32 Gmail Filter Syntax Methods

Do you ever feel overwhelmed by the sheer volume of emails in your Gmail account? With spam, notifications, and unwanted marketing emails piling up, it's easy to feel lost and confused. 

Luckily, there's hope. If you want to organize your Gmail inbox faster and smarter, consider using Gmail filters to sort emails into categories or labels automatically. You can create detailed rules to target specific emails based on detailed criteria using filter syntax. 

This can help you declutter your inbox and make it easier for AI email organizer like Inbox Zapper to do their job so that you can clean up your Gmail with their help even faster.  Email filter syntax is an advanced way of organizing emails to achieve your goals faster. 

Benefits of Gmail Filter Syntax

Automated Email Organization: Say Goodbye to Clutter

You can create filters based on various criteria such as sender, recipient, subject keywords, or email size. For instance, emails containing "order confirmation" in the subject can be labeled as "Purchases," while client emails can be marked as essential to ensure you never miss them. 

Time-Saving Actions: Let Gmail Do the Work for You

Filters can automatically perform actions like archiving, marking as read, starring, applying labels, forwarding, deleting, or categorizing emails into specific inbox tabs. This automation reduces the need for manual sorting and helps maintain a clutter-free inbox. 

Enhanced Focus and Productivity: Reduce Distractions

By filtering out low-priority emails or newsletters, you can focus on emails that require immediate attention. This selective visibility minimizes distractions and aids in maintaining concentration during work hours. 

Streamlined Communication: Ensure Team Members Get the Right Info

Filters can be set to forward specific emails to team members or other addresses, ensuring that critical information reaches the right people promptly. This is particularly useful for collaborative environments where timely information sharing is crucial.

Improved Email Management: Get Your Inbox Under Control

Gmail filters can be applied to existing emails by selecting the "Also apply filter to matching conversations" option during filter creation. This feature allows you to efficiently organize your inbox without manually sorting through old emails. 

Advanced Filtering with Operators: Expert Email Organization

Gmail supports various operators to refine your filters: 

• OR: Includes emails containing either of the specified terms. 
• - (Minus): Excludes emails containing the specified term. 
• " " (Quotes): Searches for exact phrases. 
• ( ) (Parentheses): Group terms to control the filter's logic. 
• \: Acts as a wildcard to include any term variation. 

Enhanced Security and Spam Control: Protect Your Inbox

Filters can be configured to automatically delete or archive suspicious emails, reducing the risk of phishing attacks or spam cluttering your inbox. 

Integration with Other Gmail Features: Level Up Your Email Management

Filters work smoothly with Gmail's labels and templates. For example, you can apply labels to categorize emails or use templates to send automated responses to specific types of emails, further enhancing your email management efficiency.

Related Reading

• How to Stop Spam Emails
• Gmail Mark All as Read
• How to Stop Receiving Spam Emails
• How to Stop Unwanted Emails in Gmail

32 Gmail Filter Syntax Methods

1. Filtering by Sender: Master the Basics of Email Filtering

To filter emails based on sender, use "from:" followed by the email address or domain. For instance, "from:example@gmail.com" will filter emails from that specific address.

2. Filtering by Recipient: Get Your Emails Organized

Use the "to:" command to filter emails sent directly to you. For instance, "to:yourname@gmail.com" will only display emails addressed to you.

3. Filtering by Subject: Zero in on Relevant Emails

Filter emails by subject line using the "subject:" command. For example, "subject:meeting" will show only emails with "meeting" in the subject line.

4. Filtering by Keyword: Find Emails Faster

Use the "has:" command to filter emails containing specific keywords. For instance, "has:attachment" will show emails with attachments.

5. Filtering by Size: Free Up Storage Space

Filter emails based on their size using the "size:" command. For example, "size:larger_than:5mb" will display emails larger than 5 MB.

6. Filtering by Attachment Type: Get Organized

Use the "filename:" command to filter emails with specific attachment types. For instance, "filename:pdf" will only display emails with PDF attachments.

7. Filtering by Importance: Sort Emails by Priority

Filter emails based on their importance using the "is:important" or "is:starred" commands. For example, "is:important" will show only essential emails.

8. Filtering by Unread Status: Focus on What Matters

Use the "is:unread" command to filter unread emails. For instance, "is:unread" will display only unread messages.

9. Filtering by Read Status: Review Your Emails

Filter emails that have been read using the "is:read" command. For example, "is:read" will show only read emails.

10. Filtering by Category: Get Organized

Use the "category:" command to filter emails by category. For instance, "category:promotions" will display emails categorized as promotions.

11. Filtering by Label: Find Emails Faster

Filter emails associated with specific labels using the "label:" command. For example, "label:work" will show emails labeled as work.

12. Filtering by Date: Find Emails From a Specific Time Frame

Use the "after:" or "before:" commands to filter emails by date. For instance, "after:2021/01/01" will display emails received after January 1, 2021.

13. Filtering by Attachment Size: Get Control of Your Email

Filter emails based on the size of their attachments using the "has:attachment larger:5mb" command. For example, "has:attachment larger:5mb" will show emails with attachments larger than 5 MB.

14. Filtering by Multiple Conditions: Build Advanced Gmail Filters

Combine different filter commands to create complex filters. For instance, "from:example@gmail.com subject:important" will display emails from a specific sender with "important" in the subject line.

15. Filtering by Flagged Status: Improve Your Workflow

Use the "is:flagged" command to filter flagged emails. For example, "is:flagged" will display only flagged messages.

16. Filtering by Importance and Category: Sort Emails by Priority

Combine the "is:important" and "category:" commands to filter important emails within a specific category. For instance, "is:important category:work" will show important work-related emails.

17. Filtering by Importance and Sender: Find Critical Emails Faster

Filter important emails from specific senders using the "is:important from:" commands. For example, "is:important from:example@gmail.com" will display essential emails from a particular sender.

18. Filtering by Importance and Subject: Focus on What Matters

Combine the "is:important" and "subject:" commands to filter important emails with specific subjects. For instance, "is:important subject:meeting" will show important emails with "meeting" in the subject line.

19. Filtering by Importance and Attachment: Get Organized

Use the "has:attachment is:important" command to filter important emails with attachments. For example, "has:attachment is:important" will display important emails with attachments.

20. Filtering by Importance and Read Status: Review Critical Emails

Filter important unread emails using the "is:important is:unread" commands. For instance, "is:important is:unread" will display important unread messages.

21. Filtering by Sender and Subject: Find Specific Emails Fast

Combine the "from:" and "subject:" commands to filter emails from specific senders with specific subjects. For example, "from:example@gmail.com subject:urgent" will show emails from a particular sender with "urgent" in the subject line.

22. Filtering by Sender and Read Status: Review Critical Emails

Use the "from: is:read" command to filter emails from specific senders that have been read. For instance, "from:example@gmail.com is:read" will display emails from a particular sender that have been read.

23. Filtering by Sender and Attachment: Get Organized

Filter emails from specific senders with attachments using the "from: has:attachment" commands. For example, "from:example@gmail.com has:attachment" will show emails from a particular sender with attachments.

24. Filtering by Sender and Category: Find Specific Emails Faster

Combine the "from:" and "category:" commands to filter emails from specific senders within a particular category. For instance, "from:example@gmail.com category:work" will display work-related emails from a particular sender.

25. Filtering by Sender and Label: Get Organized

Use the "from: label:" commands to filter emails from specific senders with specific labels. For example, "from:example@gmail.com label:important" will show emails from a particular sender labeled as necessary.

26. Filtering by Subject and Read Status: Review Critical Emails

Filter emails with specific subjects that have been read using the "subject: is:read" commands. For instance, "subject:urgent is:read" will display read emails with "urgent" in the subject line.

27. Filtering by Subject and Attachment: Get Organized

Combine the "subject:" and "has:attachment" commands to filter emails with specific subjects with attachments. For example, "subject:presentation has:attachment" will show emails with "presentation" in the subject line and attachments.

28. Filtering by Subject and Category: Find Specific Emails Faster

Use the "subject: category:" commands to filter emails with specific subjects within a particular category. For instance, "subject:meeting category:work" will display work-related emails with "meeting" in the subject line.

29. Filtering by Subject and Label: Get Organized

Filter emails with specific subjects and labels using the "subject: label:" commands. For example, "subject:urgent label:important" will show emails with "urgent" in the subject line and labeled as necessary.

30. Filtering by Read and Unread Status: Review All Emails

Use the "is:read OR is:unread" command to filter both emails. For instance, "is:read OR is:unread" will display all emails, regardless of their read status.

31. Filtering by Multiple Senders: Get Organized

Filter emails from multiple senders by using the "from:" command followed by various email addresses or domains separated by the "OR" operator. For example, "from:example1@gmail.com OR from:example2@gmail.com" will display emails from both senders.

32. Filtering by Multiple Conditions with Negation: Get Specific

Combine filter commands with the "-" operator to exclude certain emails from the results. For instance, "from:example@gmail.com -subject:spam" will filter out emails from the specified sender that contain "spam" in the subject line.

7 Best Gmail Filtering Tools

1. Inbox Zapper: The Ultimate Gmail Cleanup Tool

Inbox Zapper is a highly effective Gmail cleanup tool that works quickly and efficiently. With one click, Inbox Zapper scans your inbox for email lists and unwanted emails, allowing you to mass unsubscribe from emails and newsletters and mass delete emails. You can finally reclaim your inbox with ease. None of your email data ever leaves your device, preserving complete privacy. Inbox Zapper was designed with privacy in mind from day one. 

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Other tools resell your data; we just help you clean your inbox. Join 15,687 people who have used Inbox Zapper to clean 28,384,924 emails. For now, Inbox Zapper only supports Gmail but we will expand to other email services soon. Inbox Zapper is the easiest way to clean your Gmail inbox. Try Inbox Zapper's Gmail cleanup tool for free today to clean up your Gmail inbox with one click. 

2. Clean Email: A Smart Tool to Organize Your Inbox

Clean Email is an online bulk email organizing and cleaning app. It works in the background and manages your incoming messages automatically. All you need to do is to set up rules and filters that should be applied. It is not an email client, and you can’t send messages with Clean Email. This email organizing tool works with all IMAP-based email service providers. The app is privacy-oriented and doesn’t sell user data or share it with third parties.

Pros

• Powerful inbox management and organization features.
• Advanced filtering and sorting options.
• Automatic email organizing with Smart Folders.
• Action History Summary to keep track of the actions taken in the app to avoid missing anything important.
• Control Center.

Cons

• Lack of AI-based features.
• There is no dedicated app for Windows desktops.

3. Shortwave: An AI-Powered Gmail Organizer

Shortwave is an email organizer for Gmail. It uses AI to discover insights into your email habits and history. It simplifies bundling similar emails into folders so you can deal with them when you want, keeping your inbox clean.

Pros

• Feature-rich.
• AI-enabled.
• Bundles emails into categories automatically.
• Receive messages when you want with schedules.
• Keyboard shortcuts.

Cons

• Limited to the Gmail platform only.
• No desktop apps.

4. Mailbutler: A Feature-Rich Email Extension

Mailbutler is an email extension that enhances your mail provider with new features. It works with Outlook, Gmail, and Apple Mail. Some powerful options are email tracking, signatures, scheduled sending, delayed email delivery, notes, contacts, tasks, templates, and an AI-powered email assistant.

Mailbutler aims to be a collaborative environment where you can work on notes, tasks, contacts, and templates with team members. The app organizes emails into groups using tags. To protect your privacy, the company uses sophisticated encryption and complies with European data regulations.

Compared to Clean Email and other inbox organizers, Mailbutler lacks some critical features. It does a lot to help you collaborate with other users and craft error-free emails, but its primary focus is not blocking or organizing emails. It strives to be a one-stop shop for everything email-related, but lacks in-depth organization features.

Pros

• Email tracking.
• Collaboration features.
• AI-empowered for email insights.
• Tags to organize emails.
• Works on all leading email platforms.
• Built-in grammar checker.

Cons

• Pricey based on the number of users.
• The user interface needs updating.

5. Hey Imbox: The Email Service with a Focused Approach

Hey is a paid email service from the creators of Basecamp. One of the key features it promotes is an ‘Imbox’, which stands for important inbox. The ‘Imbox’ is designed only to show you essential messages and filter less critical messages so you can work on them later.

Hey’s other inboxes are ‘The Feed’ and ‘The Paper Trail’. The Imbox is designed only to let in items that are personal communications. Before someone can appear in the Imbox, you must tell Hey that you want to receive an email from them. Otherwise, they’ll be banished elsewhere. Once you read items in the Imbox, they go into a Previously Seen section.

Hey’s Imbox is a smart implementation of a Challenge-Response system that has been around for two decades. It was originally implemented by Mailblocks in the early 2000s (later bought by AOL).

The lack of integration with non-Hey email accounts in the Hey app makes it challenging for Gmail, iCloud, and Outlook users. Hey offers business accounts, but if you work in a company where you don’t get to decide where your email is hosted, you’ll be stuck using multiple email accounts.

Pros

• Focused Email Management: HEY Imbox is designed to be less cluttered and more concentrated than traditional email interfaces, which can help users manage their inbox more efficiently.
• Privacy Focus: HEY implements privacy-enhancing features like pixel tracker blocking and a focus on privacy over advertising. 
• Unified Experience: HEY offers native apps for multiple platforms, ensuring a consistent experience across devices. 
• Team Collaboration: Features like thread sharing, private comments, and email aliases facilitate team communication and collaboration. 
• Potential for Reduced Spam: The unique @hey.com email addresses can lead to less spam.

Cons

• Closed System: HEY is a closed system, meaning its functionality is limited to its platform and apps. 
• Limited Integration Options: Compared to other email providers, HEY offers fewer integration options with third-party apps and services. 

6. Sanebox: An AI Email Organizer That Works with Any Provider 

SaneBox is an external service that is compatible with any email address and app because it organizes your email in the background. SaneBox uses artificial intelligence to ensure only the important emails are in your inbox. It’s been around since 2010, so it’s a mature product.

SaneBox creates folders in your email client for you to snooze, banish people from your inbox, and more. When connected to your email account, Sanebox analyzes your past behavior and determines which emails are most relevant for you.

It examines which emails you open, which ones you respond to, and other tasks. Any unimportant emails will move from your inbox to a ‘SaneLater’ folder. SaneLater is similar to Spike’s Other Inbox in that it uses intelligence to pull unimportant things from your primary inbox.

Pros

• Smart attachment handling
• Prioritized inbox sorting
• Automatic reply tracking

Cons

• Complex initial setup
• Needs regular updates

7. Drag: A Collaborative Gmail Organization Tool

Drag is a Gmail organizer app that adds dozens of new features to Gmail. It’s meant to be a collaborative team tool to enhance Gmail’s productivity. The custom automation feature allows you to organize emails effortlessly, follow up, and track specific emails from particular senders.

One of the most impressive features is setting shared inboxes so you don’t have to forward and cc messages back and forth; you can all work from the same information. Other features include email templates, tracking and sequencing, boards, aliases, team chat, assignments, and labels for organizing messages into groups.

Although this tool has features, most do not apply to organizing email. Teams looking for a great way to collaborate will love the comprehensive options. Still, if you are looking for a simple yet effective app to manage and block emails to keep your inbox clean, this may not be the best email organizer app to choose.

Pros

• Collaborative features.
• Labels for organization.
• Sorting and filtering options.
• Automation.
• Integrations.
• Kanban boards.

Cons

• Limited to the Gmail provider.
• No mobile version.

Related Reading

• Filter for Email
• ProtonMail Alternatives
  
• Email Organization App
  
• Inbox Management Tools

How to Clean Your Gmail

1. Clean Up Your Gmail Inbox with Inbox Zapper 

Say goodbye to unwanted emails in Gmail with Inbox Zapper. This Gmail cleanup tool works. With one click, Inbox Zapper allows you to mass unsubscribe from emails and newsletters and mass delete emails. Inbox Zapper scans your inbox for email lists and unwanted emails. None of your email data ever leaves your device, preserving complete privacy. Inbox Zapper was designed with privacy in mind from day one. 

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Other tools resell your data; we just help you clean your inbox. Join 15,687 people who have used Inbox Zapper to clean 28,384,924 emails. For now, Inbox Zero only supports Gmail, but we will expand to other email services soon. Inbox Zapper is the easiest way to clean your Gmail inbox. Try Inbox Zapper's Gmail cleanup tool for free today to clean up your Gmail inbox with one click.

2. Deleting Individual Emails in Gmail

Some people often experience issues with deleting individual emails. If you are also a novice Gmail user, you may experience some initial hazards. 

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Follow the simple process of deleting individual Emails from Gmail.

• Enter your Gmail credentials, such as your ID and password.
• Now, open your Gmail inbox on your Laptop, PC, or Phone.
• Now, label the emails you want to delete by putting a tick mark against the individual emails.
• Go to the top of Gmail; you will now see a trash icon at the top of your Gmail.
• Click on the delete or trash icon.
• You have now deleted an individual email. Similarly, you can delete all the respective Emails individually.

3. Deleting Emails in Bulk

Do you often search for "how do I delete thousands of Emails in Gmail? 

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Don’t worry; here is how to delete emails in Bulk.

• You can select the inbox or trash folder, depending on which emails you want to delete.
• If you want to delete all the emails on a single page from your inbox, you will see a rectangular box at the top of Gmail.
• Select that rectangular box, and you will see various open options, like All, none, read, unread, starred, and unstarred.
• Select All if you want to delete all the emails of a particular page of your inbox.
• Click on the trash icon. 
• As soon as you click on it, you will see that all the emails of that particular page of your inbox have been deleted.

Deleting Emails in Bulk on the Phone

• Enter the credentials like your Email ID and password, and open your Gmail application on your phone.
• Now, search the folder you want to delete in your Gmail inbox.
• Tap on the Email to open it. Depending on the interface, you may also have to select the swipe left or swipe right option.
• Now tap on the delete or trash icon. You will see that you have deleted the bulk email folder.

4. How to Delete Multiple Emails in Gmail

Follow these Steps if you are using Gmail in a Web Browser.

• Click the checkbox next to your inbox if you look forward to deleting your emails individually.
• You should select the checkbox in the top left corner to delete all the emails.
• If you want to delete specific emails, you can look for various search operators in the search bar.
• Select these multiple emails that you are looking forward to deleting.
• Go to the toolbar and click the trash icon. You have learned how to delete multiple Emails in Gmail.

Deleting Multiple Emails in Gmail Mobile App

• To reveal the check box, you should swipe right on your email.
• Tap the email to select it.
• You will see a circle at the top left; select that particular circle.
• Now, you will see that all the emails have been selected as soon as you choose the circle.
• To delete selected emails, tap the trash icon.

5. Permanently Delete Emails in Gmail

Do you want to delete emails from your inbox permanently? Follow the steps.

• First, permanently delete those emails you want to remove from your inbox.
• Select the checkbox against that email and click the delete or trash can icon to delete these emails.
• Now, you will find my deleted emails in the Trash folder.
• Now, explore the trash folder and look for the particular deleted email.
• Go ahead and delete that email from the Trash folder. Congratulations, you have permanently deleted all emails from your Gmail account.

6. Emptying Trash and Spam Folder 

Steps for Emptying Trash

• You will view more options in the left-hand sidebar of your inbox. 
• Click on more to view the trash option right below spam.
• Simply click on the empty trash icon.

Steps for Emptying Spam Emails

• You will find a spam folder under more. It is right above the trash icon and below All mail.
• Now, select particular spam emails that you wish to delete.
• Click the trash icon at the top.

7. Delete Gmail Email by Search Range 

You can use the search bar method to delete Emails by date range. Follow these simple steps.

• Type the date range in the Gmail search bar.
• The date range should be in the format ( YYY/MM/DD).
• If you want to search emails after a specific date range, type after Y/MM/DD
• For emails before a specific date range type before: Y/MM/DD
• Press Enter to see all the desired emails based on a date range.
• Select all the emails based on a specific date range for deletion. 
• Select these emails by clicking on the box at the top-left corner of your Email.
• Now, click the text and select all conversations that match the search result.
• Click on the trash icon to delete all these emails.

8. Delete Emails By Category 

First of all, select the particular email category that you want. There are varied categories in which to choose your emails. For example, these categories are social, promotions, updates, etc. Now, click the rectangular checkbox at the top to select all the conversations. Click on select All X conversations. Click Delete.

9. Delete Emails By Read or Unread Status 

Now, we have seen various methods for deleting thousands of Gmail emails. Apart from this, we have also learned to delete individual emails from your inbox. Now, we will learn how to delete emails with unread status. However, Gmail does not offer a direct way to delete emails based on reading status. 

Delete Emails by Unread Status

• Go to the Gmail inbox search bar and type unread.
• Now, click the checkbox at the top left to select all the unread emails.
• Click on the trash icon to delete these emails.

10. Delete All Emails in Gmail 

Using Gmail, you can quickly delete all emails on your desktop and mobile device.

Delete All Emails in Gmail Via Desktop

• Enter your Login credentials, and open your inbox on your desktop.
• Select the particular category that you want to choose. 
• For example, you can select the inbox, All Mail, etc.
• Click on the rectangular checkbox at the top left corner.
• Click on the trash icon or delete button to delete all emails in Gmail.

Delete All Emails in Gmail via Mobile

• Go to your Gmail app via mobile.
• Tap the checkbox next to an email.
• Select all the emails that you desire to delete.
• Click on the trash icon in the top left corner.

Clean Up Your Inbox With One-Click with Inbox Zapper's Gmail Cleanup Tool for Free Today

Inbox Zapper is a Gmail cleanup tool that lets you quickly delete unwanted emails and newsletters with a single click. Here’s how it works: Once you install Inbox Zapper, it scans your inbox for unwanted emails and lists. Then, it lets you mass unsubscribe from emails and newsletters and delete unwanted emails. You can review the results before making any final decisions to ensure you don’t lose any important emails. 

Related Reading

• Best Unsubscribe App
• Best Spam Email Blocker for iPhone
• How to Unsubscribe from Emails Without Unsubscribe Link
• Email Spam Blocker for Android
  
• Stop Junk Email

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