Gmail: Set Up Email Filtering

Set up automatic email filtering to manage your University email. You can:

  • Create an email filter by using the search box
  • Create an email filter by using an existing email message
  • Manage your existing email filters

What is Gmail Filtering? 

Gmail's filters allow the service to automatically organize, label, archive, delete, star, or even forward emails to other addresses. Filters work by setting a search criteria, and all messages matching that criteria are then filtered by the search's action.

Create an Email Filter Using the Search Box in Gmail

  1. Log in to your University of Minnesota email account
  2. Click on the down arrow in the search bar at the top of the page 
    gmail search bar with Compose Button
  3. Enter the search criteria; then click Create filter at the bottom of the search drop-down menu. (You can check that the criteria works by searching current messages in the inbox using the search button).
    Gmail advanced search options
  4. Select the actions you want the filter to use.
    gmail search actions pane for creating a filter
  5. Click Create filter.
    Note: Only messages that are incoming will use this filter. If you would like old messages to be organized like this as well, the box "Also apply filter to matching conversations" needs to be checked.

Create an Email Filter Using an Existing Email Message

  1. Log into your University Gmail account
  2. Find and select the check box next to an example message you would like to filter
  3. Click the More Options menu at the top of your inbox (it will look like three dots in a vertical line)
  4. In the menu that opens, click on Filter messages like this
    drop down for "Filter Messages Like These"
  5. Enter the search criteria then click Create filter at the bottom of the search menu
    filter options with Create Filter button highlighted
  6. Select the actions you want the filter to use.
  7. Click Create filter
    Note: Only messages that are incoming will use this filter. If you would like old messages to be organized like this as well, the box "Also apply filter to matching conversations " needs to be checked.

Managing Filters

  1. Click on the Settings icon in the upper-right-hand corner of your email (It will look like a Gear, or flower)
    Gmail setting drop down
  2. Click on See all Settings
  3. Click on the tab labeled Filters and blocked addresses
  4. This will list all the active filters for the account. From this page you can edit, delete, create, and import filters, as well as block email addresses

 Note: Any mail that has been filtered or archived will be available under All Mail.

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