Managing email accounts becomes really difficult when you have multiple email accounts to consider. Maybe you have emails accounts at Gmail, Yahoo, MSN and it becomes tiring to log into each account, check and reply to emails, log out, check another email account and so on.
It’s a good practice to automatically forward emails from a particular email account to another email account you own. This idea has a couple of advantages and can save you hours of work.
The first advantage is that you can read and reply to messages from a single email account and do not have to repeatedly log in and log out from the browser. Second, you can set custom rules depending on email subject lines, sender address and decide where the email should be forwarded.
Let’s take an example to understand the situation.
Suppose you are the manager of a company and have 4 email accounts as described below:
– email@example.com – the official contact address of your company.
– firstname.lastname@example.org – everything related to sales goes here
– email@example.com – advertisers uses this email to contact you.
– firstname.lastname@example.org – people who want to work in your company send their CV’s to this email address.
Your primary contact email is email@example.com and people use this email address to get in touch with your organization. You can set up some rules and automatically forward specific emails to multiple email addresses.
For example – you can automatically forward an email containing the word “jobs” to firstname.lastname@example.org or forward an email to email@example.com, when the sender is Bob.
Following are the steps to consolidate your email accounts and set up auto forwarding rules:
1. Log in to your primary email account. Click “settings” and go to “Forwarding and Pop/IMAP” tab.
2.Select the radio button “Forward a copy of incoming mail to” and Gmail will prompt you to enter an email address, as shown below:
3. Enter the email address where you would like to forward emails from this email account and hit “Next”.
4. Gmail will now send a confirmation code to the email account you just entered. This is done to verify ownership and seek the necessary permissions required for forwarding emails.
5. Log out from your primary email account and log in to the secondary email account which you entered in step 3.
6. You will see a new email containing a confirmatory link and a verification code as shown below:
7. Click the confirmatory link to complete the verification process.
This verifies you as the owner of both the above email addresses and now you can start adding rules for email forwarding. Following are the steps involved:
1. Log in to your primary email account. This is the email account from where you would want to forward specific emails to another email account you own.
2. Click “Settings” and go to the “Filters” tab as shown below:
3. Click the link “Create a new filter”.
4. Let’s suppose you want to forward emails, which contains the word “job” in the subject line. Enter “jobs” in the Subject field and hit “Next Step”.
5. Select the email address where you would want to forward those emails which contains the word “Jobs” in the subject line.
6. Hit “Create Filter” and you are done.
As long as this “Filter” is active, any email received at your primary email address which contains the word jobs will be forwarded to firstname.lastname@example.org. Isn’t that useful?
Let’s take another example of forwarding emails. Suppose you want to automatically forward all the emails of a particular sender, say Bob@gmail.com to email@example.com. To do that, you need to create another filter and set up the rules. Following are the steps involved:
1. As usual verify the email account where you would want to forward the selected emails. We have discussed the procedure earlier in this article.
2. Once verified, login to your primary email account, click “settings” and go to the “Filters” tab.
3. Click the link “Create a new filter”.
4. Enter the email address firstname.lastname@example.org in the “From:” text field.
This is done to check incoming emails from email@example.com and auto forward it to another email address of your choice.
5. Hit “Next Step” and you are done with setting up the auto forwarding rule.
This is how Email filters work. It’s a really easy way to clear the clutter and define rules for selected emails, senders and even discussions.
Do you manage email with Gmail filters?