conversational by helping teams maintain productivity, communication, and collaboration. All of these are achieved from within their inbox.

                              Spike works on top of any existing email (O365, G suite, and IMAP) turning it into a real-time messenger and making your communication much more functional and efficient.

                              Spike’s features include built-in groups and channels, voice and video calls, email encryption, instant access to all your files, and much more.

                              Check out the software here!

                              Creation

                              8. Office 365

                                Microsoft’s Office 365 could not be excluded from the conversation and especially as it pertains to productivity software.

                                Of course we are all familiar with Word, Excel, PowerPoint, and Outlook. But there is more capabilities that come with it.

                                You have business-class email, online storage space, and teamwork solutions. These services can be accessed from just about anywhere.

                                Within this suite is Microsoft Sway, which is a presentation software and a step above PowerPoint.

                                Check out the software here!

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                                9. Grammarly

                                  Grammarly helps to cut down time on editing. Professionals in several industries like law, healthcare, academia, marketing, engineering and journalism use it to provide instant feedback on the accuracy of writing in English.

                                  Once you install the extension from Google Chrome, you can get corrections when you are drafting an email, using social media and other apps.

                                  Grammarly is AI powered and it’s a wonderful tool to have to check spelling and grammar before a presentation.

                                  Check out the software here!

                                  Team Analytics

                                  10. ActivTrak

                                    ActivTrak is a business intelligence tool that allows you to access team behavior analytics. In other words, it is data-driven.

                                    The pros include two-factor authentication with active directory integration. You can also automate your alerts and it has an intuitive interface with easy-to-use admin controls.

                                    Furthermore, it comes with Google sign-in, iOS app, productivity track, and more. The bottomline is the product offers employee productivity metrics along with team behavior analytics.

                                    Check out the software here!

                                    The Bottom Line

                                    Depending on the size, budget, resources, and immediate needs of your company, not all productivity software will exactly solve your problem. You will have to contact any of the providers above and probe extensively to find the right product that is made for your business.

                                    More Productivity Tools

                                    Featured photo credit: Domenico Loia via unsplash.com

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