Gmail Labels + Filters

Table of Contents

• Purpose• Logging In• What ARE labels• Creating labels• How can you USE labels• What ARE filters• Creating filters• How are labels useful

Logging In

Open browser and go to IPS homepage

Select the proper login from the Quicklinks pulldown

Enter your username, password, and click "Sign in"

Labels

What ARE Labels?

What ARE Labels?

• Labels = virtual folders• Creates an easily identifiable "tag" on emails

o Can be colored to aid identification• Multiple labels per email

o Different from how Windows stores files• Used to simplify search and organization

What ARE Labels?

parents and students

specific people

Purpose

Purpose

• Allow for simplified navigation and management of email.• More easily identify subject matter / topics of email.• Label and recognize email based on specified criteria.• Improve search accuracy and recollection of email

conversations.

Creating Labels

After logging in, click the 'settings' button (upper right)

When the 'Settings' screen appears, click the 'Labels' setting tab

Type the name of the label in the bottom dialog box, and click 'Create'

The new label will now appear on the left

To set a color for your label, click the small box to the left and select from the available options

Assign multiple labels by selecting the email, clicking the "Labels" button, selecting the label(s) you want,

and clicking "Apply"

Or assign a single label by clicking and dragging the email to the desired label on the left hand side. Be

sure to use the "grip" part of the email as pointed out. This also archives the email

Filters

What ARE Filters?

What ARE Filters?

• Email "equations" designed to sort your email.o If this, then that.

• Label, star, delete, forward, etc... incoming or already archived email automatically based on set criteria.

Purpose

Purpose

• Automatically sort / label email the way you want.o Departmento Parent / studento Friend / familyo Etc...

• Archive emails you don't need to see.o Mailing lists

• Reduce time spent organizing your email.

Creating Filters

Click the "Settings" from the main screen

 

Click the "Create a new Filter" link

At this point enter the criteria you want for your filter*

Filter Setup

Each field in the "Filter" criteria can be used individually, or in combination with another field to specifically filter out your email.  Each field has it's own unique properties, as described below:

FROM field - Any email address or criteria that is in the "From" component of your (or a received) email. 

TO field - Any email address or criteria that is in the "To" component of your email.

Filter Setup

SUBJECT field - Criteria entered in this field will look for matches in whatever has been entered as the "subject" for an email message.

HAS THE WORDS field - Any word(s) that you put in this field will look for a match through the entire body of the email.

DOESN'T HAVE field - The only emails that will pass through a filter when criteria have been entered here are emails that DO NOT have the entered criteria in them.

HAS ATTACHMENTS check box - Looks for an attached file.

Filter SetupADDITIONAL SEARCH FUNCTIONS Within each field you can enter certain functions to help specify criteria you want the filter to search for.  Below are some of the common or more useful functions  AND - This will require the filter to search for your first entered criteria, AND a second (or third, fourth, etc...).  If one of the criteria is not present, it rejects that email from the search. NOT - This function will specifically reject emails that contain the specified criteria AFTER the function in the particular field.

Filter SetupADDITIONAL SEARCH FUNCTIONS OR - When entering more than one criteria, you can separate them with OR to specify that either/or would be an acceptable match.

|| (double pipe symbols) - The pipe symbol is found on the same key as the backspace (see image below).  When two are placed together they represent "and/or" rather than "either/or".

Enter your filter criteria, then click "Continue"

Select the options you would like the filter to perform and press "Create Filter."

Newly created filter will be applied to all new, incoming email

Real World Scenario's

EXAMPLE FILTERS  THAT I USE

More can be made for such things as:• Each school / department

o Elementary / middle school / high schoolo English / science / math / social studies

• Students / parents• By class / block• Family / friends• Etc.......

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