To manage your e-mail box in an orderly and organized way, whatever the tool used for receiving and reading emails, you need to use filters, which allow you to organize your messages as you would with files inside folders. Filters, one of the most useful functions of any self-respecting Email service or program, allow you to automatically divide the messages received by e-mail into categories . For example, you can put the emails of the work in one part, those of friends in another, the Facebook notifications in a third, and in another the Navigaweb.net news (I recommend subscribe with the box on the side !). In this way you can keep the email organized without having all the emails listed in the same long and confusing list.
This distribution of messages in various folders or categories can be done automatically by setting the filters in all online e-mail services and, as we will see in detail, in Gmail, Outlook and Yahoo Mail .
To set up an email filter in Gmail, you have to click on the gear button at the top right, then on Settings and then go to the Blocked filters and addresses tab. If there were already filters set, they are displayed on this screen. You will almost certainly find those automatic filters preset by Gmail to separate things like promotions, forum updates and newsletters from the main box.
Scrolling down, in the center, there is the link to create a new filter and start a wizard that is very easy to understand and use, where you have to choose the mail filtering mode.
One or more conditions can be activated to base the filter: if the Email arrives From (names or email addresses of the senders), if it is sent To, If the Subject contains certain words, if there are or there are not some words or phrases in the message text, if the email has an attached file and of what size.
Pressing the Search button you can see all the messages that satisfy the filter, as a preview.
Pressing the Create Filter button continues the wizard choosing the action to be taken if the condition is met .
Among these, the most useful are: mark it as already read, do not make it appear in the Inbox and archive it immediately, delete the message, send an automatic reply, forward the message to another mailbox (useful for creating a backup of Gmail emails in another account).
The option that allows you to create email categories is to assign an already existing label or a new label to the filtered messages.
You can also create a filter in Gmail directly from the inbox, by selecting a message and then clicking on Other at the top. Here you can choose the option Filter messages of this type to create a quick filter.
The filter can be retroactive and can also be applied to e-mail messages already received through the relative check box.
Thanks to Gmail filters, as seen in other articles, you can:
Under the " Rules " item, you can create a filter to automatically sort your inbox based on a condition . In Outlook.com there are many conditions, from the sender's name, to keywords in the subject or body of the message and much more. The Action can be to mark the message as read, to delete it, to archive it or to move it to a specific folder, already existing or to be created. Once the filter is done, just click on Save to apply it.
As in Gmail, it is also possible to select a message and then press the button with three dots (next to the Categorize button) to find the Create new rule button.
For example, if you have subscribed to the Navigaweb.net newsletter and receive the articles via e-mail, you can filter them so that they do not bother you and without clogging the inbox. As a criterion, it is therefore possible to set a filter for which, for example, all the emails with the subject containing the word Pom-HeyWEB, must be moved to the new "Navigaweb" folder.
On the left side of the page you go to the filters and you can add a new filter by pressing the relative button. In Yahoo Mail it is possible to put the usual conditions, those relating to the sender or keywords in the subject or body, As an action, however, you can only define the folder in which it must be included, a folder already present or by writing a name new to create a new one. However, among the folders it is possible to choose Archive or Trash to delete it automatically.
4) For the most popular email clients such as Microsoft Outlook, you can create rules for organizing messages, starting from a sender or from a single Email. In this regard, we have written a guide on how to create rules and mail filters on Microsoft Outlook.
On Thunderbird the filters are activated by pressing the menu button with three lines, pressing on Message filters . the complete guide is on the Mozilla website.
5) All other e-mail services, such as Virgilio and Libero Mail, have their filter function among the mail options and work in a similar way to Gmail, by configuring the filters in the Settings.
Remember, when creating a filter, not to create inconsistencies and ensure that emails are filtered with a single event, common to multiple messages, such as a specific e-mail address, a word in the subject, or a phrase in the contained in the email.
READ ALSO: Create Email Aliases in Outlook, Gmail, Yahoo to add email addresses to your account
This distribution of messages in various folders or categories can be done automatically by setting the filters in all online e-mail services and, as we will see in detail, in Gmail, Outlook and Yahoo Mail .
1) Create filters in Gmail
In Gmail, ' folders ' are called labels that can be used to sort received emails into several separate sections.To set up an email filter in Gmail, you have to click on the gear button at the top right, then on Settings and then go to the Blocked filters and addresses tab. If there were already filters set, they are displayed on this screen. You will almost certainly find those automatic filters preset by Gmail to separate things like promotions, forum updates and newsletters from the main box.
Scrolling down, in the center, there is the link to create a new filter and start a wizard that is very easy to understand and use, where you have to choose the mail filtering mode.
One or more conditions can be activated to base the filter: if the Email arrives From (names or email addresses of the senders), if it is sent To, If the Subject contains certain words, if there are or there are not some words or phrases in the message text, if the email has an attached file and of what size.
Pressing the Search button you can see all the messages that satisfy the filter, as a preview.
Pressing the Create Filter button continues the wizard choosing the action to be taken if the condition is met .
Among these, the most useful are: mark it as already read, do not make it appear in the Inbox and archive it immediately, delete the message, send an automatic reply, forward the message to another mailbox (useful for creating a backup of Gmail emails in another account).
The option that allows you to create email categories is to assign an already existing label or a new label to the filtered messages.
You can also create a filter in Gmail directly from the inbox, by selecting a message and then clicking on Other at the top. Here you can choose the option Filter messages of this type to create a quick filter.
The filter can be retroactive and can also be applied to e-mail messages already received through the relative check box.
Thanks to Gmail filters, as seen in other articles, you can:
- Order the inbox with filters and aliases in Gmail to manage the emails received;
- Block unwanted emails in Gmail from specific addresses;
- Archive Email
- Automatic forwarding in Gmail and Outlook.com to turn emails to another address
- Block spam emails, advertisements and unwanted messages
2) Create an email filter in Outlook.com
In Outlook.com the message filters are called Rules and can be created by clicking, after logging into the account, on the gear button at the top right and then on " View all Outlook settings " at the bottom.Under the " Rules " item, you can create a filter to automatically sort your inbox based on a condition . In Outlook.com there are many conditions, from the sender's name, to keywords in the subject or body of the message and much more. The Action can be to mark the message as read, to delete it, to archive it or to move it to a specific folder, already existing or to be created. Once the filter is done, just click on Save to apply it.
As in Gmail, it is also possible to select a message and then press the button with three dots (next to the Categorize button) to find the Create new rule button.
For example, if you have subscribed to the Navigaweb.net newsletter and receive the articles via e-mail, you can filter them so that they do not bother you and without clogging the inbox. As a criterion, it is therefore possible to set a filter for which, for example, all the emails with the subject containing the word Pom-HeyWEB, must be moved to the new "Navigaweb" folder.
3) Set up a filter in Yahoo Mail
As already seen in the Yahoo Mail guide, to create a filter in Yahoo you have to click on the Settings button at the top right and then on " other settings ".On the left side of the page you go to the filters and you can add a new filter by pressing the relative button. In Yahoo Mail it is possible to put the usual conditions, those relating to the sender or keywords in the subject or body, As an action, however, you can only define the folder in which it must be included, a folder already present or by writing a name new to create a new one. However, among the folders it is possible to choose Archive or Trash to delete it automatically.
Other Email Filters
4) For the most popular email clients such as Microsoft Outlook, you can create rules for organizing messages, starting from a sender or from a single Email. In this regard, we have written a guide on how to create rules and mail filters on Microsoft Outlook.
On Thunderbird the filters are activated by pressing the menu button with three lines, pressing on Message filters . the complete guide is on the Mozilla website.
5) All other e-mail services, such as Virgilio and Libero Mail, have their filter function among the mail options and work in a similar way to Gmail, by configuring the filters in the Settings.
Remember, when creating a filter, not to create inconsistencies and ensure that emails are filtered with a single event, common to multiple messages, such as a specific e-mail address, a word in the subject, or a phrase in the contained in the email.
READ ALSO: Create Email Aliases in Outlook, Gmail, Yahoo to add email addresses to your account
