Most Gmail users are familiar with the email service’s interface. By default, emails appear into three main categories named Primary, Promotional, and Social. Gmail uses these categories to separate emails sent by marketing or media sharing sites. However, if you need to sift through multiple emails at once, these categories can make your job more tedious.
For better email management, you can create rules to filter more emails in your inbox. With these rules, you can send emails to labels, trash, star, or forward emails. That way, you can click on those filters or labels to test specific batches of emails. Here’s how to create a rule to filter your Gmail:
How to create filters in Gmail
With specific rules, you can forward emails, add them to labels, or send them to the trash. In order for these rules to apply to your email, you need to create a filter. There are three different ways to create filters in Gmail.
How to create a filter using search criteria
The search bar in Gmail already acts as a filter. When used, it generates targeted results based on search queries. Here’s how you can create a filter using search criteria.
Step 1: Open Gmail in your favorite web browser.
Step 2: In the Search bar, click the Show search options icon.
Step 3: In any or all of the fields below, enter your search criteria:
- From
- ARRIVE
- Subject
- There are words
- Not available
- Size
- days within
- Search
- with attachments
Step 3: Click the Create Filter button at the bottom of the search window.
Step 4: In a new window, choose what you want the filter to do when a message matches your search criteria.
If you choose to forward a message, this action will only apply to future emails.
Step 5: After choosing your preferred action, click Create filter at the bottom of the window.
How to create a filter with a specific email
Instead of going through the search bar to set up a filter for your emails, you can bulk select the emails in your inbox and assign a specific action to them. Here’s how to do so:
Step 1: Open Gmail in your favorite web browser.
Step 2: Check the box next to the email you want to use for the filter.
Step 3: Click on the three vertical dots menu in the top right corner.
Step 4: Click on ‘Filter messages like this’ from the displayed options.
Step 5: Enter your search criteria in the new window that appears.
Step 6: Click the Create Filter button at the bottom of the search window.
Step 7: In a new window, choose what you want the filter to do when a message matches your search criteria.
Step 8: After choosing your preferred action, click Create filter at the bottom of the window.
How to create a filter from Gmail settings
You can also use your Gmail settings to create filters. Here’s how to do so:
Step 1: Open Gmail in your favorite web browser.
Step 2: Click the Settings icon.
Step 3: Click See all settings.
Step 4: Click the Filters and Blocked Addresses tab.
Step 5: Click ‘Create new filter.’
Step 6: Enter your search criteria in the new window that appears.
Step 7: Click the Create Filter button at the bottom of the search window.
Step 8: In a new window, choose what you want the filter to do when a message matches your search criteria.
Step 9: After choosing your preferred action, click Create filter at the bottom of the window.
How to edit or delete a filter
If you want to make additional changes to the filter after creating it, or you want to delete it, you should do the following:
Step 1: Open Gmail in your favorite web browser.
Step 2: Click the Settings icon.
Step 3: Click See all settings.
Step 4: Click the Filters and Blocked Addresses tab.
Step 5: Check the box next to the filter you want to edit or delete.
Step 6: Click Edit to update the filter or Delete to remove the filter.
If you choose Edit, a search window will pop up so you can change the filter.
How to export filters in Gmail
If you want to set up the same rules across all your Gmail accounts, you can do so by exporting filters. This is the way:
Step 1: Open Gmail in your favorite web browser.
Step 2: Click the Settings icon.
Step 3: Click See all settings.
Step 4: Click the Filters and Blocked Addresses tab.
Step 5: Check the box next to the filter you want to export.
Step 6: At the bottom of the page, click Export and you will get a .XML file.
How to import filters in Gmail
After exporting the .xml file, here’s how to import it to other Gmail accounts.
Step 1: Open Gmail in your favorite web browser.
Step 2: Click the Settings icon.
Step 3: Click See all settings.
Step 4: Click the Filters and Blocked Addresses tab.
Step 5: At the bottom of the page, click Import filter.
Step 6: Click the Choose File button and select the file with the filter you want to import.
Step 7: Click Open File.
Step 8: Click Create filter.
Bulk Delete Emails in Gmail
While creating a rule makes for better email management, it may not help clear your Gmail storage. To make sure unrelated emails don’t take up your storage space, you might consider deleting messages in bulk.
Categories: How to
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