How to Create Rules in Gmail (With Photos)

How to Create Rules in Gmail

How to Create Rules in Gmail (With Photos)

There are many ways to organize your Gmail, but one of the easiest ways to do so is to create rules in Gmail. In order to customize how emails are categorized, automatically archive or delete messages, or even mark important messages, you can apply filters (aka create rules) for your Gmail account. Here’s how.

Step 1: Log In to Gmail

First, you’ll need to be logged in to your Gmail account in order to create rules for your inbox.

Step 2: Use the Search Function Dropdown

Finding the search function.
Finding the search function.


Next, the first step to creating a rule is to go to your search feature and click the drop-down arrow. From there, you’ll be able to create your first rule.

Step 3: Select the Criteria

Choosing your criteria.
Choosing your criteria.


Next, you’ll want to select and create the criteria that you want to create rules around. The criteria are as follows:

From: Specific senders (who send messages to you).
To: If you’re the recipient or want to filter messages for other recipients.
Subject: Include subject text (i.e. words that will be in the subject line).
Has the words: Any specific words found in the body of the email.
Doesn’t have: The message doesn’t have specific words that are not found in the body.
Size: The message is greater than or less than a certain number of MB or KB.
Date within: Filter messages based on when they were sent, either by day, week, year, etc.
Search: Limit the filter to specific folders or labels.
Has attachment: Apply to messages that contain attached files.

You’ll want to fill out these criteria based on what you want and then move on to step four.

Step 4: Check Boxes

Selecting check boxes.
Selecting check boxes.


Next, you’ll need to decide on a few other criteria, including checking boxes if you want to mark messages as read, star the message, apply labels, sort them into folders, and more. You don’t have to check these boxes if you don’t want to.

Step 5: Create the New Rule

Getting confirmation that the rule has been created.
Getting confirmation that the rule has been created.


Once you’ve done all of that, you can now create your new rule! It’s as simple as that.

How to Create Rules Via an Email

You can also create rules in an email. You’ll want to select the check box next to the message and create the filters in a similar way.

Here is a step-by-step video for further reference:

Wrap Up

Creating rules in Gmail helps you handle your incoming emails more effectively. Following this process and creating rules can completely automate the mail sorting process. Without these guidelines, your mailbox could become too much to handle. Everyone wants a more tidy inbox.

Frequently Asked Questions

Can I create email rules in Gmail?

Yes, you can! Just follow the steps we’ve listed above to set up your own rules via Gmail.

What is the difference between Move and Label in Gmail?

Any email that is added to a label will appear in the primary inbox. But when you move an email to a specific label, it won’t be in your primary inbox.

What happens to emails when you remove the label in Gmail?

You’ll simply delete the label itself, not the emails inside the label.

How long do emails stay in Gmail folders?

Gmail keeps your archived and folder emails indefinitely unless you delete them. Only the messages that you delete yourself are removed from your Trash folder after 30 days.
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