Optimize your way of working with Google Workspace: Email filters and Labels #TutorialSeries

Optimize your way of working with Google Workspace: Email filters and Labels #TutorialSeries

My private email and how I use labels (not really comparable to the scale of my work account :-))

I get way too many emails and no I don’t mean spam. This is about time management and I can’t be the only one looking for some more time for the loaded assignments.
Therefore I would like to share some tricks of how you can use your Google Gmail to add some structure.

Since working in customer success I find myself swamped with emails. It is rather tricky maintaining an overview on all the different emails. I use labels and filters to maintain an overview:

My private email and how I use labels (not really comparable to the scale of my work account :-))

Let’s start with creating the right search, there are a handful of operators I use:

  • from: as in “from:Joerg” email sender of the email
  • to/cc/bcc: used like “from”
  • {} : Basically {A B} means A or B
My private email and how I use labels (not really comparable to the scale of my work account :-))

Like in the picture, Using the “Includes the words” field with one long query seemed to bring the best results so far. Normally I look for domains like ripe.net in a query like

{from:(ripe.net) to:(ripe.net)}

which going forward will match all mails send from or send to this domain.

Below you’ll find a link of reference of all operators.

Next step is to create the label, so the filter will do nothing else but labeling the emails.

My private email and how I use labels (not really comparable to the scale of my work account :-))

The “Also apply filter…” is great to instantly check if the filter is correct.

Finally, you can change the color of the label, really handy. I use the following colors to prioritize emails and have a direct association with the risk:

  • grey: new customer
  • green : a customer with current issues
  • yellow: a customer at a low risk of not renewing the service
  • red: a customer with ongoing issues and a high risk of not renewing the service
My private email and how I use labels (not really comparable to the scale of my work account :-))

That’s it for today, please leave a 👏 and be excellent to each other.

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