Use Gmail Filters to Declutter Your Inbox

Jaeyou Park

Marketing Associate - 10 Dec, 2018

As we all know, our email inboxes can easily be a black hole with endless incoming messages. In Gmail, you can organize your incoming emails using Gmail filters to label, archive, delete, star or forward the mail automatically.

Creating a Gmail filter 

create gmail filter

  1. Launch Shift and go to your Gmail inbox
  2. In the search box at the top, click the "down arrow" icon
  3. Enter your search criteria. (e.g. "From:aidan@tryshift.com") If you want to check that your search worked correctly, see what emails show up by clicking "Search"
  4. At the bottom of the search window, click "Create filter"
  5. Choose what you’d like the filter to do
  6. Click "Create filter"

Note: When you create a filter to forward messages, only new messages will be affected.  Additionally, when someone replies to a message you've filtered, the reply will only be filtered if it meets the same search criteria.

create gmail filter from an emailYou can also create a filter using a particular email.

  1. Check the checkbox next to the email you want to use as an example
  2. Click the three dots icon to access "More"
  3. Click "Filter messages like these"
  4. Enter your filter criteria
  5. Click "Create filter"

Editing or deleting Gmail filters

edit and delete gmail filters

  1. Launch Shift and go to your Gmail inbox
  2. At the top right, click the gear icon to access "Settings
  3. Click "Settings"
  4. Click "Filters and Blocked Addresses"
  5. Locate the filter you'd like to change
  6. Click "Edit" then "Continue". When you’re done editing, press "Update filter" to save changes
  7. Alternatively, click"Delete" then "OK" to remove the filter

Exporting or importing Gmail filters

If you're a filter pro and have a great filter system that you want to use in another account or share with a friend, you can export and import filters.

Export and import gmail filters

  1. In the top-right corner, click the gear icon to access your "Settings"
  2. Click "Settings"
  3. Navigate to the "Filters and Blocked Addresses" tab
  4. Check the box next to the filter you wish to export
  5. To export, check the box next to the filter you wish to export then click "Export." This will generate a .xml file, which you can then share
  6. To import, click "Import filters." Choose the file with the filter you'd like to import. Click "Open file" and then click "Create filters"