Gmail Labels + Filters

Transcription

1 Gmail Labels + Filters

2 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

3 Logging In

4 Open browser and go to IPS homepage

5 Select the proper login from the Quicklinks pulldown

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

7 Labels

8 What ARE Labels?

9 What ARE Labels? Labels = virtual folders Creates an easily identifiable "tag" on s Can be colored to aid identification Multiple labels per Different from how Windows stores files Used to simplify search and organization

10 What ARE Labels?

11 specific people parents and students

12 Purpose

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

14 Creating Labels

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

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

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

18 The new label will now appear on the left

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

20 Assign multiple labels by selecting the , clicking the "Labels" button, selecting the label(s) you want, and clicking "Apply" Or assign a single label by clicking and dragging the to the desired label on the left hand side. Be sure to use the "grip" part of the as pointed out. This also archives the

21 Filters

22 What ARE Filters?

23 What ARE Filters? "equations" designed to sort your . If this, then that. Label, star, delete, forward, etc... incoming or already archived automatically based on set criteria.

24 Purpose

25 Purpose Automatically sort / label the way you want. Department Parent / student Friend / family Etc... Archive s you don't need to see. Mailing lists Reduce time spent organizing your .

26 Creating Filters

27 Click the "Settings" from the main screen

28

29 Click the "Create a new Filter" link

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

31 Filter Setup Each field in the "Filter" criteria can be used individually, or in combination with another field to specifically filter out your . Each field has it's own unique properties, as described below: FROM field - Any address or criteria that is in the "From" component of your (or a received) . TO field - Any address or criteria that is in the "To" component of your .

32 Filter Setup SUBJECT field - Criteria entered in this field will look for matches in whatever has been entered as the "subject" for an 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 . DOESN'T HAVE field - The only s that will pass through a filter when criteria have been entered here are s that DO NOT have the entered criteria in them. HAS ATTACHMENTS check box - Looks for an attached file.

33 Filter Setup ADDITIONAL 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 from the search. NOT - This function will specifically reject s that contain the specified criteria AFTER the function in the particular field.

34 Filter Setup ADDITIONAL 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".

35 Enter your filter criteria, then click "Continue"

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

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

38 Real World Scenario's

39 EXAMPLE FILTERS THAT I USE

40 More can be made for such things as: Each school / department Elementary / middle school / high school English / science / math / social studies Students / parents By class / block Family / friends Etc...

41 ?'s