In my previous post on Gmail Smart Labels, I showed you how the Gmail app automatically labels items coming into your inbox into specific categories such as Social Updates, Promotions, Forums, and Notifications. But, automatic categorization doesn’t always mean your messages get labeled in the right category. For instance, my subscription to a daily newsletter from a racing site gets labeled Promotions and since I set the label to auto-archive, I don’t see it immediately in my Inbox. And that doesn’t help because I read that newsletter every day. Gmail Smart Labels works using filters, so if you find yourself in a similar situation, the best way to deal with it is to create new filters or re-categorize the labels individually. In this post, I’ll show you how to configure Smart Label filters so that your messages get labeled the way you want them.
How to Configure Gmail Smart Labels Filters
Let’s start with the scenario I explained in the previous paragraph. I need to move email messages from Killer Bets that are labeled Promotions to a separate label called Racing and I don’t want this label to be auto archived. To do this, I create a new filter.
To create a new Smart Label Filter:
1. Login to Gmail.
2. Ensure that you have enabled the Smart Labels feature. (If not, see how to do this here.)
3. In the Gmail navigation bar, click the Gear icon and choose Settings.
4. In the Settings page, click Filters.
5. In the Filters page, click Create a new filter.
6. In the pop-up window, in the From field, enter the sender’s email ID. (optional)
7. In the To field, enter your email ID. (optional)
8. In the Subject field, enter the subject of the email. (optional)
9. In the Has the words field, enter specific words. (optional)
10. In the Doesn’t have field, enter specific words. (optional)
I have marked items 6 to 10 optional because there is no need to fill all fields. Just fill in the ones with whatever criteria that best suits you.
11. Click Create filter with this search.
12. In the next screen, create the rule. Most fields are self explanatory. If you wish to create a new label, just click the spin box and choose New label. You can also check Exclude from SmartLabel categorization to avoid having two labels for one email.
You can also check the Also apply filter to x matching conversations to label all older messages matching the criteria you selected to the new label you created.
13. Click Create Filter.
That’s it! You now have your very own smart labels and you can choose whether to view them in the Inbox or auto archive them for later viewing.
Re-categorizing Existing Smart Labels
If you want specific email messages to be moved to a different default category, just open up the email and select another option. The Other option will simply remove the label on the respective email. This of course will apply only to the individual email.
Now that you know how to create new filters in Smart Labels, you can manage your email notifications, newsletters and other email messages more effectively.