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How to Use Gmail Filters and Labels (Tutorial)
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- Опубликовано: 14 авг 2024
- Using filters and labels in Gmail is a great way to reduce email in your inbox. By creating custom filters, you can have messages avoid your inbox altogether and make managing email so much simpler.
In this video, Scott Friesen shows you three different ways to apply filters in Gmail. He also gives you step-by-step instructions on how to set up filters and labels to help you be more efficient with your inbox.
00:00 Why Gmail filters & labels are important
00:39 Where to access Gmail filters
02:21 Gmail filter options & advanced search
03:39 How to filter a specific email address
05:19 Understanding Gmail filter choices
08:15 How to add Gmail labels to emails
11:11 How to change the color of Gmail labels
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Scott Friesen is a productivity specialist and founder of Simpletivity training and consulting. He is also a prolific public speaker, workshop leader, and time management coach.
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I implemented your tutorial today, after watching this video and I'm around 15 labels in and labelling has already organised so much of my Gmail Inbox. Thanks for this video! 😁👍
That is so great to hear, Salman. Thanks for watching and sharing your experience!
@DonaldJ Why don't you just use sorcery?
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I'm sure by now you've already been locked out of your gmail due to their "new, improved security" features that screw everyone over. If you still happen to have a functioning gmail, I strongly suggest you forward everything to another email account (non-gmail) for safe-keeping.
I'm shocked and stunned that I actually have watched a how to software video that is clearly spoken and understood. Thanks!
Thanks for the kind words, David.
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He was great.
THIS IS A GAME CHANGER THANK YOU. I no longer fear my inbox anymore, I could cry
I'm so glad that you found this helpful. Thanks for taking the time to share!
AMHN
"Simplicity is the ultimate sophistication." - Leonardo da Vinci
Well said.
Not to mention time saving...
I use it all the time. I also have lables to tell myself the state of the recieved email. Take action, waiting on someone else, taken care of and I now also use snooze to skip it a few days to not constantly see what I don't need to see or do now, but what I need to get within a few days. I also have lables for with of my companies it is. Or whether it's about me or my daughters. I work with lables a lot and I can find everything very easy because of that. And yes, I also use lables and filters combined to replace it to another place for some things that I sometimes want to watch but doesn't need to be read every time something comes in. For example: newsletters and posts from some interesting companies. I really love working with labels. It improved my work in gmail a lot. And after a while, like now, I can easily decide what I want to do with emails with a certain label that I don't use anymore. My life has changed and so did my interesm in knowledge change. I can now easily clean up a complete label now. Awesome!
Thanks so much for sharing, Christel.
That is organization at its finest, thank you for that comment!
Normandy F , you can go back to the settings and set the theme back to default... try that maybe
Of all the tutorials about inbox labelling I’ve seen, this is the best one yet
Precise and to the point.
Excellent…well done
Thanks so much for the kind words, Reinhard. I'm so glad you enjoyed this video!
Thank you! I'm seeing this three and a half years later and your information is still applicable and helped me! Thank you!
You just saved my life! New to gmail and organizing my mailbox has been a nightmare. In just 12 minutes, I think I got it! THANK YOU!
Fantastic!
more tutorials ruclips.net/video/w0JqxPyWAHM/видео.html
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Thank you for your help. Being hearing impaired, I have a hard time understanding many of the "how to" videos. I love the way you spoke slower, clearly, easy to understand. Thank you again.
You are so welcome!
Very helpful almost 3 years later. I work from home now (During the pandemic) and I'm not the most organized. Sifting through THOUSANDS of emails is incredibly daunting so thanks for this. Cheers.
Glad it was helpful!
I've had my gmail account for a little over a decade now since early high school, and ALL of the old emails I've collected and let build up along with my new emails were in complete disarray. I never knew exactly how I should go about organizing all of it, especially when I went on to college, and got an e-mail system with them that I had to mainly focus on for school. After watching the first half of this video, about 80%-90% of ALL of my emails are in their own labels and folders in harmonious order. Thanks for the help!
Carl, thank you so much for sharing your story. I'm so glad to hear that you found this video helpful!
@@Simpletivity Definitely! Thank YOU for making one part of my otherwise busy/hectic life a lot more organized!
This is the smartest YT video on this topic. Using the Google search bar to tame Gmail is genius.
Thanks, James!
I'm a SAHM with a home biz and I get super overwhelmed with my inbox...sometimes i will not check it for days just because it's so overwhelming to think about. Thank you for this tutorial!! This will help me not to miss important emails!!
I'm so glad that you enjoyed this video, Cassandra. All the best as you stay on top of your email!
@@Simpletivity of
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Absolutely brilliant tutorial in its simplicity. Goes at a steady space so is easy to follow, and having real world examples for the filters and labels made it easier to remember.
Thank you so much! I recieve thousands of newsletters and I didn't want them completely gone, but still wanted them to be grouped somewhere. There are so many newsletter and ad emails, that I missed important ones from people. I just labeled them before, but didn't know that you can make them skip the inbox and make them go straight to the labeles
So glad that you benefited from this video. Thanks for sharing!
Thank you! After many years of knowing about the feature I now know how to create filters!
I'm so glad that you could find this useful!
ZOWIE! Thanks so much for creating the best video online for organizing your Gmail! I've spent an endless amount of time watching other videos as I tried to figure out how to move gmail to folders and how to use filters and folders. I FINALLY got all my answers in your easy-to-follow-and-apply video. Thank you, thank you, thank you!!!! ☺
You are so welcome, Linda. Thank you for watching and sharing your feedback!
To summarize what the author showed in the video:
While viewing mails, on the left scroll down label (folder) list and click on 'More', then click on 'Create new label'.
Create all the label's (folders) you require for topics like (Family, Friends, Health, Finance, Jobs, etc.).
Now setup rules for mail:
----------------------------------------
Click on the particular mail you want to setup a rule for,
click on the 3 button ellipsis on the Toolbar, click 'Filter messages like these', click 'Create filter' button,
the 'Create Filter section' window will open, now click the following 3 check-boxes:
Skip the Inbox (Archive it) - [this moves mail to the label folder],
Apply the label: Health - [any folder you want to move mail to, I chose Health],
Also apply filter to matching messages.
then click 'Create Filter' button.
Repeat (Now setup rules for mail) for every topic (Family, Friends, Health, Finance, Jobs, etc.)
BRAVO BRAVO BRAVO! THIS HAS GOT TO BE ONE OF THE BEST SPOKEN, MOST ORGANIZED, EXTREMELY DETAILED, EASY TO FOLLOW, EXPLAINED, "HOW TO" VIDEOS I HAVE EVER WATCHED AND ACTUALLY LEARNED SOMETHING!! WELL DONE MY FRIEND, WELL DONE!!
Love this video. Simple to follow. Changed the way I use my G-mail account.
Great video... Saved me from deleting emails I received but haven't had time to open. Thanks!!!
Glad you enjoyed it, Edrei. Thanks for watching!
You did a good job buddy . Thanks for uploading this video.
I have been using the filter function incorrectly for a long time and wondering why it won't work. This tutorial is the best one i have ever seen and so well done.
I'm so glad that you found this helpful. Thanks for sharing!
I’ve used filters and labels for years, but never noticed the option to use colors for the labels. What a fantastic revelation!!!
Have fun with your colored labels, Lou. Thanks for watching!
This made my life easier. Thank you so much for the thorough explanation.
You are very welcome!
Man you so good. This is what I learned as lesson to me like school. I never knew this option before. I do everything in this video because I am suffering from Emails chunks. Now I learned. Thank you so much. 👍
You are most welcome. So glad that I could help. Thanks for watching!
I am a virtual teacher this year, and this is very helpful in sorting my students' assignmentsand filtering them directly to a label. Thank you!
I'm from Brazil and I don't know much English, but your videos are so clear that I could understand all your tips. I would like to thank you for improving my english and gmail knowledge.
I personally think this channel has some of the most beneficial information to the productivity of my life. I want to personally thank you. I hope to continue to learn from you!
Thank you so much, Garrett. I really appreciate your support!
Great video; very clear. One thing I struggle with, is how to apply SEVERAL email addresses to the same filter. For instance, you had the WIRED newsletter that was coming from TWO different email addresses. I think this would be very helpful; because, otherwise, I wind up with a CRAZY AMOUNT OF FILTERS.
Maybe this is the first time I could be able to fully understand every single word while the video is played in x2 speed.
Thank you Scott for the Quality content.
You are most welcome, Sam.
Looks like this tutorial is one stop shop to fill my all the need to manage my gmails. I definitely will share with many others. Thank you.
This helped organize my life. thanks man
You're very welcome, Tim.
This really helped me to manage my inbox thank you so much.
You are most welcome, Shikha.
Entirely new to Gmail and I found your tutorial today very easy to apply. Thanks for the video
Glad it was helpful!
I can't believe that I've found a tutorial that clearly explains all the features of Gmail - thank you so much! I used to be totally overwhelmed when I opened my Gmail, now I'm looking forward to getting all my emails in order.
Great to hear!
Love your voice! Made it easy to learn! Now, how can I find all your training on how to us different Gmail features?
Thank you so much, Carol. Check out this playlist for more Gmail tips: Recent Gmail "How To" Training: ruclips.net/p/PLJQuxosS1lfK6hiOS6nB43sXfwlUeAvlW
Very helpfu! Thanks :)
You are very welcome!
Certainly one of the best tutorial on RUclips.
I've been trying to figure this out forEVER! I knew there was a way to do it; I did it once before years ago, but I couldn't remember how I did it. Watched many other videos that just didn't address what I was trying to accomplish. I have always HATED Gmail, but with you for a teacher I just might get the hang of it and learn to like it! KUDOS!!!
Really impressive presentation, really help me a lot, thanks for sharing it, you got a new sub =)
So glad to hear that. Thanks for subscribing!
Is there anyway to move the labels around on the left hand column to any order? Rather that it defaulting to alphabetical order?
A workaround to this problem is to add a number in the front of the label (i.e. 1.).
@@Simpletivity Thank you!!!
I have been wanting to know if this was even possible. Friends and family do not have a clue. So, I decided to sit down and take some time to find out (finally). I'm so glad I came to this video first (I have 9 more in the cue). Thirteen minutes later, instead of the hours I thought it would take and I'm off and running. And now, I gotta go. It's been three years of neglect. So you can imagine the work ahead! By the way, great narrative voice. Also, thank you so much!
Thanks so much for taking the time to share your experience, Jim. I'm so glad you found this video!
I just know a small part of using Gmail but with this full video tutorial, wow! thank you so much, I learned a lot.
Great to hear!
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Eka
Your voice sounds like Jerry from "Rick and Morty"
Watch next: 7 Gmail Settings Every User Should Know! - ruclips.net/video/g1fKhdsBig8/видео.html
Amazing content on your channel. I have also made a video on gmail labels and import/export. Do give your feedback: ruclips.net/video/HRfS9La_pbQ/видео.html
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See, you doubled- my session as-- amplifiers! LEDs
Thank u so much, Sccott. that was an amazing helpful video
I am so thankful for your videos. I finally feel as though I have control over my gmail- well I'm on my way. I totally love the idea of colored labels. I color label everything paper, post its, calendar and now I can coordinate with my gmail. This is truly awesome. Thank you for such a clear and concise video. I have started a playlist with your videos for my clients.
Wonderful! Thank you so much for sharing, Paris.
this guy just changed a lot of peoples lives. thank you.
Hey Scott thanks for your tutorial i am on the roll deleting all these not needed e-mails. Your teaching is short sweet and to the point. I'm looking forward to more tutorials.
So glad to hear that, Dianne. I wish you all the best as you purge some of your inbox!
I enjoyed watching this video. I could follow along with the instructor because he spoke so clear and concise. I recommend this video to others.
I appreciate that!
At last, filters and labels are starting to make sense, thank you.
You're welcome!
I was beginning to overlook very important emails and that got me to look for better ways. And you provided them above and beyond.
So glad that you found this useful.
I appreciate all the knowledge I've gained from watching this videos. Does anyone know how to filter certain emails from the same sender?
Wow thank you so much. I'm pretty computer savvy but for some reason emails on Gmail was overwhelming to me. I knew there had to be a easier way to do certain things. I have a few more questions so I will check out some more of your videos hopefully they will be answered. You speak very clearly you're easy to understand you don't go too fast and most of all you over explain things.
By the way you are the only one I have subscribed to LOL
You're very welcome!
I like the way you explain things -that's your strength.
I like the way you comment. Thanks!
Thank you so much for the information. I work for a big agency so we get so many emails from our IT, Salesforce, and other agencies and even all our branches. It helps me keep certain customers and certain banners from getting lost in the mixed. Thank you!
You are so welcome! All the best, Diana.
Very useful. After so many years working with Gmail, I finally get some structure... Thanks for making these educational videos.
Thank you as I'm trying to deal with different teachers emailing with weekly curriculums and Zoom meeting my in box was getting over whelming as well as with unwanted emails. Thank you for providing such a service!!
You are so welcome!
I would say that this is KISS..
Keeping It Short and Simple....its soo easy to understand
So glad that you think so, Caroline. Thanks for your comments!
VERY VERY USEFUL. This is exactly what I've been finding all over the internet. Easy to understand and precisely what I needed.
So glad you found this helpful!
What I do is record my labels with a letter first that categorizes them. I use A- for labels that I want at the Top of my label list, AA- for labels that are Secondary to the A- labels; B- for Bills, C- for Computer; D- for Doctor; E- for Entertainment; F- for Friends; H- for Healthy; S- for Shopping, etc. Just make sure you space them all the same. I like using (Letter,dash,space,title) because it's easier to read. You can use all letters of the Alphabet and a dash at the beginning of a label to force the list to be in an order that you prefer. I do this as well in my phone contacts. If there are certain people that I contact a lot, I mark them as A- or AA- then a space before their name. Or you can record them without the space after the dash (like A-Sarah). If a contact is no longer a priority, I remove the A- or AA- or change it to F- for Friends or remove letter entirely & they get alphabetized like normal. Your search for that name will still be the same, ie; Sarah. It will pull up A- Sarah by you only typing in Sarah. Or if you want to see who your priority people are you can type in A- when searching (but you shouldn't have to as they are visible at the top of the list). The order in which they show up at the top of the "A" category is as follows: a -Autozone; a- A; A- Auto; A- AUTO ZONE. If you usually use A- Sarah and you include entries with no spacing, they will show up at the bottom of the "A" category, ie; A-Auto Zone or A-Autozone. Another option is using 1A- Name for the very top position.
It's clear and very useful to someone who is not very strong with computers. Great teaching video. Thank you.
Excellent vid. I was bashing my head against the wall wondering how to do this. Turn out, the "Skip the inbox" part was the only thing missing. Thanks a bunch.
You are very welcome!
Thank you for this video. I am tired of getting the same alerts from E-mail and app at the same moment. I will give it a try 🎉
Slow concise speaking, richly and varied toned, well produced screencast. Subscribed, looking forward to browsing past weekly videos for productivity.
Welcome aboard!
oh my gosh, this is exactly what i needed to overcome inbox anxiety, i didn't think it was possible to "clear my inbox" in gmail, thank you!
Have you ever done commercials or movie trailers? 😄 you've totally got the voice for it!
Thanks so much for the compliment, Taylor.
Excellent video. I had already figured out how to use labels, but I did not know that there are so many more options by using filters. Thankyou.
Thank you so much for creating this video. I really found someone who spoke in layman terms that I could understand. I will definitely try to use it right away. Have thousands of emails in my inbox and they keep on increasing of course since I don't do anything to stop them. Hopefully one day my inbox will be empty.
You are so welcome!
That was very useful. I learned a lot. Thanks for your time in doing the video.
You are very welcome, Tom. Thanks for watching!
Thanks very much. You came from heaven to make our life easy with your easy to follow and explained videos. God bless you. Thanks for your effort.
So nice of you
Oh my! Thank you SO MUCH for this tutorial! Can't say how freeing it feels to gain control over mail synced from 3 boxes. Looking forward to more from you.
You are so very welcome, Susan. I'm so glad to hear that you found this video helpful!
i spent 12 years with the sending address of aaskad afafsd because i could not for the life of me figure out how to change it, thank you so much
I needed to make my life easier by adding filters to my Gmail. Thank you for your easy tutorial.
Thank u!!! Productivity = Simplicity+Efficiency 😊
Absolutely!!
This was extremely helpful! Thanks for this great and well-explained video.
You are so very welcome, Janine.
I have done every thing. take help with office IT they also didn't solve my problem but this video !
Keep Doing the work like the way that you are uploading the solutions. Good work !!
Great tutorial! I watched a couple on how to use the filters / labels and yours was by far the best!
Awesome, thank you!
Great teaching! Well understood 🙏
The way you explained with examples helped me a lot.
Thank you
This video literally changed the game, for me. Thank you, so very much!
You are so welcome. Glad I could help!
i'm older and new to computers .this is so much help for me thanks
Happy to help!
This was SO HELPFUL. It has changed my inbox. Thank you!
Thank you just started a new job that integrated my work and personal email. I really needed a way to sort them.
You got this!
Thank you, I use to avoid checking my e-mails, you have given me a more organized inbox thank you look forward to see more of your videos.
Wonderful! So glad to hear that, Mila.
Hey, your video gives me hope for my Gmail inbox. I’ve considered trashing it and starting a new Gmail, but I do get important things and would hate to lose everything.
Hopefully this gives you some new ways to clean things up!
for all i watch a tutorial, i only understand in your explaination, thank you so much, you answer my long time thing how to organize it, watching from Mindanao Philippines
OMG, Gmail now is starting to make sense. After drowning with hundreds of emails in one week in my new place I can now take a deep breath and start labeling. There are still some things that driving me gmail-crazy, I hope to find the solutions in one of your videos.
All the best as you learn these new tips!
Can also search the email, move it to "Primary" and click yes to pop-up asking if future emails from that address be sent to primary in the future.
Thanks for this great video. I've never used filters and labels, but now I know how to use it properly. Thank you very much!
You are very welcome, Michael. Glad that I could help!
Very simple to follow & empowers me to organize my Gmail now! Thank you for this!
You're so welcome!
i seriously might cry rn, tysm for your help, this tutorial is amazing 😭😭♥♥♥
You're welcome 😊
Really easy tips that make a big difference organizing emails. Thanks
I'm glad I was able to watch this video first. My email is super messy.
You got this!
Looks like great video. Simply explained. I will try to get my inbox organized in the next few days.
Sounds good!
Wished I had learned this many years ago, thanks for this from 4 years ago!!
You are very welcome, Jim. I hope this makes your next 4 years that much more enjoyable!
well explained! thanks for making life easier for me, keep up with the good work.
Thanks, will do!
Thanks a lot. This would help me organize my office a bit more.
A very important tool to have in place for all companies these days.
Staff are too unreliable to be confident that they won't make some
mistake.
Excellent video! It took only a fraction of the time to do what I needed to do if I were to do it manually. In 80/20 principle this is 20% of time to spend that save 80% of the time I would have spent. Thank you. I just subscribed.
Glad it helped! Thanks for subscribing!
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