【 Create Rules in Gmail 】 Step by Step Guide ▷ 2022

Between the most important actions a Gmail user can takeespecially if you use it as a work tool, is to maintain an organization of the elements of the folders according to your needs. And for this purpose, gmail has its own organizing tool: the filters.

We are talking about a function that allows you to manage incoming emailsso that they are organized in the inbox and can be reviewed, starred, archived or deleted as appropriate.

In the next few paragraphs, we will show you step by step how to create, edit and manage Gmail filters, with the aim that your inbox is properly organized and you can .

What are the filters in Gmail and what is this platform function for?

Filters are an organization function of gmail that allows you to separate the received emails. This feature is very useful for productivity when you use Gmail as your business communication tool.

The function of the filters is, worth the redundancy, “filter” received emails so that they can be separated into categories and you can access the desired emails more easily. This tool allows you, for example, assign to a specific label the emails received from companies or pages to which you have subscribed. In this way, these are not mixed with the emails of your clients.

What are the benefits of creating message rules in Gmail? Reasons to do it

For Gmail users, it is necessary to have a method through which they can keep their inbox organized and optimized, so that it is possible to locate the necessary emails quickly. Both for professionals and for private users who They like to keep their mailbox polished, applying organization rules with Gmail filters brings many benefits in terms of aesthetics and productivity.

Let’s see:

They improve the organization

In professional work environments there is always some pressure because, in certain cases, large amounts of mail are received that can be mixed with each other, which can make it more difficult to find the desired message. For these situations, it becomes necessary to apply organization rules through Gmail filters, because it allows you to separate the emails into labels and keep the necessary emails together, in an exclusive section.

We teach you step by step how to create basic and advanced rules with Gmail filters

In order to apply the Gmail organization rules, all you have to do is use the filterswhich you can access from the mail settings, or assign them from the parameters of a specific message.

Now, we’ll show you how to use several methods to create, edit, and apply Gmail filters, so you can keep your inbox organized and streamlined to improve your productivity:

Create Filter

In Gmail, a filter can be created from a word typed in the search bar, from which we can define the filter specifications in a simple way.

To create a filter, follow this procedure:

Enter Gmail in your browser.
enter on your bill.
Write the word that you want to use as a filter in the search bar, located at the top.

press The key Enteror magnifying glass icon.
click on the symbol located to the right of the search bar, labeled as “Show search options”.
Define search parameters. Among these are the sender, subject, words contained, date and tags, among others.
Once the search specifications are set, click “Create filter”.
Specifies the actions to be performed on messages that match the filter criteria. Among these actions are archive, mark as read, delete, star, and rate them.
As soon as the actions are defined, again click on “Create filter”.

Create filter from an email

This method uses the specific parameters of a received message to generate a filter that separates messages similar to this one, so that they are organized in a specific label, as follows:

Select a message from your inbox checking the box next to it
In the menu that will be displayed above the message, select the option “Plus”shown as three dots.

Click the option “Filter messages like these.”
Define the filter criteria and select “Create filter”.
set the actions that will be taken with the messages that fit the filter.
Click on “Create filter” to apply it.

edit filter

When, in a certain case, the situation occurs that the requirements of your filters change, creating a new one can be counterproductive, since it would interfere with the filter that already exists. For this reason, it is best to edit the existing filter to adapt it to the new needs.

Editing and removing filters can be done from Gmail settings by following the same steps:

Click on the gear icon in the upper right corner to open quick settings.
Click on the button “View all settings.”

Go to the tab labeled as “Filters and addresses blocked”.

If you have more than one filterfind the one you want to modify.
Click the edit button to change the search criteria, once done, select “Continue”.
If required, modify the actions to perform with the filtered emails, then press “Update filter”.

To remove the filter, just click the button “Remove” on the settings screen.
press “To accept” in the confirmation window that will appear to delete the filter permanently.

Share and import filter to another account

The option to share filters allows you to use the filter settings of another Gmail account to generate a filter in ours. In this wayit is possible to share the parameters of a filter through a file, so that several accounts have similar rules.

To share a filter, follow the steps below:

Select the settings, located in the upper right corner, marked with the gear icon.
Click on “View all settings.”
Open the tab “Filters and addresses blocked”.

Check the filters you want to share and click “Export”.

With this action, The download of an “.xml” format file will begin. This file contains the filter parameters, and can be shared to other mail accounts to be downloaded, and used to configure the filters of another account.

To import a filter from the “.xml” file, follow this procedure:

Go to the tab “Filters and addresses blocked” in the settings.
Click the option “Import filters”.

Click on “Select File”.
Browse and select the “.xml” file among your documents, by default it will be under the name “MailFilters.xml”.
Once selected, click “Open file”.
The specifications of the loaded filter will be displayed. After verifying that they are correct, click “Create filter”.

Once the process is finished, you will have a filter prepared in your inbox from where you can manage your incoming emails and optimize the order of your Gmail. This translates into a great saving of time and effort that will greatly improve your work productivity.