What is an email filter?A filter is when you create a set ofcriteria to make sure that emails from orto specific people (or that containingcertain words) bypass your inbox andgo straight into folders.They are invaluable for people thatwear a lot of hats, spin a lot of plates, orwho get a tonne of emails!
Why would I want to filter my emails?Ideally you should be having newsletters sent to an email address solely fornewsletters and updates (emails from Amazon and LinkedIn etc) as thisprevents your inbox being clogged up with unimportant messages. However, Iknow that most people don’t do this so filters are the next best thing. If you import other email accounts into a main Gmail one, you canmake sure that messages for these accounts bypass the inbox andgo straight into labelled folders If you are running a marketing campaign, all the incomingmessages for the campaign can go into one folder and you won’tlose any in your inbox. Filtering them also saves time moving theminto a folder yourself Filters are also useful if you have more than one email user namelinked to your company. (info@, help@, enquiries@ etc) with filtering,these messages get labelled and even filed if you want them to
Sounds Great! So how do I set up the filters?1) Once you’ve created a Gmail account (or if you have one already) click on the cog symbol in the top right hand corner of the screen Select ‘Mail Settings’ Now click on the tab labelled ‘Filters’ Then select the option ‘Create New Filter’
2) A little pop-up box will appear for you to enter the details of the company or person whose emails you would like to filter. Enter in all the details you know, then click ‘Create Filter With This Search’ which is in very pale writing at the bottom right.
3) You are now presented with various check-boxes that will set the perimeters of the filter. I’m going to use LinkedIn email notifications as an example, so I’ve typed the word LinkedIn in the ‘From’ box at the top.I’ve selected LinkedIn emails to: Skip the inbox and go straight to a folder I’ve called LinkedIn Have the label LinkedIn applied Never be sent to the spam folder Never be marked as important If I already had emails from LinkedIn in my inbox, they would show up at the bottom as ‘conversations’ and you would check the tick box to have them included in the filter.
And that’s it!It’s a really simple process and you can amend thefilter settings whenever you like.Now you have an orderly, clear inbox and are free tohappily go about your business in a productive manner.
I hope you’ve enjoyed the presentation – itwas my first one!For more tips, tricks and advice on workingbetter, please check out my Chaos Killerproductivity blog