all right so in this video i'm gonna demonstrate how we can use labels and filters to move incoming
emails to accurate folders automatically without manually doing anything so here we have some
emails in our inbox if i go to more if you have any labels they will probably show up here now
currently i'm just going to start by creating a new label so i'll do a new label here if you have
an existing label you don't have to do anything but i'll just call this for example invoices
so now as you can see that label shows up here invoices there's not gonna be anything under
this but now what i want to do anytime that i have a new email in my inbox that has invoice
in the subject line i want that to from now on automatically go to this invoices and to do
this we're gonna go now once we have this to our settings so i'll go under settings this gear icon
is where it's gonna be you want to be flexible with google's menus because they switch places
all the time so you may need to find where the settings are if you're watching this in a couple
of months so i'm gonna go ahead and click on this see all settings and in our settings we have the
section filters so i'm going to go ahead and go to this section and currently you can see i
have no filters applied so i'll go ahead and click on this create new filter right here
and that's going to open this advanced search now we're going to decide what filters we apply
now in my case i want to go by subject line so i'll go here by subject line and i'll type invoice
so anytime there is this word invoice in the subject line i want this to happen you could
apply more filters here at the same time if you wanted to maybe there's a particular word or
phrase you want in that email body to appear to you can type it here for me i'm just going to go
by subject line and then below here we have this create filter option so if i click on this here
we have a bunch of different things we can do in my case i only care about labeling process so i'll
go to this apply the label and here i'm going to choose that label if you don't have existing label
you can make a new one here but for me i made that invoices label already so i'm gonna pick that
and at this point i'm gonna just go ahead and click create filter and as you can see
now that filter is here so what i'm gonna do i'm gonna just try to send an email now to this
particular email to make sure that email goes to the right spot so at this point when i send a new
email that has invoice in the title that should automatically be moved to this invoices label
so here i'm gonna start composing new email type that particular email where
i'm sending this and i'll just do anything with a subject line that has invoice in it
and go ahead and send this so now let's go and check out that email and see what exactly happened
so now you can see that i have this new email and you can see how the label was attached to it right
away under invoices still there and it's under this invoices too so this was labeled correctly
and it's now in the proper spot now that being said it's still going to appear in
your inbox so you may or may not want this to happen currently that is in my inbox and
it's labeled properly so therefore if i go under invoices i still see that email if we
want to not have that in our inbox at this point we can go back and change our settings
and i'm going to go back to filters we could have done this immediately when we were
actually making this but now i'm just gonna modify this so i'll just grab this one and click edit
and you can see we already have this where we do this invoice i'm gonna keep that so
i'm gonna hit continue so what i'm gonna do at this point i'm just gonna do skip the inbox
and update this filter so now let's try to send another email and this time it should not appear
in our inbox at all it should just go to this invoices so let's try that and see what happens
so here we are again let's send another email
again send let's go check out what happened in our inbox so now you can see that that new one
that i sent is not appearing here anymore but under invoices see there's this one
that says there's something new under this label so if i click here you'll see that
appears here so based on how you want to handle this you can either ignore your inbox completely
and send it all here or you can keep in both spots so that's up to you to decide
now let me show you a couple of other filter options that may be useful so for example let's
say i want to be able to filter so that not only invoice goes to that particular folder
but i want to add a functionality to also send anything that has bill in my subject
line to also go to this label invoices so again i'll go back and change my settings
under filters i'm going to again change this filter click edit now here you can see how we have
invoice and now we want to also include subjects with bill in them in order for me to do so i can
use this or and type bill now it's important that you do uppercase or uppercase or is a special
operator that's saying this or that if you want at this point you can hit search to kind of see
what that would look like so i'm just going to do so you can see how it filters this you also
want to be paying attention to what happens here see on top here it shows me how that
was created so it's the subject colon and then in parenthesis we have invoice or bill
now assuming i'm happy with this we have to go back and basically redo the filter because as far
as i know you cannot apply this after you search anymore so i'm gonna go ahead and go under gear
and see all settings filters and click edit and then here we'll do this or
bill so at this point instead of hitting search i'm gonna do continue and we'll keep all of these
the same we'll update our filters and by the way if you want to basically apply this to all of
your currently existing emails already because when we create this this is only going to work
on new emails coming in but if you want to apply to existing ones you can also click in this
also apply to see this matching conversations in my case i don't care about existing ones so i'm
going to leave it at this update filter and now i have this filter so now anytime i send
something with the word invoice or bill to this email it's automatically gonna be sent to this
invoices a couple of other things i'm gonna show you with this filters that could be useful
so this time i'm just gonna use the search however if you want to apply this you will still have to
go to that filter section and modify it for me i'm gonna go under inbox just to give you some
tips about searching and finding the right thing so maybe instead of doing just the word invoice
you want to make sure it's both invoiced and attached so if i have both of those boards then
i want to move that to that invoices folder and i also want to make sure if there's the word bill i
want that to go to that particular label too so the way you would have done that if i go back
to this options right here in the subject line so if i currently just do invoice attached or
bill this is not going to work so if i go ahead and hit search so you can see what happens
see i only get this invoice attached but that bill doesn't show up in our search
so what i could do here i'm gonna go and wrap this invoice attached part
in parentheses like this so basically i'm grouping this together the same voice and attached and
then we're saying or bill and with this if i hit enter you'll see that we get those so now i got
this invoice attached as one and then i got bill and both of those happen seeing the subject line
so that's the way you could do the sort of grouping now let's say i do invoice attach
like this so if i'd enter you'll see that now again it has this invoice attached as one of
the results that shows up here maybe i don't want to have invoice attached i want only when
it's attached so in those cases what i can do i can go here and add a plus sign in front of that
word and change this to attached notice that with attach it didn't show up in my results
because now there is no word attach in my subject it's attached so i'm going to do this
change this to attached and hit enter and now we get that in the results so if you want to make
sure that whole word that particular word appears in the subject line instead of just containing
something with that word then you can use this plus signs so again like the same thing if i
want this to be just invoice not like invoices or some other thing that contains the word invoice
then i can add another plus sign in front of that word invoice like so and that same thing we
could apply with this board bill so maybe it's not just the word build that we're looking for
we want to make sure that it has the word bill and then the word guess in those cases we would
go here and take the second part and put it in parentheses and then here i can do bill gas
and with that same logic if you want to make sure it's just the word bill not like billing
you could add a plus sign and that should do that and you could do that same thing with gas
so these are some pointers that could help you and also remember that you could add more ores
so i could go here and do another big or and now i can do yet another match so maybe this one is
invoice with a different type of word in it so i guess we'll put another set of parentheses and do
invoice so for right now if i just do the word invoice so you can see what happens so maybe at
this point you want invoice and some other words here like you so you can go here and add that
to this and you can see now we got this or this or this and you could
just try it out here to figure out what that should be and grab this copy this
and then go back to your settings filters and see this is my current one
and i'm gonna do edit and on top here where it says subject i'll just go ahead and paste it here
the only difference here we're going to remove the subject colon because it's going to know that by
the subject label here the rest i'm going to keep the same click continue and you can see how that
shows up like this in the subject line at this point so i'm gonna go ahead and update filter
and now this should be my new filter with this
new logic and if you want now to create more labels and send different emails to other emails
you simply would just create new labels here and then come back here and basically create
new filters in this section so in that case instead of modifying your existing one you would
create a new filter and send it to the proper spot thanks for watching and i'll see in the next video