Using Filters in Gmail

Gmail is a powerful email client based in part on its ability to apply an infinite number of filters on incoming and outgoing emails.  If you are unfamiliar with the concept of email filters, they are a set of rules you set up that determines what happens to certain emails when they come into your inbox or out of your outbox.

You can create filters in at least three different ways (there may be more, but this is what I have found so far).  The first is from the search bar at the top of the Gmail tab in Chrome (please tell me you are not still using IE).

The search bar looks like this.  Notice the small down arrow to the left of the magnifying glass

The down arrow to the left of the magnifying glass gives you quick access to creating filters.

Here you can set what emails will be filtered.  They can be filtered by incoming/outgoing email address, subject line, key words, or lack of key words.  You can even filter based off of attachments and email size, or combine multiple parameters.  This is useful if you want to filter emails from a certain person on a specific subject.  Once you have put in the parameters select "Create filter with this search" in the lower right corner of the dialogue box.  This will take you to a new window.

This window lets you determine what will happen to emails that match the parameters you set up in the previous window.  A quick run down:

• Skip the Inbox automatically archives the message so it never makes it to your inbox.
• Mark as read delivers the email to the inbox but as an already read email.
• Star it flags the email for easier access via the "Starred" tab on the left hand menu.
• Apply label will automatically label the email for quicker searching and organization.
• Forward will auto forward the email to a specified email address.
• Delete will delete the email.
• Never send to Spam will white list the email to make sure it doesn't get delivered to the spam.
• Send canned response will auto reply to the email with a pre written response.  (You have to create it).  You can find directions here.
• Mark as important will mark email as important.  (Useful if you use the priority inbox).
• Never mark as important is the inverse of the previous
• Categorize allows you to sort the emails into predetermined inboxes.  (You must have the inboxes set up before you can categorize emails).

Once you set up your filtering options you can apply the filter to emails currently in your inbox by checking the box at the bottom of the screen.  Now that everything is set up as you want, click "Create Filter" and you are done.  You can now rest assured that your inbox is working for you instead of against you.

The second way to create filters is through the settings cog on the right side of the screen.  Click on the Cog>Settings>Filters.  From their you can create and edit filters to your heart's content.

You can create a new filter by selecting "Create a new filter" at the bottom of the screen.

The third is from within an email itself.  To the right of the reply button there is a down arrow.  Click on it and then select "filter messages like this".  Follow the same steps as above.

Bonus Tip:  If you don't want to give out your email address because of fear of spam, throw in a couple of periods into the first part of the email address.  Gmail doesn't recognize the periods so they still get delivered to you.  You can then create a filter to automatically trash any email that comes to that period ridden email address.