If you look at my house, you’d probably know that I’m the last person who should be doling out advice on organization. Anyone wanna come organize my life? While I continue on that quest, I am going to share with you something that has just made my blogging life a million times easier.
The lovely Aubrey tweeted the other day about how she organized her e-mails by color, and I was instantly intrigued. I already had several folders for giveaways, blog design, and media contacts for reviews. When Aubrey said she had a folder for comments, I knew I had to jump on it. And I did. Here’s how you can ride that pony express, too.
Open up your Gmail account. For this tutorial, I am focusing on creating a folder solely for comments. If you notice, every time you receive a comment, Gmail usually labels them as
“[Your Blog Name] New comment on Title of Your Blog Post”
Type that phrase into the search bar, leaving out the bit with the blog post title. Hit ‘Enter.’
You will see a drop down menu with several input fields. Copy and paste that same search entry into the field labeled “Has the words” to eliminate any e-mails that are not blog comments. Click on the “Create filter with this search” on the bottom right of the pop-up window.
Once you click “Create filter with this search” the following window appears. Check the check box titled “Apply the label:” and pick the corresponding label. If you haven’t yet created a label for the type of e-mail you are filtering into a folder, click on “New label.”
I entered “Comments” as the label for these e-mails, and clicked “Create.” You will be back at the preceding screen. Check “Also apply filter to XX matching conversations.” Then click on “Create filter” in the blue button.
Below, you can see that Comments is now a new category. An extra (but helpful) step will color-coordinate your labels so that you can easily scan your inbox for the individual labels.
Simply click on the little dropdown arrow for that particular label at the right of the sidebar, and that dialogue box will appear. Choose the color you want to associate with the label and “VOILA!” Your inbox is now organized into folders AND by color.
Your main inbox will dump all e-mails but they will have color-coded labels in the subject field.