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7 Ways to Automate Emails Tasks in Gmail

What is Gmail Automation?

If you are wondering what is Gmail Automation then we will tell you in brief. It is a process that controls repetitive email tasks and automatic management of incoming emails. With which you can organize your Gmail inbox in a better way. Many people spend a lot of time answering similar questions, scheduling meetings, and sorting newsletters.

This type of repetitive and mindless task can easily be automated to save you time for more important goals. On top of automation technology, you can also employ the native features of Gmail to manage your inbox more effectively.

Ways to Automate Email Tasks in Gmail:

You don’t know it yet. But Gmail provides a built-in functionality to manage your inbox. Let’s look at some of the tasks you can automate.

1. Use Labels to Automatically sort Incoming Messages:-

You are receiving a lot of emails and they all have different levels of importance. To manage them properly, you can create multiple categories of your own and sort messages manually. But it may take a long time. Fortunately, there is a way to automatically sort emails into folders in Gmail.

In the right search bar, there is a dropdown menu that allows you to sort messages by subject, sender, or date. Additionally, you can also set a specific condition as a label for more specific filtering. Gmail can automatically label incoming messages. So that you can just click on the icon. And read all related emails.

Plus, you’re free to set as many labels as you want to organize your inbox as accurately as possible. 

  • Click on the dropdown arrow next to the search bar; 
  • Type the word label in the subject line and use the “Create Filter” command; How to Sort Your Gmail Inbox by Sender, Subject, and Label
  • Check the “Apply Label:” box, open the dropdown menu, and select “New Label.” Click on
  • Type in your label, click “Create” and “Create Filter”;
  • You can now see labels next to all incoming messages that contain related search criteria.

2. Use Filters to Automatically Forward and Mark Emails:-

There’s another trick to keeping your inbox organized. And deal with irrelevant messages and requests submitted by your assistants. For example, if someone sends you an email and mentions a meeting in the subject line, you’ll want to forward it to your secretary. And don’t worry about scheduling.

You can sort your Gmail emails by sender and subject and forward them to your subsidiaries and relevant departments. You can also mark emails as read and important. And you can move them to any other folder.

  • Find the search bar at the top of the screen and click the dropdown button;
  • Type keywords in the “Subject” field and use the “Create Filter” command;
  • Find the “Forward it” box and fill in the address of your choice;
  • Also, you can click “Mark as read” so that messages are not displayed as unread;

Now all emails containing specific keywords in the subject line will be automatically sent to the selected address.

3. Use Canned Responses to Send prewritten/Saved Responses:-

If you have to respond to multiple specific requests, you’ll need to send multiple similar follow-ups to your customers. So you probably write the same message. So why not create multiple templates. And use them to reply to certain types of email. Gmail offers you the possibility to store such saved responses in your mailbox and reply to repeated emails without writing similar letters.

If you want to use pre-written email, Gmail has a pre-designed response tool you need. You can enable it in “Settings” (gear icon) and save any message as a packaged response. Use such automated emails in Gmail to quickly respond to requests with just a few clicks.

  • Open Gmail Settings, find the “Advanced” tab and switch “Canned Responses” to “Enable.” Save the changes and return to the main Gmail screen;
  • Compose a message in the Compose window, find the dropdown menu in the lower right corner of the screen, and click “Canned Feedback”;
  • Select “New Canned Response”, name it and save the changes;
  • When you receive an email. Click on More Answers and open the three vertical dropdown menus. Go to “Canned Responses” and select the template you want to insert.

4. Automatically Remove Promotional Emails from Your Inbox:-

Automated responses from marketing emails, newsletters and websites can really overload your inbox. They don’t take much time to handle but they can still distract you from important messages. So if you don’t want to lose focus every time you receive messages like these, delete them as soon as they appear in your inbox.

The easiest way to opt out of annoying promotions is to use Gmail filters. You can choose your message. And can filter to find emails matching this address. After sorting emails by sender, you can choose what to do with them: label, archive, delete. Repeat this for each incoming marketing email to make sure you won’t receive them in the future.

  • Open the promoFtional email and click on the drop-down menu at the top-right;
  • Gmail will automatically fill in sender details in the “From” field, so just select “Filter messages like this”, and then choose “Create Filter” in the popup window;Automate Emails Tasks
  • In the next window you can decide what to do with such messages;
  • Now all emails matching the criteria will be automatically removed from your inbox.

5. Helpful Scripts to Automate Your Gmail:-

The list method works well for most repetitive tasks. But there are many more ways to organize your mailbox. If you want to know how to automate email in Gmail. These are some scripts that can assist with your more advanced tasks.

Auto Delete Emails After X Number of Days:-

We can usually keep our emails in our inbox, even if they are not useful. This may be to keep your message history clear. You may wish to receive some of this email after several days.  luckily, you can do this using google app script which is a powerful tool for G-suite app automation. In this program select Blank Project and paste the following script.

function auto_delete_mails() 
{ 
var label = GmailApp.getUserLabelByName("Delete Me"); // A label that signifies emails marked for deletion 
if(label == null){ GmailApp.createLabel('Delete Me'); 
} else{ var delayDays = 2 // Number of days before messages are moved to trash 
var maxDate = new Date(); 
maxDate.setDate(maxDate.getDate()-delayDays); 
var threads = label.getThreads(); 
for (var i = 0; i < threads.length; i++) 
{ 
if (threads[i].getLastMessageDate()<maxDate)
{ 
threads[i].moveToTrash(); 
} 
} 
} 
}

Define the delay before the email is deleted (days of delay). Save the script and set a trigger to run it daily. This script will create a “remove me” label that you can assign to useless messages. You can also categorize incoming mail so that different types of letters are removed from individual words.

6. Snooze Your Emails:-

Sometimes you may have to revert to those messages several days after receiving them. To do this, you can create a Google Script with code like this.

var MARK_UNREAD = false;  var ADD_UNSNOOZED_LABEL = false; 
function getLabelName(i) 
{ 
return "Snooze/Snooze " + i + " days"; 
} 
function setup() { // Create the labels we’ll need for snoozing 
GmailApp.createLabel("Snooze"); 
for (var i = 1; i <= 7; ++i) 
{ 
GmailApp.createLabel(getLabelName(i)); 
} 
if (ADD_UNSNOOZED_LABEL) 
{ GmailApp.createLabel("Unsnoozed"); } 
} 
function moveSnoozes() 
{ 
var oldLabel, newLabel, page; 
for (var i = 1; i <= 7; ++i) 
{ newLabel = oldLabel; oldLabel = GmailApp.getUserLabelByName(getLabelName(i)); page = null; // Get threads in "pages" of 100 at a time 
while(!page || page.length == 100) 
{ 
page = oldLabel.getThreads(0, 100); 
if (page.length > 0) 
{ 
if (newLabel) 
{ // Move the threads into "today’s" 
label newLabel.addToThreads(page); } 
else { // Unless it’s time to unsnooze it GmailApp.moveThreadsToInbox(page); 
if (MARK_UNREAD) { GmailApp.markThreadsUnread(page); } 
if (ADD_UNSNOOZED_LABEL) 
{ GmailApp.getUserLabelByName("Unsnoozed") .addToThreads(page); } 
} // Move the threads out of "yesterday’s" 
label oldLabel.removeFromThreads(page); } 
} 
} 
}

Save the script, run “setup” to create multiple new labels, and add a trigger to run it on a daily basis. Messages labeled “Remind” will be marked as unread after a certain number of days.

7. Schedule Email to be Sent at a later Date:-

There are many services that allow you to send messages. But we recommend. That you use the scheduled send function of Gmail. Which can also do this without complicated setup.

For more related information, you can check it out mailcot and migomail



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