Most of us spend more time in our email inboxes than we have to. There are times when the emails you receive is never ending and it drains you of your energy and time. You end up spending more time in your email rather than work on your important tasks for the day. When you keep pushing back your important tasks, your list is just going to grow and you will end up feeling that you’ve been left behind because there’s no movement. There will be times when you extend your hours by sacrificing time for your family or even for yourself. However, you shouldn’t be sacrificing what you care about just because of your email. You should be able to get it all done with the time you have.
At Asian Efficiency, we understand this 100%. We’ve had readers and customers come to us with this same problem and we were (and still are) more than happy to help. We shared with them tools and systems that they can use to get their email under control. Aside from those, there’s something else that you can do to make your email life easier… Email filters.
With these 10 email filters, you’ll be able to free up lots of time, have fewer important unread emails in your inbox and most of all…they might give you your sanity back.
I’m using Gmail as a primary email client but the filters can be applied to any email client. It doesn’t matter if you use Outlook, Airmail, Android or Windows. They all work but the settings might differ slightly.
The Power of Email Filters
The main benefit of email filters is that your inbox only contains important emails. Our default behavior when we check email is to open our email inbox and assume that everything in there is important.
What you want to is having important emails buried among spam and unimportant emails like this:
This is where email filters come in handy. They can help you have an email inbox with only important emails. So where do the other emails go?
Usually into a separate folder. Out of 100 emails, maybe 10-20 are really important. You can save yourself a lot of time filtering and sift through emails by utilizing filters.
The one downside of email filters is that you’ll have to teach yourself one new habit to check the “unimportant” emails because they aren’t in your inbox. They’ll be in a separate folder. If it’s out of sight, it’s out of mind.
As you go through the 10 filters, you’ll see what I mean.
1. Put all emails you’re CC’ed on in a separate folder
Let’s start with an easy and powerful filter by routing emails you’re CC’ed on to skip the inbox and put into a different folder.
Most of the time you don’t have to read the emails that you are CC’ed on right away. It’s usually just to inform you of something, and you can read them on your own time when it is convenient for you.
This will prevent your inbox from overflowing with emails that can be checked later, so you can instead focus on emails that are actually important.
Here’s how you set it up within Gmail:
- Click on the gear icon in top right corner
- Click on Settings
- Click on “Filters and Blocked Addresses”
Here you can add new filters by clicking on “Create a new filter”.
To find all emails you’re CC’ed on, in the field “Has the words” you want to type in:
It looks like this:
Then click on the link “Create filter with this search”. On the next screen, you can then decide how you want to deal with these kinds of emails.
I recommend you make the emails skip the inbox and then move them to a folder (Gmail calls them “Labels”). In this case, you’d create a new label “CC”.
Once you’re done, click on the “Create Filter” button and you’ve created your first filter!
Now you can read all the emails you’re CC’ed on at a time that’s convenient for you without having them clutter your inbox.
Now I do have you give you a warning: it’s easy to miss out on those emails. So you have to check the folder on a regular basis to stay on top of everything. I recommend once a day. If you find yourself constantly forgetting to check the folder then consider creating a repeating task in your task manager until it becomes a habit.
Assuming you’ve seen how to set up a filter, all the following filters will follow a similar format.
2. Note to Self: They’re Now All in One Place
One of my friends sends himself emails for when he wants to remember stuff. As a productivity nerd, I don’t completely approve of this approach but it’s working for him.
Over the years, I’ve seen others do it too. It’s especially useful while you’re driving because you can compose emails to yourself with help of Siri.
I know there are other ways to get notes to yourself but if this is a habit you already have then I’m here to help you make it even more efficient.
What you can do is have all emails you send to yourself redirected to a separate folder. Now you have all of them in one place and they’re easy to find and reference.
Here’s how you set that up:
- In the filter box, in the fields “From:” and “To:” you want to type in your own email address.
- On the next screen for your actions, you want it to “Skip the Inbox” and “Apply the label” which can be anything you want. I would call it “Notes to Self”.
Once you have it setup, all the emails you send to yourself are now rerouted to your folder.
3. Never Lose Your Username and Password Again With This Filter
Have you ever forgotten your username or password on a website?
While apps such as 1Password can help with that (and you really should use one), most of this information is also stored in your inbox.
With a clever search you can usually find this information but if you want to have all your account information in one folder…you’ve guessed it. There’s a filter for that.
In the filter box, in the field “Has words” you want to type:
username AND password AND account
This filter finds all emails that have the three words in the email. On the next screen, you want them to skip your inbox and move to a label (“Accounts”).
4. Have All Your Favorite Newsletters in One Folder
When we did a lot of research for our course Escape Your Email (shows you our complete email system for dealing with email) one thing we’ve learned is that AE readers love to read email newsletters.
The problem they had was they subscribed to too many of them and it cluttered their inbox. On top of that, if they didn’t have the time to read all of it right away they would keep it unread in their inbox so they could read it later.
Guess what happens when you are subscribed to 5-10 newsletters that email you once or twice a week…
Your inbox gets cluttered even more and now the truly important emails get buried somewhere in between. This creates a bad habit of checking all emails linearly which as you know by now is a huge waste of time (and soooooo inefficient).
An easy fix is to route all newsletters to skip the inbox and moved into a separate folder.
- Find all email newsletters you’re subscribed to. Specifically, you want to get the email address that they send from.
- Once you have your list, in the filter box you want to put in the “From:” field all the email addresses separated by “OR”. It might look like this:
- In the next screen, you can have them skip the inbox and moved to a label (“Newsletters”).
Again, it’s important to keep checking your newsletter folder. I usually check mine once a week on Friday to catch up with everything. If you keep forgetting to check it and it’s important to you, create a recurring task in your task manager for it.
5. Mass Unsubscribe from Email Newsletters You Never Read
Speaking of newsletters…
Chances are you’re subscribed to a bunch that you stopped reading but you’re still receiving them. One of the best things you can do to make your “email life” easier is to unsubscribe from them.
I know it sounds so simple yet I’m surprised most people don’t even consider it.
Here’s a simple guideline: if you haven’t read the newsletter in over a month, unsubscribe from it. That includes ours!
(Although I secretly hope you stay on but you have to do what’s best for you.)
This also applies to other regular email updates you get such as notifications, flash sales and discounts, and such.
Here’s an easy email filter to find all your email subscriptions to unsubscribe from. In the search bar, type:
This query will find everything you’re subscribed to. Now you can unsubscribe one by one from newsletters you don’t read anymore.
BONUS TIP: Another thing you could do is to move all these emails to a separate folder “Optional” and then read them on your own time.
6. Stop Being Bombarded By Notifications With This Simple Filter
We have a lot of IT people reading AE. When we put together Escape Your Email -the first course in the industry that teaches people how to effectively manage email – we worked with a lot of system administrators, IT directors and managers.
If you’re not in IT, let me describe to you what their inboxes typically look like: it’s 90% system notifications. They get hundreds of emails a day and most of them are auto-generated notifications.
I’m not kidding. 9 out of 10 emails are just automated notifications about servers, systems and such. They have to read them and monitor them but they really aren’t that important. What is getting lost are the important email support tickets and mission-critical updates.
You might not work in IT but you might have similar email notifications that you get. Maybe it’s from social media (someone commented on your photo), the project management tool you use, or a daily report you only ready once a week.
Don’t let these automated notifications take up your attention and clutter your inbox. You can set up a filter for this.
If you’ve followed along so far, you already know how to set up email filters so I won’t repeat it here because it’s going to be different per person. What I would suggest is to filter by sender’s email address AND subject line.
7. Pay Your Bills Quicker and Make Filing Your Taxes A Little Easier
Do you want all your bills in one folder?
Yes, you’ve guessed it. There’s a filter for that. It might make filing your taxes a little easier when everything is in one place.
(If you run a business, you really should put everything on a company credit card. That will make it even easier and you won’t need this filter.)
Here’s how you can do it:
- Create list of all companies that you get bills from
- If possible, create a filter based on the email addresses of each vendor/company you work with. If that’s not possible, then create a filter for each company. Either way, route the emails into folder “Bills”.
Everyone has different bills but here are some broad categories you can start off with:
- Internet and TV
- Rent / mortgage
- Web hosting
- Insurance (car, health, property)
If you don’t have Autopay enabled, make sure you check this folder on a frequent basis to pay your bills on time. I highly recommend you use Autopay but if it’s not an option, then create a recurring task in your task manager.
(Please, do not put this on your calendar. You’re cluttering your calendar for unnecessary reasons. This really should be in your task manager with due dates.)
8. Put All Your Purchases and Receipts In One Place
Related to bills, you can also have all your purchases and receipts in one place. If you shop at the same place, you could create a custom filter for it.
On top of that, you can also create a generic filter for emails that contain the word “receipt” or “order number”. For example:
9. Protect Yourself From Spammers with This Filter
A lot of people are very secretive and hesitant to share their email address. Some people even create multiple email addresses: one for spam, one for regular use and one only for family.
Personally, I think that’s overkill but I can understand where they are coming from. They want to ensure their email address doesn’t get spread around and such.
Spam is a legitimate concern and most of us deal with it on a daily basis. If you ever wanted to know if a website is sharing your email address, you can use a nifty trick with Gmail by using a plus sign.
For example, let’s say your email was [email protected]
Anything that appears after the plus sign gets ignored. Gmail will read it as “[email protected]”. However, you can still create filters around the full email address with the plus sign. That means you can filter emails based on “To:[email protected]” and any variation with the plus sign.
I’ve seen some people do this when they signed up for our email newsletter which led me to research this.
You can also use this for other purposes. For example, let’s say you email yourself often stuff and you want it automatically sent to a specific folder. You could use [email protected] and create a filter to redirect it based on the folder name.
The same idea applies if you own your own domain. You could set up a catchall email address that gets sent to your primary email address and put into a folder.
So let’s say your email address is [email protected], you could send emails to [email protected] which gets redirected to your personal email address, and then stored in folder “finance”.
How to set that up is beyond the scope of this post but I wanted to let you know that it is possible.
10. Create Your Filter Based On Your Needs
I hope by now that you have a good idea how powerful and useful email filters can be. The possibilities are endless but everyone’s situation is different.
That’s why I recommend you start thinking about creating some of your own filters. Here are a couple ideas:
- Put all UPS, DHL and FedEx notifications in one place
- Each time you get a confirmation email of a flight you’ve booked it gets automatically forwarded to Tripit
- For all the emails you can’t turn off or unsubscribe from, have them skip the inbox. For example, I do this for confirmation emails from OpenTable when I’ve booked a restaurant. I can’t turn off these emails otherwise I’d lose the service.
- If you’re an avid online shopper you can put all your emails containing “discount” or “coupon” in one folder.
There are endless ways you can use email filters to make your life easier.
The primary benefit is that a lot of unimportant emails skip your inbox. Keep your inbox for the important emails that need your attention.
Based on my own experience and our clients’ experiences, you do not want to have important emails skip the inbox. What happens is the “out of sight, out of mind” phenomena. If you don’t see it in your inbox, you’re more likely to miss out on it. That’s why we advise you to keep your important emails in your inbox. You can still use filters for them, i.e. color emails from your boss in red, but the power of filters really shines for all the unimportant emails.
Implement one email filter today. Do not try to implement all of them at the same time. You might get confused and lost when you don’t see any emails coming in (especially if you make a mistake in a filter).
Put one filter in place, get used to it for a few weeks and then implement another one. Over time you’ll save hundreds of hours on email. This is not an exaggeration. I still have email filters in place from 2010 and they’re still working fine and have saved me hundreds of hours over the years.
In a strange way, it’s a good investment to make. But like I said, start with one and slowly implement the others over time.
And if you need more help, I recommend you check out Inbox Detox to help you declutter your email inbox. We also have a training course inside The Dojo, our productivity community, that discusses more tips and tricks on email.
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