Steve Dotto here.
How the heck are you this fine day?
Me?
I�m feeling somewhat overwhelmed but I thank you for asking.
Now you may indeed wonder why it is I am feeling overwhelmed.
Well, that�s because I�m in the middle of delivering a webinar.
We�ve had 1,400 people register for this webinar and I have begun sending out to them
a requested feedback form so that they can give me feedback on how the webinar has gone
and that is starting to flow in.
So over the next couple of days, I�ll be getting hundreds of email responses back with
the form that I sent out which is going to give me some good information as far as moving
ahead with my webinar.
But it�s all coming into my email right now.
Take a look.
My email is absolutely full of feedback on my Going Paperless with Evernote webinar so
I need to set up a filter in order for them to all go into a single folder so that I can
go in and I can look at them at my leisure.
I can see them coming in but I don�t necessarily need them in my Inbox.
One very simple thing that we�re going to teach you today in this Tubetorial is how
to create email filters on the fly.
Stick around.
I�m going to create an email filter for all of this email coming in on the Paperless
Office webinar.
A lot of us don�t take advantage of automatically filtering or creating filters ourselves.
We use the automatic filtering processes that are built into whatever email client we use
but we don�t bother taking the time to create our own filters based on our own use and it
couldn�t be easier.
Regardless of which email app you�re in, they all allow you to create filters quite
easily.
I�m going to show you how I create them.
There are probably five or six different ways to create these sorts of filters.
I�m just going to walk you through what I think is the easiest way to do it.
In this particular case since I�m getting all of these forms coming in right now, I�m
just going to select one of the forms here in my window and I�m going to click on the
More tab.
Now I�m in Gmail so it will work slightly differently if you�re in Outlook or if you�re
in Yahoo mail but you�ll find very similar commands.
I�m going to say filter messages like these.
What that�s going to do is it�s going to start to create a Wizard that will walk
me through the process of creating a filter that will do something with these email messages,
with all email messages like this.
Right away, we see what our options are.
If it�s coming from this email address which is an email forms tool that I have, then it
allows me to do it.
But I want more specific than just that email address because I do other forms at different
times.
I put them forward so I don�t want them all going into the folder or onto the label
that I�m creating for this.
I�m going to say if the subject has the words and the title of the email that went
out or what the form is, I�m going to say if it�s got those then I�m going to create
a filter.
You can see you�ve got all sorts of kinds of little programming things, including the
subject, if it doesn�t have the words, if it has an attachment, and if it doesn�t.
It�s got all those sorts of things.
We can even filter based on size.
By clicking here, I�m now going to create a filter just with this search term.
Now what am I going to do with it?
I�ve set the first stage which is filter the messages that look like this.
In this case, it�s the survey responses.
Now do I want to skip the Inbox and archive it?
No, although I could because I can go back into the client software that�s creating
these webinars and check it at any point but I want to see them all in a folder myself.
So instead, I�m going to apply a label to it.
By applying a label to it, that allows me to basically move it into a folder.
That�s the same as how you would set up in say Outlook and moving it into a folder.
I�m going to create a new label which is going to be called Paperless
Office Webinar, a nice long label.
I can nest that label under something else.
I can put it underneath one of my other folders but I�m not going to.
I�m just going to make it a top level one myself and I�m going to create that new
label.
So now it�s saying apply this label.
The next thing that I want to do is I can also send it out to delete it, I can send
it to Spam or I can mark it as important.
I can also automatically choose a response.
I can send an automatic reply should I choose and that�s an awesome tool if you start
thinking about it.
I can send all of these people back or in this particular case it would just go back
to the email software but if you had a subject head that was coming in from individual email
addresses, you could send an automatic response to those people.
Now I have one last step to do before we finish this up and that is I�m going to select
to Apply this filter to all of the other messages that meet the same criteria.
So now it�s going to look back in my Inbox and it�s going to apply the same filter
to the existing messages because right now it�s just set up to do it for messages moving
forward, anything coming in.
I�m going to apply that and let�s see how it worked.
Indeed, now we have all of those messages, we can see right next to the address here
that it has this tag attached to it.
But it�s still in my inbox.
It hasn�t automatically moved it out of my inbox.
We have to do one more thing in order to make it basically skip the Inbox because I don�t
really need these in the inbox if they�re going straight into the folder.
But there�s the folder?
It�s right here.
Here�s my Paperless Office folder.
If I click on this, I can see that it�s got all of those emails.
Look, it�s already got 39 emails in that folder so it�s doing the job of already
migrating them through.
But if you need to modify the filter, if it�s not working quite correctly or if you�ve
missed a step, if you want to do something else, in order to edit it what we do is we
go into our Settings under the Gear menu and you choose Filters.
There in Filters, you see I have quite a few filters that I use for different things but
this is my newest one, right down here at the bottom, this one, to apply it to the Going
Paperless Office Webinar.
I�m going to go in and I�m going to edit that and the last thing that I�m going to
do and you see the dialogue box is the exact same, in order for it to go straight into
the folder and completely miss my inbox so that I don�t have it sitting there in my
inbox, I�m going to ask it to skip the inbox.
So it will move it into the Archive but it also is always going to be residing in that
folder so I can go in and I can see it at any point.
I�m going to apply this to matching conversations and I�m going to update the filter.
Now when we go back into my inbox, look at that.
They�re all gone.
They�ve all been moved into that folder.
This is not a difficult thing to do and creating a few, good, intelligent filters will really
increase your productivity.
It�s great for clearing out bulk email that�s coming in of the sort that I�m dealing with
here that�s legitimate bulk email.
This isn�t spam or anything.
This is stuff that I actually want to have coming through my inbox but I just don�t
necessarily have to deal with right in my inbox.
You can you use this for requests for product information, for all sorts of things, by using
that automatically returning a canned response so you can do a quick response to people.
There are a lot of ways that filters will make your life a lot easier.
I hope you found our video today to be useful.
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But mostly, I just appreciate you spending some time with me on this fine day.
With that, I am done.
Have fun storming the castle!