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I'm assuming that most ddf'ers don't realize how useful and powerful the gmail filters and search is. Therefore I will try to show you how it can be used on a daily basis

Random useful trick: when typing an email, hit Ctrl+Enter to Send it

Note: You can always use 2 operators at the same time. All search terms can be used in the filters. Except the in: and is: command because filters are for incoming only

All the commands (the thing you want to do) are called operators.

Shortcuts: Press ? in Gmail to see a list of keyboard shortcuts. Some keyboard shortcuts can be used immediately, and others need to be enabled before you can use them.

From: To search for an email you received   A) By name B) A particular email address. C) A email sent from a particular domain use a *   
Example: From:Dad or From:Dad@thebestone.com or From:*@dansdeals.com   

To: To search for an email you sent  A) By name B) A particular email address. C) A email sent to a particular domain use a *   
Example: To:Dad or To:Dad@thebestone.com or To:*@dansdeals.com

Subject: To search for a subject (duh!)
Example: Subject:Thunder     

Label: Search by Label
Example: From:dad Label:occasions
Note: If a label have 2 names then you must include a "-" (hyphen) Example: Label:my-family

Attachments There are 3 ways to search for attachments.
1.Has:attachment  Will show all messages that have attachments. To search for attachments from a specific person or a specific label etc. use the appropriate operator. Example: from:david has:attachment or Label:party has:attachment 
2.Filename: Will search for a specific file. To search for files from a specific person or a specific label etc. use the appropriate operator.
Example: Filename:example.pdf or Label:Dad Filename:shoppinglist.txt
3.By file type Example: filename:(jpg OR jpeg OR png OR gif)

*The in: operator will search for messages anywhere in Gmail
Note: Messages in Spam and Trash are excluded from searches by default; except if you use in:anywhere 
Example: in:anywhere. in:inbox in:trash in:spam
To search for files from a specific person or a specific label etc. use the appropriate operator. Example: in:trash from:amy
Note: For priority messages use is:important

*The is: operator will search for items with a certain status.
Example: is:important is:starred is:unread is:read is:chat[/b]
You can combine them also Example:  is:read is:starred from:David or is:chat money   

*Has: Search for messages with a particular star
Example:  has:yellow-star has:red-star has:orange-star has:green-star has:blue-star has:purple-star has:red-bang has:orange-guillemet has:yellow-bang has:green-check has:blue-info has:purple-question
Has:nouserlabels Finds all messages without any of your own labels (excludes automatic labels like inbox, spam, and trash).

cc: bcc:  Used to specify recipients in the cc: or bcc: fields
Note Search on bcc: cannot retrieve messages on which you were blind carbon copied.
Example: cc:david Messages that were cc-ed to David.

*after: before: older: newer:  Search for messages sent or received during a certain period of time (using the date format yyyy/mm/dd)
Example: after:2014/04/16 before:2014/04/18 Messages sent between April 16, 2014 and April 18, 2014.*
*More precisely: Messages sent after 12:00 AM (or 00:00) April 16, 2014 and before April 18, 2014.

*older_than newer_than Similar to older and newer, but allows relative dates using d, m, and y for day, month, and year
Example:newer_than:2d Finds messages sent within the last two days

deliveredto: If you have another email address forwarded to this email address. You can use this to filter just the messages from that email.
Example: deliveredto:username@gmail.com

size:  Search for messages larger than the specified size in bytes
Example: size:1000000 All messages larger than 1MB (1,000,000 bytes) in size.

larger: smaller: Similar to size: but allows abbreviations for numbers
Example: larger:10M All messages of at least 10M bytes (10,000,000 bytes) in size.

Search Terms

OR   To search for Term A or B
Example:From:Dad OR From:Mom  or From:dad|from:mom
Note: OR must be capital.  You can also use "|" [located on top of the enter key or tab key] this is very useful in filters.
"-" Used to exclude messages from your search Example: From:dad -Dinner
"+"(plus sign) or """ Match the search term exactly.
Example: +unicorn or "unicorn"  Finds messages containing “unicorn” but not “unicorns” or “unciorn”
"( )"  Used to group words and to specify terms that shouldn't be excluded.
Example: from:amy (dinner OR movie) or subject:(dinner movie)


* Cannot be used in a filter because the filter is for incoming only.
 

All this info can be found on https://support.google.com/mail/answer/7190?hl=en
« Last edited by shoobi on July 28, 2015, 01:00:47 PM »

Author Topic: Gmail tips, tricks and questions  (Read 226580 times)

Offline etech0

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Re: Gmail tips, tricks and questions
« Reply #1060 on: February 14, 2024, 01:28:30 PM »
GSuite sent an email that they are going to stop allowing access to "Less Secure Apps". They helpfully attached a list of affected users. Is there any way for an admin or for those users to find a list of "Less Secure Apps" that they are using?

TY
Workflowy. You won't know what you're missing until you try it.

Offline Alexsei

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Re: Gmail tips, tricks and questions
« Reply #1061 on: February 16, 2024, 03:44:19 PM »
Slightly OT, I remember seeing a post somewhere about a website that can add recurring google calendar events for Hebrew dates, does anyone recall?
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Re: Gmail tips, tricks and questions
« Reply #1062 on: February 16, 2024, 03:45:56 PM »
Slightly OT, I remember seeing a post somewhere about a website that can add recurring google calendar events for Hebrew dates, does anyone recall?
https://myhebrewdates.com/ ?

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Re: Gmail tips, tricks and questions
« Reply #1063 on: February 16, 2024, 03:47:53 PM »
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Re: Gmail tips, tricks and questions
« Reply #1064 on: March 14, 2024, 06:06:27 PM »
Cool script I had ChatGPT write for my specific use, you can modify according to your needs

This Google Apps Script automatically compiles a digest of outstanding tasks from your Gmail labeled "Outstanding Tasks" (or any other label). It sends an email with a summary of each task, including subject, sender, last email time (with a "time ago" indication), and attachments if any. Each task's subject line is hyperlinked to open its corresponding email thread in Gmail (in the same tab without reloading) for quick access.
You can then set a trigger to send the digest to yourself (or someone else) on a schedule)

If there are no emails labeled "Outstanding Tasks," the script will not send any email. This behavior ensures that you only receive email digests when there are actual outstanding tasks to report on. Therefore, if the label contains no emails, no email digest will be generated or sent.

Code: [Select]
function sendEmailDigest() {
  // Get the label "Outstanding Tasks"
  var label = GmailApp.getUserLabelByName("Outstanding Tasks");

  // Get all threads with the label
  var threads = label.getThreads();

  // Initialize the email body
  var emailBody = "<ul>";

  // Loop through each thread
  for (var i = 0; i < threads.length; i++) {
    // Get messages in the thread
    var messages = threads[i].getMessages();
   
    // Get the last message in the thread
    var lastMessage = messages[messages.length - 1];
   
    // Get the subject, time, sender, and attachments of the last message
    var subject = lastMessage.getSubject();
    var time = formatDate(lastMessage.getDate());
    var senderName = lastMessage.getFrom().split("<")[0].trim();
    var senderEmail = lastMessage.getFrom().match(/<([^>]+)>/)[1];
    var attachments = getAttachmentsList(lastMessage);

    // Generate URL to open the specific email thread in Gmail
    var threadUrl = "https://mail.google.com/mail/u/0/#inbox/" + threads[i].getId();

    // Append subject, time, sender, and attachments to the email body in bullet list format
    emailBody += "<li><strong>Subject:</strong> <a href='" + threadUrl + "'>" + subject + "</a><br><strong>Last Email Time:</strong> " + time + " (" + getTimeAgo(lastMessage.getDate()) + ")<br><strong>Sender:</strong> " + senderName + " (" + senderEmail + ")";
    if (attachments !== "") {
      emailBody += "<br><strong>Attachments:</strong> " + attachments;
    }
    emailBody += "</li>";
   
    // Add a blank line between each email
    emailBody += "<br>";
  }
 
  emailBody += "</ul>";

  // Send the email
  MailApp.sendEmail({
    to: "your.email@example.com", // Change this to your email address
    subject: "Email Digest - Outstanding Tasks",
    htmlBody: emailBody
  });
}

function formatDate(date) {
  var formattedDate = Utilities.formatDate(date, Session.getTimeZone(), "MMMM dd, yyyy HH:mm:ss");
  return formattedDate;
}

function getAttachmentsList(message) {
  var attachments = message.getAttachments();
  var attachmentsList = "";
 
  for (var i = 0; i < attachments.length; i++) {
    attachmentsList += attachments[i].getName();
    if (i < attachments.length - 1) {
      attachmentsList += ", ";
    }
  }
 
  return attachmentsList;
}

function getTimeAgo(date) {
  var now = new Date();
  var diff = now - date;
  var seconds = Math.floor(diff / 1000);
  var minutes = Math.floor(seconds / 60);
  var hours = Math.floor(minutes / 60);
  var days = Math.floor(hours / 24);
  var months = Math.floor(days / 30);
  var years = Math.floor(days / 365);

  if (years > 0) {
    return years + (years == 1 ? " year ago" : " years ago");
  } else if (months > 0) {
    return months + (months == 1 ? " month ago" : " months ago");
  } else if (days > 0) {
    return days + (days == 1 ? " day ago" : " days ago");
  } else if (hours > 0) {
    return hours + (hours == 1 ? " hour ago" : " hours ago");
  } else if (minutes > 0) {
    return minutes + (minutes == 1 ? " minute ago" : " minutes ago");
  } else {
    return seconds + (seconds == 1 ? " second ago" : " seconds ago");
  }
}
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Re: Gmail tips, tricks and questions
« Reply #1065 on: March 14, 2024, 06:45:39 PM »
Is there any easy way to have a filter move to trash after a delay?
_    ,
' )  /
 /  / __   _   _   o
(__/_(_)  /_)_/_)_<_
 //
(/

Offline Alexsei

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Re: Gmail tips, tricks and questions
« Reply #1066 on: March 14, 2024, 07:16:44 PM »
Is there any easy way to have a filter move to trash after a delay?
Believe so, ask him
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Re: Gmail tips, tricks and questions
« Reply #1067 on: March 14, 2024, 07:23:51 PM »
Believe so, ask him
I was referring to without AS
_    ,
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 /  / __   _   _   o
(__/_(_)  /_)_/_)_<_
 //
(/

Offline Alexsei

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Re: Gmail tips, tricks and questions
« Reply #1068 on: March 14, 2024, 07:32:03 PM »
I was referring to without AS
I don't think that would be possible since filters process incoming mail
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Re: Gmail tips, tricks and questions
« Reply #1069 on: March 14, 2024, 07:37:15 PM »
I don't think that would be possible since filters process incoming mail
Filter those emails and move/add a label. Search your inbox for
Quote
label:mylabel older_than:7d
(you can change the # of days). Copy the url from your browser and paste it into an email to yourself. When you get the email, click the link, select all, click trash, then snooze the email you sent until yourself until next week.
Workflowy. You won't know what you're missing until you try it.

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Re: Gmail tips, tricks and questions
« Reply #1070 on: March 14, 2024, 07:38:09 PM »
Cool script I had ChatGPT write for my specific use, you can modify according to your needs

This Google Apps Script automatically compiles a digest of outstanding tasks from your Gmail labeled "Outstanding Tasks" (or any other label). It sends an email with a summary of each task, including subject, sender, last email time (with a "time ago" indication), and attachments if any. Each task's subject line is hyperlinked to open its corresponding email thread in Gmail (in the same tab without reloading) for quick access.
You can then set a trigger to send the digest to yourself (or someone else) on a schedule)

If there are no emails labeled "Outstanding Tasks," the script will not send any email. This behavior ensures that you only receive email digests when there are actual outstanding tasks to report on. Therefore, if the label contains no emails, no email digest will be generated or sent.

Code: [Select]
function sendEmailDigest() {
  // Get the label "Outstanding Tasks"
  var label = GmailApp.getUserLabelByName("Outstanding Tasks");

  // Get all threads with the label
  var threads = label.getThreads();

  // Initialize the email body
  var emailBody = "<ul>";

  // Loop through each thread
  for (var i = 0; i < threads.length; i++) {
    // Get messages in the thread
    var messages = threads[i].getMessages();
   
    // Get the last message in the thread
    var lastMessage = messages[messages.length - 1];
   
    // Get the subject, time, sender, and attachments of the last message
    var subject = lastMessage.getSubject();
    var time = formatDate(lastMessage.getDate());
    var senderName = lastMessage.getFrom().split("<")[0].trim();
    var senderEmail = lastMessage.getFrom().match(/<([^>]+)>/)[1];
    var attachments = getAttachmentsList(lastMessage);

    // Generate URL to open the specific email thread in Gmail
    var threadUrl = "https://mail.google.com/mail/u/0/#inbox/" + threads[i].getId();

    // Append subject, time, sender, and attachments to the email body in bullet list format
    emailBody += "<li><strong>Subject:</strong> <a href='" + threadUrl + "'>" + subject + "</a><br><strong>Last Email Time:</strong> " + time + " (" + getTimeAgo(lastMessage.getDate()) + ")<br><strong>Sender:</strong> " + senderName + " (" + senderEmail + ")";
    if (attachments !== "") {
      emailBody += "<br><strong>Attachments:</strong> " + attachments;
    }
    emailBody += "</li>";
   
    // Add a blank line between each email
    emailBody += "<br>";
  }
 
  emailBody += "</ul>";

  // Send the email
  MailApp.sendEmail({
    to: "your.email@example.com", // Change this to your email address
    subject: "Email Digest - Outstanding Tasks",
    htmlBody: emailBody
  });
}

function formatDate(date) {
  var formattedDate = Utilities.formatDate(date, Session.getTimeZone(), "MMMM dd, yyyy HH:mm:ss");
  return formattedDate;
}

function getAttachmentsList(message) {
  var attachments = message.getAttachments();
  var attachmentsList = "";
 
  for (var i = 0; i < attachments.length; i++) {
    attachmentsList += attachments[i].getName();
    if (i < attachments.length - 1) {
      attachmentsList += ", ";
    }
  }
 
  return attachmentsList;
}

function getTimeAgo(date) {
  var now = new Date();
  var diff = now - date;
  var seconds = Math.floor(diff / 1000);
  var minutes = Math.floor(seconds / 60);
  var hours = Math.floor(minutes / 60);
  var days = Math.floor(hours / 24);
  var months = Math.floor(days / 30);
  var years = Math.floor(days / 365);

  if (years > 0) {
    return years + (years == 1 ? " year ago" : " years ago");
  } else if (months > 0) {
    return months + (months == 1 ? " month ago" : " months ago");
  } else if (days > 0) {
    return days + (days == 1 ? " day ago" : " days ago");
  } else if (hours > 0) {
    return hours + (hours == 1 ? " hour ago" : " hours ago");
  } else if (minutes > 0) {
    return minutes + (minutes == 1 ? " minute ago" : " minutes ago");
  } else {
    return seconds + (seconds == 1 ? " second ago" : " seconds ago");
  }
}
Interesting idea.
Why not just open the label folder?

Offline Alexsei

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Re: Gmail tips, tricks and questions
« Reply #1071 on: March 14, 2024, 07:44:58 PM »
Interesting idea.
Why not just open the label folder?
This may be only me, but I want an action item at a set time, meaning i actually receive an email at 10:00 daily with a digest, and I also have a daily record in case the label from an email was accidentally removed I can just look back at yesterdays digest
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Re: Gmail tips, tricks and questions
« Reply #1072 on: March 14, 2024, 11:29:07 PM »
Anyone have issues finding emails lately ? I’m looking for an email I received a week ago. It just disappeared. I know the sender, the content and no matter what or where I search it’s gone. Happened a few times in recent months.

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Re: Gmail tips, tricks and questions
« Reply #1073 on: March 15, 2024, 12:29:46 AM »
Anyone have issues finding emails lately ? I’m looking for an email I received a week ago. It just disappeared. I know the sender, the content and no matter what or where I search it’s gone. Happened a few times in recent months.
Someone else told me similar story and I sort of didn't believe him. Maybe they sent with with self-destruct?

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Re: Gmail tips, tricks and questions
« Reply #1074 on: April 01, 2024, 11:40:34 PM »
Any recommendations for where a beginner/amateur (With basics graphics knowledge) can create an HTML email? Just a one time project. Should have an option to upload images/collages and customize background, text, colors etc. Ready templates a plus.

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Re: Gmail tips, tricks and questions
« Reply #1075 on: April 26, 2024, 01:07:15 PM »
It seems that Gmail has now added the WhatsApp backup to your storage which will for most people put them well over their allowed storage. Does anyone have any clarification as to what it means if you delete your WhatsApp back up? Is deleted completely or is it still backed up by WhatsApp?

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Re: Gmail tips, tricks and questions
« Reply #1076 on: April 26, 2024, 01:32:37 PM »
It seems that Gmail has now added the WhatsApp backup to your storage which will for most people put them well over their allowed storage. Does anyone have any clarification as to what it means if you delete your WhatsApp back up? Is deleted completely or is it still backed up by WhatsApp?
You can try making a separate Google account just for WA.
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Re: Gmail tips, tricks and questions
« Reply #1077 on: April 26, 2024, 02:18:22 PM »
You can try making a separate Google account just for WA.
That works only if you have up to 15gb of WA. Storage.
Shloffen Shloft Zich

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Re: Gmail tips, tricks and questions
« Reply #1078 on: April 27, 2024, 07:47:48 PM »
I have a Google domain with emails set up,  can I link my private @gmail.com address to be able to share the memory space ? And is there any reason not to do it ?