There are people that they receive dozens and even hundreds of emails every day. They may be subscribed to various newsletters, receive advertising offers, have business matters to attend to, or simply their contacts write frequently. This is not a problem, since In Gmail there is enough storage, what you have to do is learn to organize your messages using filters.
But how overwhelming can be enter and observe the tray full of messages that are gathered one after another and not knowing where to start reading. Or having to turn from window to window to decide who to respond to first and determine which emails are more important than others.
In order not to have this problem, the key is to organize your messages using filters. Here we are going to tell you how to create them easily on any device and several tips to manage your email like a professional.
What are Gmail filters and what can I organize with them in my email?
Filters are criteria used to divide the emails that arrive in the inbox, allowing you to have a better organization, which at the same time translates into greater performance in daily activities by not wasting time with messages of little importance.
This segmentation that happens automatically once you make the configuration, It prevents personal messages from being mixed with work messages or the news you have subscribed to with what a client has replied to you. Logically, you will pay attention to the priority and in your free time you can check the rest.
What are all the filters that can be created in Gmail and what is each of them for?
Natively, Gmail includes several filters that make it possible to quickly locate emails. These are located in the left side menu and are there since you create the account. But that is not a limitation, you can create the filters you need according to the movement you have.
The main filters that you can find by default in all Gmail accounts to organize your inbox are the following:
- Received: here are all the messages that arrive in the inbox without any distinction.
- Tags: you can have as many as you want and use the colors red and yellow to highlight them. The emails that are less important are left unmarked.
- Paper bin: If there is a user who frequently sends messages that you are not interested in, you can delete them automatically.
- Mark as read: there are emails that you do not need to read because the information they bring is specified in the subject. A filter that marks them as viewed is sufficient.
- Bookmark highlights: It is useful for keeping control of important messages. They will be marked with a star and will appear in the “Featured” section on the left side.
- Spam– Automatically move junk emails that are received daily in the Gmail account.
Another simple option is to put a keyword in the inbox search engine and then filter according to these criteria:
- From– Analyze by senders. You can search by name or by email.
- For– specifically filter the messages that were sent. When you type in a name or address, they will appear in order of departure.
- Affair: If you remember the reason why you sent the email, typing it in the search engine will indicate the related suggestions.
- Contains words: use search-related keywords. For example, if you are looking for a payment, you could put who you made it to followed by the word receipt or invoice.
- It does not have: here we are going to use a word that does not appear in the message we are looking for, thus eliminating unnecessary options.
- SizeIf it contains a large attachment or is not just a text message, you can enter its size and it will be easier to search with this filter. The search engine gives you the option to approximate its weight in MB.
- Date range: getting an idea of how long ago the email was sent is helpful. The options go from one day onwards and only the messages from that period will be searched.
- Look for: here the scan is limited to a specific line of the inbox; for example sent, received or trash, among many options.
- Contains attachments: makes the difference between simple emails and those that contain extra images or documents. It is another way of discarding.
- Don’t include chats: If we do not check this option, conversations may appear that are not related to our search at all.
Learn step by step how to create a simple filter in Gmail from any device quickly and easily
Gmail allows you to implement all the filters that are necessary and once created you can combine them with each other.
Thanks to this, you manage your emails and organize them automatically in the inbox according to your criteria:
On Android
To make use of filters on Android you should create them in a web browser.
What you do have is the option to search for emails according to certain searches from the Gmail application:
- Opens your application of Gmail.
- Locate the section “Search email.”
- A) Yes you will be able to achieve a better search of the information you require at that time.
In the computer
There is a simple way to create a filter from a message that has reached us by email.
To do this, we enter the web browser and follow the following steps:
- Open your Gmail account.
- Check the box that appears right next to one of the received messages.
- Press on “Filter messages like these” in the bar above the received emails.
- In the tab that opens, enter the criteria you want to apply.
- Finally, click on the option “Create filter”.
We teach you step by step how to create advanced filters in Gmail like an expert from scratch
For create an advanced filter we must get hold of the configuration of our email account. What you have is to follow in our footsteps and you will do it in no time, like a professional.
Go for it:
On Android
Directly in the Gmail application on Android it is not possible to create filters, so it is necessary go to the web browser, typing the page of Gmail and there carry out the steps as they would be done from a computer.
In the computer
The way of create a filter on your computer It is very simple.
We will do it by entering from the web browser following these simple steps:
- Sign in on your bill Gmail.
- Click on the gear icon, located in the upper right corner which is the “Setting”.
- Pressing displays a menu, opens “See all settings.”
- In the new tab open the section “Filters and blocked addresses.”
- Go down until you get “Create a filter.”
- There a window opens that you must fully configure to customize it.
- Once you fill in the criteria, you step on the button “Create”.
Tips and tricks to improve the management and organization of your email in Gmail like a pro
Without thinking twice, we affirm that Email is one of the tools that makes work easier today if we learn to manage it correctly. However, it can become an obstacle in productivity when disorganized, spending a lot of time locating the really important things.
To get the most out of your Gmail account, we bring you five tips with which you will learn how to better manage your email:
Learn to use labels
This is one of the simplest ways to sort the emails that arrive in the inbox. It can be done according to the sender or by the theme of the same. Using labels has its advantages, including find messages easier, you can use several for the same email, you can assign them colors to differentiate them and even if at a moment you decide to remove the brand, that does not mean that the message will disappear.
Create filters
As we have explained in this course, this is another useful tool to segment the content of the inbox. One of the advantages is that once configured, the rest of the work is done automatically when a message arrives. When it comes to saving time and being productive, using filters is a must-have. The initial configuration will depend on the needs and priorities that we have, but there are parameters for all tastes. And the best thing is that you can create whatever you need.
Unify accounts on the same server
You may have accounts created on different mail servers or different addresses with the same company. To manage everything comfortably, it is best to see them all in a single inbox. By making use of this function, we will avoid changing pages and constantly entering the credentials to manage the different accounts. Just go through the main account settings panel and link the emails.
Add extensions
In the Chrome browser app store you will find hundreds of extensions that will help you improve email management and productivity Gmail. There are extensions that allow you to view excerpts of the received message, schedule the sending times, notify you if they have read what you sent and many more.
All you have to do is place the name of the extension in the search engine, the tool will appear along with a brief description, the functions it performs and the opinion of the users. It’s as simple as adding to Chrome and doing a few simple linking steps.
Use automatic responses
Create an automatic reply allows you to stay in touch with your followers quickly especially when you have things to attend to, indicating that you are absent, but that you have received the message and will respond shortly.
In the settings you can design a short message that will be sent every time an email arrives. You must bear in mind that it will be the same for all contacts, since this function cannot be customized. With these tricks you will become an expert in managing your Gmail account. The key is to learn to use the main functions so that the mail is an ally in your tasks and not a hindrance that consumes you too much time, reducing productivity.