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How i setup my gmail
Raw
gmail.rst

How I Setup My GMail

image

The Principles

  • Skip the inbox for as much as possible (filter by sender, label + archive mailshots etc.)
  • Have 4 special labels, named to appear at the top on mobile devices. On the desktop i use the "Multiple Inboxes" lab feature to call these out at the right hand side:
    • -Awaiting Reply
    • -Delegated
    • -Needs Action
    • -Scheduled
  • As mail arrives in the inbox (i.e. not caught by an existing filter like most mail is), i'll either action it immediately if it'll take only a couple of minutes, or it gets the appropriate special label and archived

How

Enable the multiple inboxes Google Mail Labs feature. Configure 4 inboxes with these search queries:

  • label:-Needs-Action
  • label:-Awaiting-Reply
  • label:-Scheduled
  • label:-Delegated

The only other thing i have is some adhoc label names that make sense to me, e.g.

  • News
    • News/Lists
    • News/Motors
  • Shopping
    • Shopping/Electronics
    • Shopping/Deals

I never manually assign these labels, they're only used as a taxonomy for referencing mails. These labels are assigned to mails from specific senders or with specific subjects which are set to skip the inbox on arrival (although they remain unread).

Raw
mailFilters.xml
<?xml version='1.0' encoding='UTF-8'?><feed xmlns='http://www.w3.org/2005/Atom' xmlns:apps='http://schemas.google.com/apps/2006'>
<title>Mail Filters</title>
<id>tag:mail.google.com,2008:filters:1385249743011,1385250071549,1385251022653,1385251049812,1385251277425,1386545311974,1386552434357,1386714454930,1386714473965,1388506742652,1388864235612,1389193365969,1391036323865,1397042814980,1399849594566,1408290450924</id>
<updated>2014-11-20T22:07:02Z</updated>
<author>
<name>Craig Perry</name>
<email>craigp84@gmail.com</email>
</author>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1385249743011</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='guardian OR playstation'/>
<apps:property name='label' value='News'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_social'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1385250071549</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='ebuyer OR dabs OR scan OR currys OR o&apos;reilly OR shopto OR saverstore'/>
<apps:property name='label' value='Shopping/Tech'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_promo'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1385251022653</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='autoexpress OR racecar OR pistonheads OR &quot;west end garage&quot;'/>
<apps:property name='label' value='News/Motors'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_social'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1385251049812</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='tesco OR borderlinx OR &quot;scotts of stow&quot; OR play.com'/>
<apps:property name='label' value='Shopping'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_promo'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1385251277425</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='&quot;rs online&quot; OR &quot;cool components&quot;'/>
<apps:property name='label' value='Shopping/Electronics'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_promo'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1386545311974</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='subject' value='&quot;GitHub explore&quot;'/>
<apps:property name='label' value='News/Lists'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_social'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1386552434357</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='aldi OR lidl OR hotukdeals.com'/>
<apps:property name='label' value='Shopping/Cheap'/>
<apps:property name='smartLabelToApply' value='^smartlabel_promo'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1386714454930</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='hasTheWord' value='list:(&lt;edlug.mlist.is.ed.ac.uk&gt;)'/>
<apps:property name='label' value='Forums'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_group'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1386714473965</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='hasTheWord' value='list:(scottish.mailman.lug.org.uk)'/>
<apps:property name='label' value='Forums'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_group'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1388506742652</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='&quot;premier inn&quot; OR Travelzoo OR easyjet OR hotwire OR &quot;LivingSocial Escapes&quot;'/>
<apps:property name='label' value='Shopping/Holidays'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_promo'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1388864235612</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='webmaster@briskoda.net OR ukforester.com'/>
<apps:property name='label' value='Forums'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_notification'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1389193365969</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='pycoders.com OR leanstack.io OR austen.allred@gmail.com OR williamghelfi.com OR superherojavascript@gmail.com OR linowski.ca OR statuscode.org OR email.evernote.com OR nitrous.io OR tiny-giant-books.com OR StumbleUpon'/>
<apps:property name='label' value='News/Lists'/>
<apps:property name='smartLabelToApply' value='^smartlabel_social'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1391036323865</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='&quot;dr&quot; OR oracle OR binstock'/>
<apps:property name='label' value='News/IT'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_social'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1397042814980</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='gamefly OR steam OR &quot;humble bundle&quot; OR news-googleplay'/>
<apps:property name='label' value='Shopping/Games'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_promo'/>
<apps:property name='sizeOperator' value='s_sl'/>
<apps:property name='sizeUnit' value='s_smb'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1399849594566</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='groupon OR &quot;amazon local&quot; OR &quot;livingsocial deals&quot; OR offers.bespokeoffers.co.uk'/>
<apps:property name='label' value='Shopping/Deals'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_promo'/>
<apps:property name='sizeOperator' value='s_sl'/>
<apps:property name='sizeUnit' value='s_smb'/>
</entry>
<entry>
<category term='filter'></category>
<title>Mail Filter</title>
<id>tag:mail.google.com,2008:filter:1408290450924</id>
<updated>2014-11-20T22:07:02Z</updated>
<content></content>
<apps:property name='from' value='tooled-up OR eurocarparts OR screwfix OR tooltime'/>
<apps:property name='label' value='Shopping/Tools'/>
<apps:property name='shouldArchive' value='true'/>
<apps:property name='smartLabelToApply' value='^smartlabel_promo'/>
<apps:property name='sizeOperator' value='s_sl'/>
<apps:property name='sizeUnit' value='s_smb'/>
</entry>
</feed>
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