Gmail Filters are a great way to improve your inbox productivity. While Gmail filters have been around for years, the average Gmail user hasn’t taken advantage of such a powerful productivity feature.
In this article, we will outline some of the most effective ways to set up your Gmail Filters to maximize productivity. This will include filtering emails based on the email sender, the content of an email, and a few other Gmail Filter use cases.
If you are new to Gmail Filters, you may want to start with our guide on how to create Gmail Filters.
Gmail Filters allow you to manually create rulesets that will automatically filter and triage incoming emails for you. The filters you create will be based on information found in an email message such as sender email address, subject, date, and more. Some of the most common email filters will be focused on prioritizing key email senders that you will receive email from; for example, emails coming from your boss may be marked as important and placed in a new folder, or any emails from an online store can be automatically marked as read.
Let’s be honest, in your workflow, some email senders are more important than others. This could include emails from your project manager, your boss, or even your partner. At the end of the day, some of the contacts in your mailbox will send emails that you will not want to miss. So why not create a Gmail Filter to prioritize key contacts?
While some senders should be prioritized in your inbox, others may be more of a distraction and should be filtered away so you aren’t interrupted in the middle of your workflow. Emails from online store marketing teams, that SaaS tool that you trialed, or from your favorite social media platform can be easily marked and filtered away so you can stay productive.
When it comes to treating email distractions, you may want to simply mark them as read so you can search them out later, or move them to a new folder to be reviewed later - when you can spare a few minutes and your attention isn’t as critical.
While some contacts are critical to your workflow, so might be certain types of emails. Emails from your financial institution, bills to-be-paid, or emails about project milestones may be important to keep you productive.
Thankfully, it isn’t too hard to create an email filter that can query the content of emails to pick out the ones that are important to you. Then it is as easy as ensuring that all of those emails are marked as important moving forward so you never miss the type of content that is critical to you.
A lot of the time an email needs to be forwarded to someone on your team or another part of your company. For example, if you are receiving bills from a vendor that your finance team needs to action, why not set up a Gmail Filter to automatically do the forwarding for you?
It is important to note that email forwarding can become quite a headache to the receiver that you’re forwarding the emails to if your Gmail filter is incorrect. Be sure to triple-check your filter before setting and forgetting your new auto-forward to avoid passing your clutter to someone else.
Sometimes, no matter your best efforts, Gmail may be marking someone as Spam - even if they are not. The most common cause of this is likely since the email sender is operating on a new mail service or domain name that hasn’t developed a rich and trustworthy history of sending good emails. Think of it as a credit score for your email address -- those with a poor score get sent to Spam because they start without any history.
Thankfully, you can create an email filter for a sender or type of email to ensure that their emails are never sent to Spam and always make their way to your inbox. This is a great use case for someone that you want to receive emails from but shouldn’t be the top priority in your inbox.
Your priorities are always evolving and so should your inbox. Maybe you don’t need to auto-forward emails to Finance anymore, or you have a new boss that should be prioritized. No problem, update your Gmail filters to stay on top of your workflow.
Setting up and staying on top of a handful of Gmail filters can quickly become a time-consuming and ongoing task. If you want to prioritize key contacts in your inbox, filter out unwanted emails, and stay on top of certain types of emails, you should try InMoat for Free for 30 Days.
InMoat makes email filtering for Gmail as easy as selecting your email priorities. Afterward, all you have to do is continue to use your inbox as usual and important emails will always be front and center in your inbox. Everything else is filtered away for you to review when it is convenient for you. With InMoat you can have a more productive inbox that evolves with you so you don’t have to worry about keeping your Gmail filters updated every month.