Top 6 Gmail Filters for Productivity!
About this video
Jeff shares six Gmail filters for a one-time setup that then works continuously. One, filter Google Drive comments: create separate labels for Docs, Sheets, and Slides comments because Gmail search is poor for comments and he wants to refer back even after resolution. For Sheets he uses From @docs.google.com with Has the words sheets, applies a Sheets label, can Skip the Inbox, and sets the label to Show if unread; Slides substitutes slides, and Docs uses Doesn’t have sheets OR slides. Two, combine filters with Templates for automated responses instead of the single vacation responder: enable Templates in Settings > Advanced, create an internal and an external out-of-office template, then create a filter From *@workdomain.com to send the internal template and a filter From -@workdomain.com to send the external template, remembering to turn them off on return; the same pattern can auto-reply to recurring keyword questions. Three, auto-archive useless calendar accept notifications with Has the words filename:invite.ics AND accepted, Skip the Inbox and Mark as read, optionally labeling Calendar — declines still arrive because they require follow-up. Four, use plus addressing to filter newsletters and promotions: sign up as username+newsletters@gmail.com with a label-only filter so newsletters still hit the inbox, and username+discounts@gmail.com with Skip the Inbox, a Discounts label, and Show if unread to add friction; he also mentions +waiting for Inbox Zero follow-ups. Five, color-code the inbox by editing a label’s color so background and text colors match, creating a solid color block instead of a word like URGENT. Six, transfer filters across accounts by exporting selected filters as an XML file from Filters and Blocked Addresses and having recipients import it there; he says his filters from the video are linked on his website for import with tweaks.
Key takeaways
- Filter Drive comments separately by app — From @docs.google.com plus Has the words sheets or slides, and Docs via Doesn’t have sheets OR slides — with Skip the Inbox and Show if unread labels
- Combine filters + Templates for segmented auto-replies: *@domain sends the internal OOO template and -@domain sends the external OOO template, replacing the single vacation responder
- Auto-archive calendar acceptance emails with filename:invite.ics AND accepted, Skip the Inbox and Mark as read, while still receiving declines that need action
- Use plus addressing: +newsletters gets a label only, +discounts gets Skip the Inbox + Discounts label + Show if unread to reduce distractions and impulse spending
- Color-code labels by matching background and text color for a solid block, and share filter sets by exporting/importing the XML file in Filters and Blocked Addresses
Episode details: published March 3, 2021 · 9:00 long. Summary written by Self Growth Videos from the episode itself. Business results and any income figures mentioned are Jeff Su’s own claims, shared for education — they are not typical or guaranteed.
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