7 filters to better organize your Gmail box

Gmail is a great messaging system that offers many possibilities, especially through its filters. Once configured, these filters can add a lot of very handy features to your box.

Here are 7 Gmail filter configurations that will allow you to get rid of unwanted emails, save time and space, and turn your email into a multi-tool.

7 filters to better organize your Gmail box

1. Automatically archive all commercial emails

The automatic archiving filter is very useful if you are worried about accidentally deleting an important email, or if you receive promotional or newsletter emails a little too often. For example, you don't want to receive all the promotional emails that an e-commerce site sends to your inbox. So you decide not to delete them, but to archive them. So, if you ever want to make a purchase from this site, you will only have to search through archived emails to see if there are any that contain promotional codes.

Here are the steps to create this filter which automatically archives promotional marketing emails:

  1. Click the down arrow, which is at the end of Gmail's search bar.
  2. In the " Contains words " field, type unsubscribe . You can also add additional terms using operators like OR .
  3. Click on the " Create a filter " button.
  4. Check the “ Do not show in Inbox (Archive) ” box.
  5. Finally click on the button " Create a filter ".

This filter will transfer all emails containing the word Unsubscribe to the “ All messages ” folder in your Gmail inbox. Thus, you will no longer see promotional emails in your inbox, you can still find them in your archives.

7 filters to better organize your Gmail box

2. Move all promotional emails to a specific location

Let's say this time around, you want to read the business emails you receive, but still keep them from cluttering your inbox. In this case, you can create a filter that automatically routes them to a specific location that you can name whatever you like, " Promotional messages " for example.

To create this location, go to the bottom of the left sidebar of Gmail to find the “ Create Label ” link. Click on the link then enter the name of your new folder (" Promotional messages " for example), and finally click on " Create ". Once you have created the location for the promotional emails, you can now create your filter:

  1. Click the arrow at the end of Gmail's search bar.
  2. In the " Contains words " field, type unsubscribe .
  3. Click on the " Create a filter " button.
  4. Check the “ Do not show in Inbox (Archive) ” box.
  5. Check the “ Apply Label ” box and use the drop-down menu to select the location you just created.

Now, Gmail will automatically forward all emails containing the word “ Unsubscribe ” to the specific location you created. These emails will no longer appear in your inbox, but rather unread in your new folder.

7 filters to better organize your Gmail box

3. Move, archive or delete emails from specific senders

Here we are going to see another Gmail filter that allows you to move, archive or delete certain types of emails or emails from specific senders. You can use three different methods to create this type of filter in Gmail:

  • Filter by email address

If you want to automatically tag, archive or delete emails from a specific sender, enter that sender's email address in the “ From ” field of the filter creation form. Click on " Create a filter " then select the appropriate action for the filter (Apply a label, archive or delete).

  • Filter by email domain

If you want this time to automatically tag, archive or delete emails from all senders of a specific domain / company, enter an asterisk in front of the @ symbol (ex: *@amazon.com ) in the " From " field of the request form. creation of filters. Gmail will understand that it should apply the filter to all emails sent from accounts with this domain.

  • Exclude certain senders from mass filters

This method is useful when you want to automatically delete most of the promotional emails you receive except those from a specific company. To do this you must use the exclusion operator (-) to tell Gmail not to apply the filter to emails from this address / company / domain. In the " From " field of the filter creation form, type for example: – (* @ domain.com) . The filter also works with other criteria like subject, keyword, etc.

7 filters to better organize your Gmail box

4. Create separate mailboxes for different email accounts

For those who manage multiple email accounts from a central account and want emails sent to each address to appear in separate inboxes, here's how:

  1. Create a label for each account.
  2. Open the filter creation form.
  3. Enter the email address of your first account in the " To " field.
  4. Click on " Create a filter ".
  5. Select the “ Do not display in Inbox (Archive) ” and “ Apply label ” check boxes, then select the appropriate label from the drop-down menu.
  6. Click on the " Create a filter " button.
  7. Do the same for each additional account.

This filter moves emails from the inbox to individual folders that function as inboxes of different accounts.

7 filters to better organize your Gmail box

5. Automatically empty the spam folder

Are you fed up with having spam emails all the time in your Spam folder? Here is a Gmail filter that will allow you to automatically and permanently delete each email identified as spam as soon as it is received:

  1. Click the arrow at the end of Gmail's search bar.
  2. In the " Contains words " field, type is: spam .
  3. Click on the " Create a filter " button.
  4. Click the “ OK ” button in the “ Confirm filter creation ” window that appears.
  5. Check the " Delete " box.
  6. Finally click on the button " Create a filter ".

Warning: It sometimes happens, although it is rare, that Google identifies an email as spam when it is not. By creating this filter, you run the risk of losing a “desirable” email that has been mistakenly classified as spam.

7 filters to better organize your Gmail box

6. Create a to-do list

Outside of apps and other productivity tools, one of the places you can create a to-do list is your Gmail inbox. This will allow you to send yourself reminder emails for important things you need to do. To do this, you can create a filter that automatically marks the emails you send to yourself with the label " To do ". Here's how to configure this filter:

  1. Start by creating a “ To do ” label already, if you haven't already.
  2. Click the arrow at the end of Gmail's search bar.
  3. In the " From " field, enter your email address.
  4. Click on the " Create a filter " button.
  5. Check the “ Do not show in Inbox (Archive) ” box.
  6. Check the “ Apply label ” box and use the drop-down menu to select your to-do label.

This filter can also be used for emails that other people send to you (a customer or your boss for example) that contain tasks that you need to accomplish. To do this, simply replace your email address in the "From" field in the filter creation form with theirs. You can use the OR operator to list several addresses at once (for example, “ myEmail@gmail.com OR patron@gmail.com OR client@gmail.com “).

7 filters to better organize your Gmail box

7. Use filters to delete old emails

This last Gmail filter is particularly practical. It allows you to do a search with any filter criteria you have created, and automatically delete all archived emails that match that filter. This is a good way to free up space in your inbox, for example, by deleting emails that you no longer need. For example, think of promotional emails that you have archived, you could delete them all to make room on your Gmail account. Here is how it works:

  1. Click on the gear icon in the upper right corner of your account.
  2. Click on “ Settings ”.
  3. Go to the “ Filters and blocked addresses ” tab.
  4. Click the " Edit " link next to your promotional message filter.
  5. Click on " Continue " in the filter creation form without modifying any of the filter criteria.
  6. Clear the " Do not display in Inbox (Archive) " check box.
  7. Check the " Delete " box.
  8. Check the box " Also apply the filter to # matching conversations ".
  9. Finally click on the " Update filter " button.

This will automatically delete all emails previously archived by your promotional email filter, freeing up a lot of space in your inbox. Once Gmail has finished deleting the affected emails, all you have to do is change your filter so that it resumes archiving promotional emails. You can repeat this process whenever you want to free up space on your account.

7 filters to better organize your Gmail box

How to edit or delete Gmail filters

If you no longer need a Gmail filter that you created, or if it doesn't work the way you would like, it's very easy to delete or edit it:

  1. Click on the gear icon .
  2. Click on “ Settings ”.
  3. Go to the “ Filters and blocked addresses ” tab.
  4. Find the filter you want to edit / remove.
  5. Click on the " Edit " link to update the filter, or remove it altogether by clicking on the " Remove " link.

There you go, I hope that these few tips will allow you to get even more out of your Gmail box!

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