Top 6 Gmail Filters for Productivity!
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- Опубликовано: 9 июл 2024
- 📩 In an age of distractions, we should control what emails get surfaced in our gmail inbox, and which ones should be de-prioritized. In this video I share 6 of the BEST Gmail Filters for Productivity at work, with tips ranging from simple calendar notification filters to advanced tricks like combining filters with gmail templates
Adopting these hacks will help you become more productive at work since it only takes a one-time setup but the benefits will continue, well, forever. Find out how to color-code your gmail inbox using labels combined with filters, and how to use the "*" search operator as a wildcard.
Using these gmail rules and filters will not just help you become more efficient at work and school, but will also help you make fewer mistakes since it takes the manual labor out of the equation. Let's become (even) more productive together 🙌
TIMESTAMPS
00:00 Intro
00:41 Filter Comments from Google Drive
02:14 Combine Filters & Templates
04:36 Archive Calendar Notifications
05:26 Filter Out Spam
07:22 Color Code Your Inbox
07:55 Transfer Filters
08:27 Surprise Gift
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RESOURCES I MENTION IN THE VIDEO
🙋 Get my Gmail filters - www.jeffsu.org/gmail/
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👨🏻💻 WHO AM I:
I'm Jeff, a full time Product Marketer. In my spare time I like to tinker with tools and create systems that help me get things done faster - or as one of my friends puts it: "Get better at being lazy" 😏
If you'd like to talk, I'd love to hear from you. Messaging me on Instagram (@j.sushie) directly will be the quickest way to get a response!
PS: Some of the links in this description are affiliate links I get a kickback from 😇
Disclaimer: My opinions are my own and may not reflect that of my employer
#gmail #filters #productivity #work
![Skilla Baby - Misfit (Feat. Polo G) [Official Video]](http://i.ytimg.com/vi/IjsylSnNMyw/mqdefault.jpg)
Which filter do you plan on using immediately? 🙌
Grab the filter files here 👉🏻 www.jeffsu.org/resources/
TIMESTAMPS
00:00 Intro
00:41 Filter Comments from Google Drive
02:14 Combine Filters & Templates
04:36 Archive Calendar Notifications
05:26 Filter Out Spam
07:22 Color Code Your Inbox
07:55 Transfer Filters
08:27 Surprise Gift
@@jagannathanjagannathan819 I don't think I have a filter setup for that with the word "Yes" in it though 😉
All of them 😎
@@Leilahofficial 🙌🙌😁
Question: As someone who has participated on interview committees, please comment on the appropriateness of following up an interview with a thank you message to committee members. Are they de rigueur in the professional world? Should they be sent even if the company is interviewing hundreds of applicants, or would that be a burden on the coordinator's time and, therefore, best avoided? Should they be addressed to each committee member or just to the coordinator? Should they be used as an opportunity to fill in omissions from the interview? Thank you.
@@w.w.sakbeh571 In my opinion you should always send a follow up / thank you note after interviews. You give the interviewer a chance to ignore it (if they're really that busy). Better safe than sorry 😉
Your “Inbox Zero” video changed my lifeeeeeeeeee. Can’t wait to incorporate these filters 💯
Woohoo that's what I love to hear!! Thanks for letting me know Tiara 😁
Jeff what happened to your Gmail inbox zerp video? Microsoft started paying you more???@@JeffSu
Wasn't there an Inbox Zero video for Gmail as well? I can see only the outlook one now :(
Hi Jeff, I can not find your Zero Inbox Video for Gmail. Please help
Yassss. Wherezitat? Maybe he got told to remove it.
The + sign to seperate newsletters is just genius!! Amazing feature.
It's pretty awesome! Yes ;)
OMG, the filters+templates hack just changed my life. I route my business email through my Gmail account and have always wished I could send an OOO reply only to clients. Now I can!! Subscribed and shared. Amazing.
Woohoo that's awesome. That's like the PERFECT use case, thanks nonMuggle!
I love the ‘M’ design in the thumbnail
Thanks Sharan! Took a bit of work but glad it's paying off!
I love these new productivity videos Jeff!
Thanks Livia! I love making them 😁
underrated tech youtuber. Hope Jeff gets 100k subs soon! This is the way :)
Thanks so much Carlos! I hope so too 😉
Today I learned I can do the work of setting up a bunch of filters once and then export XML for other work and home accounts ✍️but tbh I'm just commenting so youtube notices this channel is 🔥🔥🔥
Thank you KDY!!!! 🙌
These tips are life changing! I have started using the labels you suggested and its really making me more productive. Thank you!
Woohooo that's great to hear Christine! Hope the rest of your workflow has seen an increase in productivity as well 😁
That's fantastic man, on point. Thank you !
No problem 😁
Love these productivity videos and the quality of your videos!
Hi Amsa, thanks so much! Will try to make them (even) better moving forward 😁
Whenever I subscribe to someone new, they always hit a million. I just subscribed, so guess what's happening next...
Yeah, I'm investing in Jeff Su stock right now too. No way he doesn't take off.
Hm..if I were you...
1. Subscribe to myself
2. ???
3. Profit
Haha in all seriousness thank you Hardik!! I'll save this comment and circle back to it at that time 😉
So what you're saying is I should probably start a cryptocurrency as well. I don't like my chances against Dogecoin though 🐶
Best comment
@@w.w.sakbeh571 I mean I can't play favorites but this comment is definitely up there 😉
Great set of tips. Can't imagine how many you have set up for work. :)
I was going to share the ones I have for work but I realized I didn't want to scare off my viewers....just yet 😉
I really admire everything you share with us, a hug ☮️
Thank you! *Hug back*
You're amazing Jeff
These tips are really handy!
Thank you Sumant!! Glad you found them helpful!
perfect! thanks
You're welcome Marwa! Hope you find the filters useful 😁
Absolutely love!!!!! Favourite is the Templates and Filters Combo :) Keep up these awesome videos
That's awesome to hear Candice! Will do, thanks as usual for the support!
Thanks! These are 👍🏻
Thanks so much for the comment!! Glad you found it helpful 😁
I echo the comment that you should have way more subscribers. I'm just writing this to help with the algorithm. These videos are fantastic and provide so much value. Thank you, the world!
Thank you so much James! Really appreciate the support 😁, hope you find future videos just as (if not more!) useful!
Great tips, thanks so much!
You're welcome Nro337! Hope you enjoy the tips from the other videos as well 😁
soo helpful
Thanks Leizel, glad you enjoyed this one 😁
jeff i love everything you give information
🙌
Okey, what energy and style - you are a joy to watch :)
Thank you Hallbjörn!!
Thank you!
You're welcome!!
Excellent thanks Jeff :)
No problem 😁
Love the energy brother.
Thank you my friend! 😁
Your videos are so helpful ❤❤
That's what I love to hear! Thanks Jatin!
Brilliant.
Thank you!! 😁
s/o emails: "are you cheating on me?"
automated response: "yes"
Oops. Didn't think that one through 😅
Thank you ❤
You're welcome 😁
Thank you this is useful
You're welcome!!!
Great video Jeff, I've just started to use tags on my MacBook, the filter tags in Gmail is lit, thanks for the tip! On the video editing side, amazed by your editing skills. If you don't mind sharing, how much time do you typically spend editing a video. Thanks again for the tip! 😆
Thanks for the kind words! I used to spend ~10 hours editing a video but now I've managed to cut it to ~6 hours!
@@JeffSu Thanks for sharing, mine is roughly in similar time time frame as yours but just the jump cuts. Will be spending some more time to level up, inspired by your videos, 😆
@@DataProfessor It gets easier for sure! Thanks man!! Glad to have a larger channel like you for me to aspire to 😁
@@JeffSu It's my pleasure. From when RUclips recommended your channel to my feed to the last few days, your channel is blowing up, congrats! Been noticing your Google productivity videos is getting a lot of traction, if you double down on these type of videos, I think RUclips would recommend those videos as well. I've also done the same on my channel by releasing 20 more videos on a popular Part 1 video on making a web app in Python using the Streamlit library, what happened was the first and other episodes in the series got higher views as well. Sorry for the long comment!
@@DataProfessor oh man it’s not long enough! That was super inspiration! Will definitely take your advice into consideration!!
This is Ph.D level for me. Also miss the role playing outfits. Glad to have said hi, and hope you have a good day.
I miss the role playing outfits too 😂, maybe it's time to bring it back. Thanks Sak Beh, you too!
Is that a tea or coffee filter in your thumbnail? Or are you doing something more illicit over there, in Shanghai? 🤨 Anyway, I like the way you are looking at it quizzically. That was the only bit of theatre performance that you are known for that you brought into the video this time. Peace. Have a great day. ☮️
@@w.w.sakbeh571 Hahaha yes it's a coffee filter! And yes I do like to add a bit of theatrics now and then 😉
Hi Jeff. I had my interview today.😭 It went well. Not perfectly, but good enough. I think they will offer me the position. You will be one of the first to know. I am so happy to have chatted with you. As I told you when I first commented at your site, I am not at all corporate. But your humor, role playing, and fraternal vibe have helped me so much these past couple of months. Thank you. I hope you have a great day over there in Shanghai! 😊
@@w.w.sakbeh571 That's great to hear Sak Beh! I'm sure you did great! Best of luck!
awesome videos; thanks 👍
You're very welcome Rich 😁
You're so funny!
"Yes" template wise advice!!
Thanks Debbie! I'd like to think so too 😁
Amazing content!
Thanks Keshams! 😁
Jeff! These tips are fantastic! I am watching all of your gmail videos and decluttering my business inbox. Thanks for the great content!!
-Aislinn
Hi Ais, thank you so much for your comment! And for your support over at my website. I really really appreciate it, thank you!!!! Stay safe 😁
@@JeffSu you're welcome! Enjoy the coffee! Looking forward to watching more of your videos. :)
@@JeffSu I wanted to update you now that I've been using your Google tips and inbox zero method for about a month. I've spent way less time in my inbox and have seen an increase in my productivity levels and focus levels. Thanks for the fantastic content, Jeff! My husband also used some of your interview tips to land his new job.
@@aislineileencoaching wow DOUBLE the good news! Thanks for letting me know Ais!!
Hi Jeff from Czech Republic. Thanks for your videos. I'm also learning English with you))
Hi Artem! Hope you're staying safe over there! I have a few friends from Prague! Oh wow I hope you don't mind the American accent then 😉
Wow I really thought we really got a Jeff Su coffee productivity video. 🤣
Then I saw the title.
We need coffee time soon!
Hahahahaha true!
Wow this channel is growing insanely quick last time when i was here you only have like 2 k now its 20 k
Hey VENOM BITE! I remember you! Hahaha yes I got lucky I guess 😂
Good stuff
Thanks Mateusz!!
I noticed you removed the music from the background. Great video!
Oh there's still some music, just SUPER soft hahaha. Thank you for noticing 😀
Lol, it is baby jeff!
😂
hello.. Brazil here!! :) love your channel... how do you do this light effect (gmail icon) in your thumbs? thanks!! s2
Dude, you need way more subscribers!
Epic content!
Also, btw, your intro and style are similar to Ali Abdaal!
I think I need way more subscribers too 😉
And thank you for the Ali comment! He inspired me to start making RUclips videos last year!
@@JeffSu Haha, yeah!
You are also one of my inspirations, so thanks!
@@FourCornerTech Wow! That means the world to me, thank you 🙌
@@JeffSu 😀
I use filter for comments in sheet which includes the words @ my mail id and send it to action items as it is something I have to work on or respond.
That's a great tip Abhiraj!
Thanks for the tips, Jeff :) I’ll be on a Gmail filtering spree soon hehe 😁 And I can’t believe I never realized you have a website! Definitely gonna check it out!
After watching, one thought did come to mind. Is there any way to filter emails in your trash so that useless emails are automatically deleted while more important ones are left just in case you need to revisit them? 🤔
By the way, I noticed you reverted back to using “Have a great one” as your outro! Reason I noticed is because in your previous video you used “Bye bye” instead of your usual which caught me off guard haha. It’s not a big deal, it’s just that to me, that’s like your trademark phrase 😆
I just created the website actually! Please let me know your feedback 😁
Re: Trash and deletion question. I actually had the same question myself but it doesn't seem like there's that function for now...
Hahaha I think I'll need to go back to using "Have a great one" then 😉
Aww, I hope Google adds an automatic trash disposal feature soon then! x3
Hey Jeff, do you know how to create filters for different organizational units? I work with several countries, and in our admin user we create users inside different organizational units for each country. It would be great to be able to filter mails from my team depending on each country
Hey Jeff! Thank you so much for the video and for helping me get organized. When I click on the filter files link nothing comes up, has the file been removed?
Sorry Daniela, it got lost when I was updating my website. Here you go: www.jeffsu.org/gmail/
@@JeffSu Jeff, you're truly the best!! Thank you!
Nice Jeff, what's the shortcut for opening settings (gear icon)? Couldn't find this. Thanks from germany!
I'm not sure it's active anymore :(
@@JeffSu which one‘s active? What is it then?
@@milianmilianmilian As in I don't think there is shortcut for Gmail anymore. I think "S" still works for Calendar
@@JeffSu ah okay, I’ll check this. Thanks for fast response :)
How do you get emails to stop being labeled in the default categories (Promotions, Social, Forums, Promotions, Updates). The categories do not work well with multi-inbox and do not appear on the mobile app. Additionally, is there a way to turn the categories off or remove them completely when using multi-inboxes?
You can turn them off in Gmail Settings!
@@JeffSu where?
Great tips Jeff! When I set up the multiple inboxes using labels and filters, somehow my gmail page didn't have the labels displayed next to the massages as yours does (i.e. displaying "Follow Up" when searching for l:follow-up). Do you know how to change that setting? Thanks!
Hi Steve, thanks for your comment and question! Do you mean the emails are in the right place but you don't see the labels? Make sure you're using "L" for "l:follow-up"
@@JeffSu So the filters and labels are all correct, and the emails are also showing up in the correct multi-inbox sections. But in the "Action Items" section, for example, the emails are not displaying the label "Follow Up" as shown in your video. Basically the same question as this one: webapps.stackexchange.com/questions/100753/is-it-possible-to-display-the-label-i-searched-for-in-the-list-of-search-results
Hello Jeff, have you made any videos about creating personal portfolio, like your website ? would love to watch a tutorial.
Not yet, thanks for the idea Bích!
想看你和joma tech互动哈哈哈哈哈 两个我最喜欢的Googler youtuber😂
Hahahah 我也想跟他聊天～
Thank you so much for your videos! I’ve found them to be super helpful. So I managed to hide the categories in Gmail but how do I tell gmail to send them straight to the inbox?
It should be automatic!
@@JeffSu You're so right! I didn't realize the email I was looking at was already archived therefore not in the inbox... however still remains under categories.
Hi Jeff! I just discovered you, and I'm really enjoying your email tips and tricks. I wanted to ask if there's a way I can set every email to have my business header without having to manually enter it every time? Just like the way the signature does only a header.
What do you mean?
@@JeffSu Ok...I added my signature image in Gmail settings, and every time I compose an email, it's there at the bottom the minute I hit compose, BUT I have a header image that has my logo and Business name. I haven't figured out how to add that image in settings so that whenever I'm ready to compose an email, it's at the top. I have to manually upload it at the top of the email. Hope that explains it better...LOL
@@melissasasser2510 Use the Gmail template feature :)
Hi Jeff, great videos you got here. do you by any chance know how to create to-do and reminders with alerts to google calendar
I think there is a way but I wouldn't recommend using Google Calendar as a to-do list. You can create a reminder by choosing the option in new event I believe. You should use Google Tasks as a to-do list 😁
@@JeffSu oh thank you for the quick response jeff. one more thing how can I sign out from multiple Gmail accounts? please
@@perabeamcreations go to your google account top right corner. I think the option is in the drop down menu there
@@JeffSu thank you for your quick response much appreciated. I've had a look but can't seem to find it.
@@perabeamcreations you might need to google it 😅
How do you get the colors to display in the inbox area for follow up, waiting, and read through?
My inbox is set but can’t display the colors of each like shown in this video.
I appreciate the help. Great channel Jeff!
You change them in the sidebar on the left
Thanks for the quick reply Jeff.
My apologies for not clarifying.
I have the colors set but unfortunately I can’t see the colors in their assigned inbox to the right like yours is displayed in the video. It only shows the emails in their inbox. I like the colors with the email for easy recognition.
Again great channel and thanks for being so helpful. Your humor is the best. Keep up the great work!
You might need to press G + I to refresh@@LB4LB-performance
Great video. I just feel your external template got the butter a bit too thick 🤪
Just a tiny tiny bit right? 😏
Hey dude, how is it going? I just landed to a PM role (Project).
Btw, for vacation responder filtering, I just created those filters but in the settings it is still off, senders still receiving auto response. AM I doing something wrong?
Did you mean add those filters only when going on a vacation and delete them when returning to work?
Apprecaite your help man!
Which software are you using to record your screen while keeping the camera on?
Been doing some tutorials, but Loom is decreasing my webcam quality.
You can find a full list here: www.jeffsu.org/yt-gear/
4:20 "Will you buy me a new car?"
Hm...in that case perhaps filter for the word "buy" and reply with "Maybe" 😉
@@JeffSu xD
Hi Jeff, would you recommend having to email adresses? one for work and another por personal use?
Sure why not. I have one for personal use and one for my business 😁
I love you
Love your videos do you use an iPhone 📱 or Android
I use both! 😁
Hi Jeff, does this out-of-office-response filter work with only company domain address?
Nope, works with non-corporate domain email addresses too!
@Jeff - I use Inbox Zero and the Automator to move downloaded invoices to a specific folder. However, is there a better workflow to automatically download attachments for me? I know there are multiple solutions to save attachments to Google Drive. Please prepare a video about it for us. :)
I honestly don't know!
Thanks for taking the time to answer :) I thought you could know if you're working for Google or used to work for them. :) I'll try to write a script with ChatGPT to do this.
Hey Jeff, Thank you for the video!! The filter regarding Google Meet notification doesn't fully work for me. Have you experienced such a thing ? Any idea how to fix it please ? Cheers
Sorry which one are you talking about?
@@JeffSu thanks for your follow up! I'm talking about the Calendar Notifications
Any outlook tips like these???
Not...yet 😅
Hey I'm sorry for my terrible English but what is a workdomain as you have mentioned at 3:40 in the video? I'm sorry I don't know much of these..
Your company's work domain. For example if you work at Apple you might be: adil@apple.com
@@JeffSu Thank You So Very Much For Replying Fast
Great video but I can't seem to find the Gmail filters on your website. Did you take them down?
It's right here: www.jeffsu.org/gmail/
Hi .. Hope you are doing well. Recently I faced a problem for Gmail filtering. It was okay & I can download easily in my outlook. But recently my Gmail filtering not working. I'm not sure why. Even though I created labels but no any email goes to specific folders. All email goes to inbox only. Inbox email not synchronize in my outlook. But if I put emails in specific folder manually then only it synchronize to outlook folders. Could you please help me to resolve this issue ... Thanks/Omar.
Sorry Omar I don't use Outlook 😂
@@JeffSu No problem.. But can u tell me why my Gmail filter not working.
Can you do an video on templates and snippets in Gmail
I probably will in 2024!
I followed your pro tip and created a template with just a "yes" on it and set it as an auto-response to whatever my significant other sends. She sent me an email to ask if I am seeing anyone else. That's how it all ends.
Be honest: You did it on purpose knowing she'd ask that question didn't you know 😏
Turning off the OOO when you're back, does that mean leave the filters but set the vacation responder to off in the general settings?
Yes 😁
Thanks so much for your video! How do I handle all the promotions and newsletters that I am already subscribed to? I'd like them to automatically get labeled when they hit my inbox, but I don't necessarily want to unsubscribe and re-subscribe to them with the '+'. That would take forever. Any suggestions would be helpful!
Create a filter and include words like "unsubscribe" to catch all the newsletters and apply the rule to existing emails
how many filters and lables do you have?
For work? Over 15 I think 😅
Hi Jeff, needed one help on Gmail filters.
I am applying filter and moving the emails by their sender emails but if there are many other receiptant are there and someone else is replying on email then it move back to inbox with label added in it.
How I can ensure that the entire conversation will be only added in label even if 100 messages came in same conversation.
Not sure I understand your question Neeraj
@@JeffSu I treid to understand whether I can use label to entire conversation instread of just only on one message?
I got emails with multiple recieptant and I got first email in label as per the rule of sender but other respond made by copy memebers move back to inbox which I do not want
@@NeerajKumar-gd5fu Labels should be for the entire conversation by default. If not, you need to change your gmail settings
@@JeffSu Where I can change these setting?
@@NeerajKumar-gd5fu Gmail Settings > General > Conversation view
Hey man, if using gmail in Spanish, do these filters still work for me? Thanks in advance.
Hi Iván! I don't see why not 😁
@@JeffSu Et puis en francais aussi? Merci! Et pourquoi pas en japonais aussi? A la prochaine!
thanks cutie 😘
You're welcome! 😁
Just saved this video on @Todoist for later viewing.
Nice! Make sure you don't forget 😂
Pleaase make a video explaining the conversation thread flow in an email? I get forwarded important emails and the order is very confusing to follow, it's not sorted out chronologically. I wish the most recent would just stay at the top
Hi Chloe - That's actually very weird, it should be chronological. Are you saying each email within the thread is not ordered...?
@@JeffSu I think it gets jumbled when there are multiple replies. I can forward you a sample if that's okay?
@@chloemontanez8346 you might need to check the conversation view in settings!
Is there a wildcard to filter (and then delete) unwanted emails ?
You can, but you might want to be careful with that!
Is there a way to share filters with teammates?
Yup, it's my 7th tip 😉
@@JeffSu awesome!! Watching all of your videos. I feel like I have a new super power especially with this seventh tip on sharing filters. We just switched from Outlook to Gmail and learning all these skills. I was definitely zero inbox on Outlook. Can’t wait to automate Gmail to do the same for me and my team.
@@davydramirez That's awesome to hear! Glad you're enjoying the new workflow!!
How to use Gmail App as Standalone in MacBook?
Do you still have the filter files avab? My gmail needs major help!
Yup it's linked in the description Mark! 😁
I subscribe to a LOT of newsletters and I have 1000+ unread (only managed to filter them). If I had known the username+ trick, that would save me! Do you know a shortcut I could do to help me land inbox zero without purging them??
Did you check out my inbox zero video? 😁
Hi Jeff, I can not find your Zero Inbox Video for Gmail. Please help. Jeff there are so many requests for Gmail Inbox Zero Video. could you pls share one. It would help many for sure. I have been requesting this earlier as well . Pls help 🙏
I might do one in the future! 😁
@@JeffSu oh wowwwww .....if you do that so many people will be very much grateful to you. Love your work and productivity tips. You Save Time for Many and there is nothing bigger than that !!!
@@JeffSu kindly keep us posted if you do one - Gmail “Inbox Zero” video . Still awaiting :(
@@skshah309 My previous inbox zero videos are outdated now unfortunately 😅. BUT subscribers to my (free) Workspace Toolkit receive regular invitations to my live workshops, and Inbox Zero is one of the topics!
Don't say "most sincerest."
Sincerest is already superlative. Most is redundant.
Great point, thanks for sharing 😁
It's giving me errors
Which part?
The + sign to seperate newsletters is just genius!! Amazing feature.
It's a very useful feature 😁