Create Gmail rules for (almost) everything

Contents
  1. Organize and store your Gmail email
  2. Create a brand new Gmail rule
  3. Create a Gmail rule from existing emails
  4. Manage rules in Gmail
  5. Other Gmail Rules to Help You Stay Organized

Organize and store your Gmail email

Apply filters to your Gmail account to control how emails are tagged, automatically archived or deleted messages, or starred messages. You can even create filters that forward emails to another address or move messages with file attachments to a specified folder. There are two ways to create rules that automatically filter email. Create a new line from scratch and enter all the requested information. Or, select one or more email messages that meet the rule’s criteria and create a filter based on the header or content information.

Create a brand new Gmail rule

To create a brand new Gmail rule:

  1. Open Gmail in a web browser.

  2. Select drop-down arrow Search email

  3. On screen Search email select one or more criteria for the new rule:

    • From † Select the email address of one or more specific senders.
    • To who enter an email address sent to one or more specific recipients.
    • Subject † Enter partial or full text in the subject line of the message.
    • Contains words † Filter messages based on specific words in the email body.
    • Does not contain † Filter messages on specific words that are not in the body.
    • Mate † Filter messages by size greater or less than a certain base dimension.
    • date in filter messages as they are sent. Several predefined intervals are available.
    • Search † Limit the filter to specific folders or labels, or search all email.
    • Has an attachment † Only apply the rule to messages that contain attachments.
    • Do not enable chats Only apply the rule to emails; don’t chat.
  4. Select Create filter

    To view a list of posts that match the rule’s criteria, select Search

  5. Check the box next to the options that define the behavior you want to apply to this rule. For example, check the box Skip Inbox (Archive) to automatically archive messages that meet the specified criteria.

  6. Select Create filter to activate the new rule.

Create a Gmail rule from existing emails

When you receive an email that you want to automatically move to another folder, mark as read, or delete, create a rule from the selected message.

To create a rule from an existing email:

  1. Open Gmail in a web browser.

  2. Check the box next to the message that matches the criteria for your new rule.

  3. Select Yet (three vertically aligned dots on the Gmail toolbar).

  4. Select Filter similar posts

  5. Select or edit criteria to apply to the new rule. Some options may be pre-populated with information from the selected message.

  6. Select Create filter

    To show which posts match the specified criteria, select Search

  7. Check the box next to the options that define the behavior you want to apply to the rule. The following options are available: Skip Inbox (Archive) Mark as read label, And remove

  8. Select Create filter to activate the new rule.

Manage rules in Gmail

After you create a set of rules, you can change or delete the rules as your needs change.

To manage Gmail filters:

  1. Open Gmail in a web browser.

  2. Select Institutions (gear icon).

  3. Select Institutions

  4. On screen Institutions select Filters and blocked addresses

  5. To edit a rule, select change † To remove a rule that no longer filters your email, select remove

Other Gmail Rules to Help You Stay Organized

One of Gmail’s features is the ability to create multiple aliases associated with your primary email address. This can be done with a plus sign or a period. In either case, email addressed to these aliases will be sent to your primary Gmail account. To filter messages from a specified alias, create a rule with the alias as the criteria, and then assign rules to the behavior.

  • Using the plus sign (+) : Place it after the body of the email address followed by additional text. For example, the alias scottorgera@gmail.com, which has changed to scottorgera+lifewire@gmail.com, can be given to anyone who wants information about Lifewire articles. You don’t need to register this alias with Gmail, because Google only uses the characters before the plus sign to route the message to your inbox.
  • To a period (.) : Place it somewhere in the Gmail address before the @ symbol. Points are ignored by Google. For example, valid aliases for scottorgera@gmail.com are scott.orgera@gmail.com, sco.ttorgera@gmail.com, scottor.gera@gmail.com. No additional characters can be added.

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