1. Gmail Labels + Filters

2. Table of Contents Purpose Logging In What ARE labels Creating labels How can you USE labels What ARE filters Creating filters How are labels useful

3. Logging In

4. Open browser and go to IPS homepage

5. Select the proper login from the Quicklinks pulldown

6. Enter your username, password, and click "Sign in"

7. Labels

8. What ARE Labels?

9. Labels = virtual folders Creates an easily identifiable "tag" on emails o Can be colored to aid identification Multiple labels per email o Different from how Windows stores files Used to simplify search and organization

10. What ARE Labels?

11. parents and students specific people

12. Purpose

13. Allow for simplified navigation and management of email. More easily identify subject matter / topics of email. Label and recognize email based on specified criteria. Improve search accuracy and recollection of email conversations.

14. Creating Labels

15. After logging in, click the 'settings' button (upper right)

16. When the 'Settings' screen appears, click the 'Labels' setting tab

17. Type the name of the label in the bottom dialog box, and click 'Create'

18. The new label will now appear on the left

19. To set a color for your label, click the small box to the left and select from the available options

20. Assign multiple labels by selecting the email, clicking the "Labels" button, selecting the label(s) you want, and clicking "Apply" Or assign a single label by clicking and dragging the email to the desired label on the left hand side. Be sure to use the "grip" part of the email as pointed out. This also archives the email

21. Filters

22. What ARE Filters?

23. Email "equations" designed to sort your email. o If this, then that. Label, star, delete, forward, etc... incoming or already archived email automatically based on set criteria.

24. Purpose

25. Automatically sort / label email the way you want. o Department o Parent / student o Friend / family o Etc... Archive emails you don't need to see. o Mailing lists Reduce time spent organizing your email.

26. Creating Filters

27. Click the "Settings" from the main screen

29. Click the "Create a new Filter" link

30. At this point enter the criteria you want for your filter*

31. Filter Setup Each field in the "Filter" criteria can be used individually, or in combination with another field to specifically filter out your email. Each field has it's own unique properties, as described below: FROM field - Any email address or criteria that is in the "From" component of your (or a received) email. TO field - Any email address or criteria that is in the "To" component of your email.

32. Filter Setup SUBJECT field - Criteria entered in this field will look for matches in whatever has been entered as the "subject" for an email message. HAS THE WORDS field - Any word(s) that you put in this field will look for a match through the entire body of the email. DOESN'T HAVE field - The only emails that will pass through a filter when criteria have been entered here are emails that DO NOT have the entered criteria in them. HAS ATTACHMENTS check box - Looks for an attached file.

33. Filter Setup ADDITIONAL SEARCH FUNCTIONS Within each field you can enter certain functions to help specify criteria you want the filter to search for. Below are some of the common or more useful functions AND - This will require the filter to search for your first entered criteria, AND a second (or third, fourth, etc...). If one of the criteria is not present, it rejects that email from the search. NOT - This function will specifically reject emails that contain the specified criteria AFTER the function in the particular field.

34. Filter Setup ADDITIONAL SEARCH FUNCTIONS OR - When entering more than one criteria, you can separate them with OR to specify that either/or would be an acceptable match. || (double pipe symbols) - The pipe symbol is found on the same key as the backspace (see image below). When two are placed together they represent "and/or" rather than "either/or".

35. Enter your filter criteria, then click "Continue"

36. Select the options you would like the filter to perform and press "Create Filter."

37. Newly created filter will be applied to all new, incoming email

38. Real World Scenario's

39. EXAMPLE FILTERS THAT I USE

40. More can be made for such things as: Each school / department o Elementary / middle school / high school o English / science / math / social studies Students / parents By class / block Family / friends Etc.......

41. ?'s