How To Create Email Rules In Gmail

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Remove newsletters, marketing emails and spam from your inbox for good. Automatically move emails from important contacts to a priority queue. Find old and unimportant emails and delete them in bulk to free up space in your inbox. A few Gmail filters are all you need.

How To Create Email Rules In Gmail

Filters let you create rules for how Gmail handles incoming email. These rules tell Gmail how to manage your email for you, so you can automate the process of organizing your inbox. Here’s everything you need to know about Gmail filters and the most useful filters to install now.

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Or click a new filter in Gmail settings, by clicking the gear icon, select “Settings”, select the “Filters and blocked addresses” tab and click the “Create a new filter” link.

Create a filter from a specific email by opening the email, clicking the “More” button and “Filter messages like these”.

If you used the “More” option on a specific email to open the create filter menu, Gmail will automatically fill in the email address for you:

After choosing your filter criteria, click the “Create a filter using this search” link to determine what Gmail does with emails that match that filter:

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If your filters aren’t applied correctly or you no longer need a filter you’ve created, it’s easy to edit or remove Gmail filters:

Before we get into the different ways you can use Gmail filters, let’s review the different types recognized by Google. Use these to create more powerful and accurate filters:

With that in mind, we’re ready to start creating filters in Gmail. Here are some of our favorites.

Note that most of the examples below are based on newsletters and marketing emails, but if you adjust the words or phrases you use for your filters, you can use the following steps to target all types of return emails you receive, such as receipts from Amazon, bills from your utility company , or those “Fwd:” emails your friendly family members send you.

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Manually removing every newsletter and marketing email that lands in your inbox is an epic waste of time when you can have Gmail do it for you automatically.

This filter tells Gmail to trash these messages by looking for the word “unshare” in the body of the email:

Now all emails containing the word unsubscribe – which will include most newsletters and marketing messages you receive – will automatically be sent to your trash.

If you find that this filter doesn’t cover everything, expand it to include other keywords that are common in newsletters and marketing emails. Open your filter to edit it and add all the words you want to filter on, and separate each one

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Cancel or “View in browser” or “View as web page” or “Privacy policy” or “Click here” or “View online” or “Update your settings” or “Unregister” or “Manage your account to be”

Open any newsletter or marketing message that passes your filter and look for keywords and phrases that are rarely used in other types of email. When you find one, add it to your filter.

Warning: Gmail automatically removes any email that uses one of the keywords or phrases in your filter. You only have 30 days to restore deleted items from the Recycle Bin before they are permanently deleted. If you think the filter might be pulling personal email, be sure to scan the deleted items at least once a month, or consider using the archiving method described in the following example.

Auto-archiving newsletters and marketing emails works well if you’re worried about accidentally deleting something important, but my personal favorite use of this filter is for businesses that occasionally send out promotional codes.

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Here’s an example: Every time Kohl’s has a sale, I don’t need a notification in my inbox. But if I have the Kohl’s marketing messages archived, I can search the last marketing messages I received before I start shopping to see if they contain a coupon code.

This filter sends all emails containing the word unsubscribe to the “All Email” folder. Even if you don’t see the emails in your inbox, you always have access to them in your archive.

If you want to read the marketing emails and newsletters you receive, but just don’t want them clogging up your inbox, create a filter that automatically sends those emails to a workplace. If you don’t have a label in Gmail, create a new label:

In the Gmail sidebar, expand the menu and scroll down until you see the “Create a new label” link. Click the link.

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Gmail labels work like folders in Outlook and other email programs. Use them to group emails into meaningful groups.

Gmail will now automatically forward all emails containing the word unsubscribe to the label you’ve chosen. They won’t show up in your inbox, but they will show up as unread in your new label for review when you have time.

The three examples above show how to use filters to delete, archive, or forward emails, but what if you want to apply these filters only to specific types of email or emails from specific senders? There are several ways to create more precise filters in Gmail.

1. Filter by email address: If you want to automatically delete, archive, or label an email from a specific sender, enter the sender’s email address in the “From” field of the label creation form, then click Filter Action Select Email Address to the appropriate (delete, archive or tag).

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2. Filter by email domain: If you want to automatically delete, archive or tag emails from all senders from a specific domain/company, type an asterisk before the @ sign (eg: *@) to say whether Gmail will apply the filter. From all emails received from accounts on the same domain.

3. Exclude certain senders from large filters: If you want to automatically delete most marketing emails but still want to receive them from a specific company, use the exclusion operator to tell Gmail to apply the filter to emails from that address/company won’t. . Scope Even if you filter by keyword, topic or other criteria, in the “from” field of the filter form, type the following:

If you manage multiple email accounts from one central account and want emails sent to each address to appear in separate mailboxes:

This filter is also useful if you are trying to delete an old email address and want to quickly see if you still need to update your email address.

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If you’re interested in managing multiple email accounts from a single Gmail inbox, check out our guide on how to sync multiple Gmail accounts.

Tired of spam piling up in your spam folder? Use this filter to automatically and permanently delete all emails that Gmail identifies as spam when they arrive in your account:

Warning: Although it rarely happens, Google sometimes identifies a legitimate email as spam. With this filter in place, you have no way to tidy up your spam folder to make sure nothing important ends up there.

I write a lot about apps and productivity tools, but when it comes down to it, my favorite place to make a to-do list is my inbox. If there’s one way to make sure I don’t forget something, it’s to email myself a reminder every time I think about it.

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Because I’m just emailing myself reminders about things I need to do—or sending myself links to articles I want to read—I have a filter that automatically tags emails I send to myself. I send tags. Here’s how to set it up:

You can also use this filter for emails that others send you—your boss, a client, an editor, etc.—that always include tasks you need to complete. Simply replace your email address with theirs in the “To” field of the label creation form, or use

If you prefer to manage your to-do list in a dedicated project management tool, combine this filter with one of the following workflows to automatically turn your tagged Gmail emails into tasks in your favorite productivity tool:

Another useful feature in Gmail Filters allows you to search using any filter criteria you create and automatically delete all archived emails that match that filter. This helps you when you run out of space in your mailbox and need to delete items you no longer need.

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This means you are automatically registered

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