(bright music)
- [Scott] Are you sick and tired of having
so many messages in your inbox?
Are you suffering from inbox overload?
Well, today I wanna show
you how to use filters
within Gmail, so number
one, you don't receive
quite so many emails
right here in your inbox,
and number two, so that
you can easily find
special or emails that
are important to you.
In today's video, I wanna
show you how to apply filters
and some of my favorite
filters that help me
keep my inbox nice and clean.
So let's get started with finding out
how we can apply certain filters.
Now there's a few different
ways in which we can do so.
One way is to go to our settings.
We start by selecting the gear icon
and then coming down here
and selecting Settings,
and at the row at the top
we wanna select Filters
and Blocked Addresses, and
near the top you'll see that
there is a heading saying
the following filters
are applied to all incoming mail,
and you can see in this example
I actually haven't applied
any filters at this point.
Now the next step would be to
select Create a New Filter,
but hang on a minute.
That's an awful lot of steps, isn't it?
First we had to click this,
then we had to click Settings,
then we had to click over here,
and then we had to click this.
There must be an easier
way to create a new filter.
Well, there is, and all we need to do
is use the search box at
the top of the screen,
and even before you search
for anything in particular
all you can do is select the
little drop down arrow here
and we can search for particular mail.
Now, near the bottom of
this little drop down box
you will see that there is
not only the search button
but a Create Filter option.
Now, when we hover over
it at first it's gonna say
enter some search criteria
first, and that's true.
We need to give it a little
bit of information first
before we can create a filter.
But this is a very simple
way, this is probably
the fastest way, for you to
create a filter within Gmail.
I'm gonna show you one
other way of doing so,
but it's gonna be particular
to a specific email address
and not a variety of criteria.
Here you can see we can select
different From addresses.
We can select To addresses,
things that are more
than just yourself, maybe if
other people are included,
or maybe you manage
multiple email addresses
within a single Gmail account.
You can include things
such as a subject line,
if the message includes certain words,
or excludes certain words.
We can also filter by the size
of that particular email message.
A few other options,
including a date range,
which inbox, which label has been applied,
and if it has an attachment
or if it includes chats
such as Google Chat.
But let's use a real world example.
So I'm gonna go back to my inbox here
and in this example I've got
a number of newsletters here.
I wanted to make sure that
I had a number of emails
to show in today's tutorial.
But let's pretend that
a number of these emails
are from actual people.
They could be from your boss.
They could be from coworkers.
They could be from clients.
These are emails that
are important to you,
or perhaps some of these are notifications
from other applications, other systems,
that you may be using.
Well, one of the easiest
ways to clean up your inbox
is to make sure that certain emails
don't even start their lives here.
No, we want some of these
emails to go directly
to a separate folder or
in Gmail a separate label.
So I'm gonna use these
Wired emails as an example
and let's pretend that these
Wired emails are something
that are important to me.
They're something that
I would like to read.
They're something that
I do want to review,
but I never need to look
at them immediately.
So I don't want them to hit my inbox.
I want them to go somewhere
else where I can choose
when I want to read them when
I want to deal with them.
So in this case, I can just select
any of these Wired emails.
I'm gonna open up the email,
and here is our third
way of applying a filter.
In this step I want you to
select the little three dots.
This gives us some additional options,
and near the bottom we have
Filter messages like these.
By selecting that it's
automatically going to filter
all of the emails that
have this From address.
Here it's already pre-populated it
because we selected it
from within the message,
and if I click outside of the
search bar for just a moment
you'll see it's already
done the filtering for me.
Now, I haven't actually told
it what I want it to do yet,
but here I've, it's quickly searched
for all of this criteria.
If I go back and select
the drop down arrow
I can add additional criteria if I want,
but really, I just want
anything from this address,
I want it to go somewhere else.
I don't want it to start in the inbox.
So with at least one
piece of criteria here
I can now select Create Filter,
and now I've got a number
of different options
that I can choose from.
So when a message arrives
that matches this search,
in this case, that matches
this email address,
what do we want to do with it?
Well, in this case I do
want it to Skip the Inbox.
I don't want it starting in the inbox.
I don't wanna see it there.
I want to go and look
at it when I want to.
So I'm gonna select this
first criteria here.
You can review the vast
number of other options
that are available to you
including marking it as read,
if you wanna add a star, delete it,
always mark it important, a
number of different criteria
that you can choose.
The only other one I'm
gonna select in this case
is going to be Apply the
label, because I wanna be able
to go and find it and easily see it.
So I'm gonna say choose and label,
and in this case, I'm gonna say New Label
and I'm gonna type in Wired,
just so it's very easy
for me to find all of those messages.
I'm gonna select Create which
is actually just creating
the label at this point.
Just before I select Create
Filter you will notice
at the bottom of this list there is,
the final check box says Also apply filter
to seven matching conversations,
and in this case I do want to apply that.
I want this filter to
be applied immediately
including the messages that
it has found over here.
So I'm gonna select Create Filter.
The filter is created.
I'm returned back to that message
where I started this process,
but I'm gonna start by clicking on Inbox
to show the difference.
So here, within my inbox, you will notice
that I don't have, I have
one Wired message in here,
but I think that's because it's from
a different email address.
See, that's interesting.
This one is from a
different email address.
So that's why this one wasn't filtered.
So, the filter is working properly.
But you will notice that
that's the only Wired message
in this list.
Everything else is not in my inbox.
Everything else is over
here in this new label
called Wired, and now I can
come here and visit this
when I like and review
these particular emails.
What this also means,
because I've now created
this filter, is that any new
messages from that particular
email address will never show
up here within the inbox.
They will all automatically
come here to this label
and I can still be notified of it
when there's new messages.
It'll still be bolded like this.
So I can come down and take a look
and review these emails as I like.
So, think of some examples in your life.
Are you receiving automated notifications
from certain systems or applications?
Are there certain people that
their messages never urgent?
You can maybe come and
check on them once a day,
or once every couple of hours.
You can divert the inbox and
go directly to that label.
Now, the second example
I wanna give to you today
is how you can add labels
to particular emails
that may be very important to you.
So let's say in this
example that this Best Buy
newsletter, I'm gonna say for an example
that this is maybe my boss.
Maybe this is someone important
and I do want to know
when their emails arrive
and I want them to stand
out a little bit more.
In fact, I'd love it if
there was a red label,
something of that effect,
so I can easily pinpoint
those particular emails.
So, in this case, what I'm gonna do is
I'm gonna click on this message again,
and what I could do is
I could come up here
and say Filter messages like
these again if I wanted to.
But I'm gonna do something
a little bit different,
just so you can see how
the search bar at the top
works with the filter option here.
So, I'm gonna open up one
of these messages again
and all I'm going to do is
I'm gonna copy the domain.
I'm not gonna copy the entire thing.
I'm just gonna copy the domain
and I'm gonna put that into the search bar
at the top of the screen.
So yes, once again it's
gonna bring back all
of those messages, and
I'm now going to select
the search options, or
the search criteria.
So instead of just having
those words I'm actually
gonna cut that and put
that into the From field.
So anything that has this in the domain
I wanna create a filter for that.
In particular, I wanna add a label to it.
So my next step is I'm gonna
select Create the filter,
and we're not gonna Skip the Inbox,
because I do want it
to appear in the inbox.
I'm not gonna select really
anything else in this
except for the label option.
So I'm gonna say Apply the label,
and no, I don't want the Wired label
that we just created, I
want something different.
So I'm gonna say New Label,
and I'm gonna say Best Buy,
or maybe it could be the name of my boss.
It could be important.
It could be urgent.
I could say read this now,
whatever label you wish,
and I'm gonna select Create.
Again, that just created
the label at this point.
The last thing I'm going to
do just like in the previous
example is I'm gonna say
Also apply the filter
to 13 matching conversations.
So I want this to be applied immediately
not just for the emails
that I will be receiving
in the future.
So I'm gonna select that box as well
and I'm gonna say create the filter.
Now, what you'll notice in just a second
I've got a new label here, the
label we created, Best Buy,
on all of these messages.
Now, the only reason why
we see the inbox label
at this point is that we
are still in the search mode
or the filtering mode here.
So we're seeing the
search criteria up above,
but if I select our inbox,
we don't see that inbox label
anymore, but you will see
that new Best Buy label.
Now, it's still not quite,
it still doesn't stand out
as much as I would like it to.
So what I'm going to do is
I'm gonna come over here
to the Best Buy label on the
left hand side of my screen
and I'm gonna say change the label color,
and remember, I want it to stand out.
So I think I'm gonna select this red one
with the white text, and
now I think you would
agree with me it certainly stands out.
Every one of those Best
Buy emails has this nice,
big, bright red label beside it.
So if this was my boss, if
this was a very important
customer, or maybe it's
something in the subject line,
remember, there's an awful lot of criteria
that you can use.
Whatever it is, you can
give it this type of label
and when I get a bunch
of new unread emails
I might want to jump
particularly to those emails
that have these types of labels with it.
So, that's how you use
filters within Gmail,
and a couple of examples
of how you can apply it
in a real world situation.
I hope you enjoyed watching today's video,
and I'd love to learn how you may be using
filters within Gmail,
or if you have questions
about using filter within Gmail.
I would encourage you to
give this video a thumbs up,
and be sure to leave me
a comment down below,
and if you haven't yet,
subscribe right here
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I upload new videos each and every week.
Remember, being productive
does not need to be difficult.
In fact, it's very simple.
