As we have explored the basics of Gmail filters we’ve discovered that they can be very useful in keeping things tidy. But it is also obvious that we have only just scratched the surface when considering what can be done with the feature. This tutorial offers up some ideas for you to consider implementing in your email box.
By default, Gmail will send all messages that it considers spam to your Spam label and leave them unread. This has the somewhat unsightly effect of putting a (sometimes depressingly) large number in your left-hand navigation bar where it draws focus from your inbox and other labels. To handle this problem more gracefully, you can add the following filter:
Be sure to just hit the Ok button to continue past the first step. Then complete the second step by checking the option to delete.
Now all of the spam messages you get will be sent to the trash (which is emptied after 30 days just like the spam folder is) and, as a result, will no longer show up as unread in the navigation panel. (Messages in the trash do not show as unread until you go into the trash to look at them, where they will still be bolded.)
Another good way to use a filter to make better use of your trash is to add a custom list of email addresses to be sent on to the junk pile. This is always useful for people who forward you nothing but chain letters or stupid jokes. Reporting them as spam isn’t appropriate (they are real people who do know you ) but you can make sure their emails don’t waste your time. This type of filter is usually known as a /dev/null or kill file. You set it up like this:
You can add in as many addresses separated by the operator OR as you need. On the second page, once again just select the checkbox to delete the mail. Once you complete the filter all mail from the selected address(es) will be routed to the trash.
You can easily remove addresses from this filter later if you find that you want to start seeing mail from someone again by editing the filter in your settings. You can also add new ones if someone new becomes too irritating to deal with.
If you’ve become a bit nervous about the prospect of accidentally losing important emails while we’ve been discussing the trash, gmail offers a really handy solution. First, set up a label to remind you not to delete the emails. An obvious one and the commonly used label is nodelete, but you can use anything that makes sense to you.
First set up a filter (or multiple filters if you prefer) to add this new label to the messages you want to be sure to keep. For example, making a filter which includes your family members’ email addresses and adds the label nodelete. It is important to note that an email may have multiple labels, unlike the way traditional file folders work, so this process will not affect your organization. (Using the manage labels function you can hide this label if you’d like, making it even less obtrusive by masking it’s presence in the navigation pane.)
Next, when you are setting up a filter, make sure to add -label:nodelete (or whatever you named your label) to the has the words section. In the example we’re selecting all emails with an attachment for the filter, except for those labeled nodelete. Once again you need to OK the warning box.
We then add a label called Cleanup and have the filter mark all emails which meet the criteria with this label. Now all messages with attachments are given that label except the ones which have the label of nodelete. To enforce this immediately, we select the checkbox at the bottom.
Now one of John’s emails has been labeled for Cleanup, allowing him to check on it as needed and delete it without fear that it’s one he wants to keep. In the future, all emails with attachments will be tagged for Cleanup, except for those John really wants to keep.
Using these concepts, you can make your own decisions about what you’d like to keep around. Be it mails from specific people, those regarding certain subjects, certain types of attachments, or whatever else you desire.