In this guide we will discuss about : “How To Create Rules in Gmail” . So it can be just as easily described as installing auto doors that dictate how emails enter the organization’s system and how they can exit. As much as one can be overwhelmed with the emails one has to sort through especially in the workplace or even personal emails, Gmail rules can ease the process through sorting, labelling or even deleting unnecessary emails.

Why Use Gmail Rules?

The main reason to use Gmail rules is simple: Both support chair meeting quality through enhancing the speed of finding information and increasing efficiency. If you have to spend time sorting the incoming emails, deleting the spam and useless emails, searching for newsletters and promotions, then you will find that creating the Gmail rules will be useful. Thus, by using the rules, you can ensure your inbox free from unnecessary and spam messages and never miss the important ones.

Gmail on the Web: Whenever a person wishes to access Gmail on the Web they can do so through the following simple steps.

It should be also mentioned that the rules can be set only within the web version of the Gmail service. The Android and iOS Gmail application does not recognize this feature yet; make sure to use a computer with a browser such as Chrome or Firefox or safari.

Steps on How to Develop a Rule in Gmail

That is why now it is time to explain how rules work and how to create them, having discussed the advantages of using rules. There are two primary methods to create a rule: either from the search bar of Gmail or with reference to some particular email that has received.

Gmail Search Bar: A Step – by – Step Guide

• The easiest way that one will find convenient to perform a Gmail rule is to use the search bar that is located at the top of the page.
• Now, it needs you to open the gmail page on your web browser.
• In the top right part of the page you will see the search bar, click the small gear icon to the right of the search field.
• On so doing, a dropdown will be created where you are able to type in the filter criteria/parameters.

It is time to create a filter that will define the rules of individual relation.

• Actually, filters are the most basic form of rules in Gmail if there is such a term. Now, when getting down to setting a rule, you’re actually establishing a regimen in a technical sense.
• I will specify the criteria for Gmail rules such that the program should scan the Gmail inbox, look for and label messages that meet some criteria for further processing, look for and list all messages that are in the bin, and look for and list all messages that have been starred.
• In the next part of the tutorial you should know that when you click on the gear icon in the search bar a window will appear in which you can set up actual parameters for the rule.

You can filter by:

• From: Skip emails from a particular person.
• To: Receive the necessary e-mail filter of the incoming mail to the address.
• Subject: Use words certain words in the subject line of the email.
• Has the words: Read only the new mails that include required search words.
• Doesn’t have: Block emails which do not contain specific words.
• Size: Categorize those emails which are above or below a given size.
• Date within: In this case, you should set time frame on when the email was received for instance the week the email was received.

Select Activities to Undertake for Categorised Emails

To manage the results, after defining the criteria, Gmail will ask what should be done to the emails put in the folder.

Some actions you can choose include:

• Apply a label
• Mark as read
• Star it
• That, forward to another address
• Delete it
• That is why one is requested to never send the mail to Spam.
• It doesn’t really matter whether it is high or low priority but it should always be flagged as a high priority.

Last Update and Its Implementation

When you select the actions on the above list, click on the ‘Create Filter’ button to store the rule. It is also possible to decide whether this setting will be applied to current messages or only those arrived in the future.

How to Create a Rule from a Particular E-mail

At other occasions, it will be more appropriate to establish a rule with regards to the specific email. This method is faster because Gmail would suggest some fields such as the sender’s email address.

Using the 3-Dots Menu

• You can take an example from your inbox where you opened one of the many emails you received.
• Hover over the message till you see the three vertical dots (options menu) on the top right of the message.
• Choose the option – “Filter messages like these. “

Use Auto-Fill Sender’s Address for the Rule

The sender’s email address part is already filled by Gmail to make things easier for you. Then, utilize the similar steps mentioned above to come up with other criteria and actions.

How to Edit or Delete Gmail Rules

Even when you have established rules you might consider revising or even dropping some of them at certain point.

Where is this Rule in Gmail Option

The steps are as follows:

• First, one has to go to their Gmail account then click or move the cursor to the gear icon which appears in the upper right corner of the page.
• Be careful and before the end of all changes, click on the “See all settings. “
• Move to the next tab labelled “Filters and Blocked Addresses”.

Editing Existing Rules

Go to the particular rule you wish to alter and hit on “Edit. ” Change the specified criteria or actions and click on “Save” button.

Optional step to delete rules

If a rule is no longer needed it can be removed by choosing the option “Delete” next to the rule. In this case, Gmail will not apply the rule for any of the incoming emails to its folder.

Can You Manage Your Emails Efficiently Using Gmail Rules

• Make up rules which would enable newsletter or promotion alerts not to come directly into the primary folder.
• It is possible to make default actions to follow: for example, you want your emails from certain people to be automatically archived or deleted.
• Rules will be used to apply labels on the email and also to star the important ones.

Typical Errors That People Make If Making Rules

• This would in turn have a disadvantage of being too generalized in the criteria thus filtering undesired emails.
• Lack of use of filter function on emails when required especially when replying to previous conversations on the same topic.
• An approach in which one sets up equal but opposing rules that nullify each other.

Defining of Gmail Rules and their function in organization of the mailbox

Gmail rules allow you to manage the clutter of the inbox since you can set specific categories while getting the nonless important messages. This is particularly suitable in case of a person with many E-mails because it saves on the sorting time.

Applications of Gmail Rules: An Expert Approach

• Specifying representatives of the received E-mail messages for forwarding to the project management system or another team member.
• To free space in your inbox you may decide to filter emails based on attachment or size.

Having a Gmail Account and Organizing the Work Emails with the Use of Gmail Rules

• There are preferences where the professional is able to organize the emails from the clients, be reminded or organize all the emails related to a certain project filed under a particular folder.
• As for the application of Gmail Rules to the Personal Emails,
• In personal account, Gmail rules can turn out to be very useful when it comes to managing subscriptions, social media notifications, and personal conversations.

The solutions of rules on the ranging of spam and promotions

If you set rules for your e-mail, then, you would be able to minimize or even filter out promotional mails and other irrelevant mails that fill up your primary mail box so that you can have time to focus on other essential mails.

Troubleshooting Gmail Rule Issues

• Not only this, if a particular rule is not good then it is better to double check the criteria.
• All the correct actions must be committed.
• Make sure that no rule contradicts or goes against another rule that has been set in the organization.

Read More : “How To Disable ‘Outlook closed while you had items open’ prompt“

Conclusion

Creating rules in Gmail can greatly enhance the ways of dealing with the incoming messages in the inbox. In order to filter your important messages, avoid getting lost in hundreds of messages, or just to perform some standard operations, this is the only option called rules. By reading this guide to the end, you are sure to have mastered all the ways through which you can effectively be in charge of your in-box.

FAQs

Am I able to set rules on the app for Gmail?

For the record, it is still impossible to create rules in Gmail by using the company’s mobile application, though the web version is available.

How many rules can I set in the Gmail?

To add numerous filters, Gmail permits a user to set up to one thousand rules at a go.

Are some of the rules that I created not valid any longer, or can I delete all of them in one go?

No, you have to select a rule and then remove it, you can not delete all in one swift.

If two rules for the same target overlap in some way, then what is to be done?

Gmail first-in-string rule used to apply the first rule found for the specified operation but things get confusing when more than one rule is in operation.

From a user interface perspective: How does one filter emails by size?

In the filter criteria, select filter by size that will allow you to filter an email that is either larger or smaller than a given size