Understanding email templates

Email templates are pre-formatted messages that can be used repeatedly for specific purposes. They can include text, images, links, and even attachments, which can be customized as per the sender’s needs. Your Gmail account offers several options for creating email templates which we will discuss in depth in this article.

Why use Gmail templates?

Using email templates in Gmail offers numerous advantages, including:

• Saves time: Email templates allow you to quickly send pre-written messages, thereby saving time and effort.
• Consistency: Templates ensure consistency in messaging and branding, making it easier to maintain a professional image.
• Personalization: With customizable templates, you can add personal touches while ensuring that the core message remains the same.
• Increased efficiency: With templates, you can easily track responses and automate follow-ups, improving your communication efficiency.

Best practices for creating effective email templates in Gmail

To create effective email templates that stand out, consider the following tips:

Define the purpose of your email

Before creating an email template, it’s crucial to define its purpose. What is the message you want to convey, and what action do you want the recipient to take? Defining the purpose helps you create targeted and effective messages that resonate with the recipient.

Keep it simple and concise

The attention span of most email recipients is short. Therefore, keep your message simple, concise, and to the point. Avoid lengthy paragraphs, and use bullet points where necessary to break down information.

Use a professional tone

Email templates should maintain a professional tone that reflects your brand and messaging. Use language that is clear and concise, and avoid jargon and slang. Remember that the email’s purpose is to convey information, not to impress the recipient with your language skills.

• See this detailed guide On Formal email writing

Personalize the message

Personalizing emails is essential for building relationships and connecting with the recipient. Use the recipient’s name, mention past conversations or interactions, and customize the message to their specific needs or interests.

Add Call-to-Action (CTA)

A CTA is a critical element of an effective email template. It tells the recipient what action to take after reading the message. It can be anything from a request to schedule a meeting, download an eBook, or visit your website. Make sure the CTA is clear and prominently displayed.

Use images and graphics

Images and graphics can be used to break up text and add visual appeal to the email. They can also convey messages more effectively than words in some cases. Use images and graphics that are relevant to the message and align with your branding.

Add an email signature to your Gmail template

Looking to add a little pizzazz to your Gmail messages? Well, look no further than the email signature! Not only does it add some personality to your emails, but it’s also a great way to provide some extra contact information to your recipients. So, how do you add one?

• See our super detailed guide on: How to add a signature in Gmail

Just make sure to keep it professional, as your signature is a reflection of you and your brand. And there you have it! With just a few clicks, you can add an email signature that will make your emails stand out from the rest.

Having trouble with designing an email signature? see our email signature design guide or just pick a pre-designed email signature templates for Gmail.

Test and refine

Test your Gmail email templates to see how they perform. Refine your templates based on feedback and analytics.

How to create and edit email templates in Gmail

Creating email templates in Gmail is a straightforward task that requires just a few minutes of your time, but first, you will need to enable templates in your Gmail account.

Follow these 9 simple steps and save a ton of time with Gmail templates:

Step

Click on the Settings icon (represented by a gear icon) in the top right corner of your screen.

Step

Click on the "See all settings" button

Step

Choose the "Advanced" tab

Step

In the "Templates" section, select "Enable"

After completing these steps, you will be redirected to your inbox to start creating your templates

Step

Click on the "Compose" button: A new message window will appear

Step

Start typing your email template: When you're done, click on the three dots located in the bottom-right corner of the compose window

Step

Hover over the "Template" option: Then click on "Save draft as template"

Step

Choose the "Save as new template" option: Hover over the templates tab, then save draft as template, and then click on the save as new template tab

Step

Enter the name of the new template and hit the save button

Overwriting templates in Gmail

If you want to make changes to an existing template, you can easily overwrite it by following these steps:

1. Write your corrected email, and then click “Save draft as template”.

2. Hover over templates, then save the draft as template, and then click on the name of the template you’d like to change under “Overwrite Template.”

3. Confirm the changes by clicking “Save” in the pop-up window.

On the other hand, if you want to delete a template

1. Click on “Delete template” under the “Templates” options: Hover on templates then delete templates, and then click on the Gmail email template you’d like to delete.

2. Click “Delete” in the pop-up window to confirm.

Using saved Gmail templates

To use a saved template, click “Compose” to start a new message. Select the three dots in the bottom right-hand corner and open “Templates.” Choose the template you want to use, and it will appear as your new message. You can edit it as needed before sending it.

Sending templates automatically

If you want to save even more time, you can set up filters that automatically send out a specific template as a reply when certain emails come in.

Start by:

Managing filters

If you want to change or delete a filter, it’s easy to do. Click on the cog icon in the top right corner of your screen, select “See all settings,” and then click on the “Filters and Blocked Addresses” tab. You’ll see a list of all your filters. Find the one you want to change, and click on either “Edit” or “Delete” to the right of that filter.

10 popular Gmail Templates

Here are 10 examples of Gmail templates that can be useful for both personal and professional communication:

5 popular Gmail template examples

The following are the most used email templates in Gmail. Just copy and paste and automate your day

1. Meeting Confirmation Email

A meeting confirmation email is an important communication tool that ensures all parties are on the same page. Here’s an example of a meeting confirmation email template:

Subject: Meeting Confirmation

Dear [Name],

I am writing to confirm our meeting on [Date] at [Time] at [Location]. Please let me know if there are any changes to the schedule or if you need to reschedule.

Looking forward to meeting you.

Best regards,

[Your Name]

2. Thank You Email

A thank you email is a great way to show appreciation for a job well done. Here’s an example of a thank you email template:

Subject: Thank You

Dear [Name],

I wanted to take a moment to thank you for [Reason]. Your hard work and dedication are truly appreciated.

Thank you again for all that you do.

Best regards,

[Your Name]

3. Introduction Email

An introduction email is a great way to make a connection with someone new. Here’s an example of an introduction email template:

Subject: Introduction

Dear [Name],

I wanted to take a moment to introduce myself. My name is [Your Name] and I am [Job Title] at [Company Name]. I recently came across your work and I was impressed by [Reason]. I would love to connect with you and learn more about your work.

Looking forward to hearing back from you.

Best regards,

[Your Name]

4. Request for Information Email

A request for information email is a great way to gather information quickly and efficiently. Here’s an example of a request for information email template:

Subject: Request for Information

Dear [Name],

I am writing to request information regarding [Topic]. Specifically, I am looking for [Details]. If you could provide me with this information, I would be grateful.

Thank you for your help.

Best regards,

[Your Name]

5. Follow-Up Email

A follow-up email is a great way to stay in touch with someone and keep the conversation going. Here’s an example of a follow-up email template:

Subject: Follow-Up

Dear [Name],

I wanted to follow up with you regarding [Topic]. I am still very interested in [Details] and I was wondering if you had any updates.

Thank you for your time and consideration.

Best regards,

[Your Name]

1. Marques Brownlee

Coming in at #1 on our list is Marques Brownlee, also known as MKBHD. Marques is one of the most popular tech YouTubers out there. His content is focused on in-depth reviews of smartphones, laptops, and other tech gadgets. With over 14 million subscribers, he’s built a loyal fan base who trust his unbiased and honest opinions on technology.

Who is Marques Brownlee and why he’s a top influencer in the mobile tech industry

Marques Brownlee is a tech YouTuber and content creator who has been active on the platform since 2008. He initially gained a following for his smartphone reviews, which were known for their in-depth analysis and attention to detail. Over the years, Brownlee has expanded his content to cover a wide range of mobile tech topics, from laptops to wearables to cameras.

One reason why Brownlee has become such a popular figure in the mobile tech industry is his expertise and credibility. He’s known for his objective and honest reviews, which are based on his extensive knowledge and experience in the field. He’s also known for his meticulous attention to detail, which allows him to provide a comprehensive analysis of a product’s features and performance.

Another reason why Brownlee has become such a top influencer is his engagement with his audience. He’s known for taking the time to respond to comments and questions from his viewers, which has helped him build a loyal fanbase. He’s also active on social media, where he shares behind-the-scenes glimpses of his content creation process and interacts with his followers.

Marques Brownlee’s YouTube channel and its content

Marques Brownlee’s YouTube channel, “MKBHD,” is one of the most popular tech channels on the platform. It features a wide range of content related to mobile tech, including smartphone reviews, product comparisons, and in-depth analyses of the latest industry trends. Brownlee’s videos are known for their high production value, with clear and concise explanations and stunning visuals.

One of the things that set Brownlee’s channel apart from other tech channels is his focus on the user experience. He’s known for his emphasis on how a product feels and performs in real-world use, as opposed to just its technical specifications. This approach resonates with viewers who are looking for practical insights into how a product will fit into their daily lives.

Another aspect of Brownlee’s channel that sets it apart is his willingness to cover niche topics and products. He’s not afraid to delve into lesser-known brands and devices, which has helped him build a reputation as a comprehensive and authoritative source of information in the mobile tech space.

2. Unbox Therapy

As a tech enthusiast, I have come across various YouTube channels that review mobile phones and consumer tech. One channel that stands out is the Unbox Therapy YouTube channel. Created by Lewis Hilsenteger, Unbox Therapy has grown to become one of the most influential tech channels on YouTube. With over 18 million subscribers, Unbox Therapy has successfully leveraged its web presence to become a tech influencer.

Overview of Unbox Therapy’s content

The Unbox Therapy YouTube channel covers a wide range of topics, with a focus on mobile tech, consumer tech, and unboxing videos. The channel’s content is engaging and informative, making it a go-to source for anyone looking to keep up with the latest tech trends.

1 – Mobile Tech

Unbox Therapy’s mobile tech reviews are some of the most detailed and comprehensive on YouTube. Lewis provides thorough reviews of mobile phones, highlighting features such as camera quality, battery life, and overall performance. The reviews are accompanied by high-quality videos that showcase the phones in action.

2 – Consumer Tech

Unbox Therapy’s coverage of consumer tech is equally impressive. The channel reviews various consumer tech products, including laptops, headphones, and smart home devices. The reviews are informative and engaging, with Lewis providing insights into the products’ features, performance, and value for money.

3 – Unboxing Videos

Unboxing videos are a staple of the Unbox Therapy YouTube channel. Lewis and his team unbox various tech products, giving viewers a first look at what’s inside the box. The unboxing videos are well-produced and provide an exciting glimpse into upcoming tech products.

3. Linus tech tips

If you’re a fan of technology and all things computer-related, then you’ve likely heard of the Linus Tech Tips YouTube channel. This channel with 15.2 million subscribers is the go-to source for all things tech, with a focus on reviews, tutorials, and general tech news.

Linus Tech Tips was created by Linus Sebastian in 2008, and since then, it has grown to become one of the most popular tech channels on YouTube. So, what makes Linus Tech Tips stand out from the rest? For starters, the channel offers a wide range of content, from in-depth product reviews to fun and informative tutorials.

Whether you’re a seasoned tech veteran or a complete newbie, there’s something for everyone on this channel. Plus, the videos are always entertaining, with Linus and his team injecting humor and personality into every episode.

Linus Tech Tips’ commitment to quality

Another thing that sets Linus Tech Tips apart is its commitment to quality. The team behind the channel is dedicated to providing accurate and honest reviews, and they take the time to thoroughly test every product before giving their opinion. This level of attention to detail is rare in the world of tech reviews, and it’s one of the reasons why so many people trust Linus Tech Tips.

Linus Sebastian

But perhaps the biggest reason for the channel’s success is Linus himself. He’s a charismatic and knowledgeable host who knows how to keep his audience engaged. Whether he’s unboxing the latest gadgets or giving his opinion on the state of the tech industry, Linus is always entertaining to watch. Plus, he’s not afraid to speak his mind, which is refreshing in an industry that often feels sanitized.

Overall, if you’re a tech enthusiast who hasn’t checked out Linus Tech Tips yet, you’re missing out. This channel is a must-watch for anyone who wants to stay up-to-date on the latest tech trends and products. With its engaging content, commitment to quality, and charismatic host, Linus Tech Tips is the gold standard for tech channels on YouTube.

5. iJustine

iJustine, also known as Justine Ezarik, is a tech YouTuber who covers a wide range of topics, including gaming, smartphones, and other tech gadgets.

Justine has been creating content on the platform for over a decade. With over 7 million subscribers Her channel features a wide range of content, including tech reviews, unboxings, vlogs, and more.

iJustine’s engaging personality and relatable content have helped her gain a loyal following, and she’s even been recognized by mainstream media outlets for her success on YouTube. Whether you’re a tech enthusiast or simply enjoy watching entertaining content, iJustine’s channel is definitely worth checking out.

Watch this video by iJustine – Cleaning my House with ONLY a Robot!

6. MrMobile [Michael Fisher]

MrMobile, hosted by Michael Fisher, is a YouTube channel that covers smartphones, laptops, and other tech products. With over 1.21 million subscribers, his channel features in-depth reviews of the latest smartphones, tablets, laptops, and other tech gadgets.

MrMobile’s unique style of storytelling and attention to detail make his videos stand out in a crowded field of tech reviewers on YouTube. In addition to product reviews, his channel also features informative videos on various topics related to technology, such as how to improve smartphone battery life or how to choose the right headphones. If you’re looking for insightful and entertaining tech reviews, MrMobile’s channel is definitely worth checking out.

7. Jonathan Morrison

Jonathan Morrison is a tech YouTuber who has made a name for himself by covering a wide range of topics in the tech industry. He has a loyal following of over 3 million subscribers who appreciate his visually stunning and informative content.

Over the years, Jonathan Morrison has become a leading voice in the tech community. One of the reasons for his success is his ability to tell a story through his videos. Morrison’s videos are known for their high-quality visuals and production value, which is something that sets him apart from many other YouTubers in the tech space.

Jonathan Morrison covers a wide range of topics on his channel, including smartphones, laptops, and other gadgets. He also does product reviews, comparisons, and tutorials. But what really sets him apart is his ability to make complex tech topics accessible to a wider audience. His videos are informative, but they’re also visually stunning, making them enjoyable to watch even if you’re not a tech enthusiast.

8. Kevin Stratvert

Kevin Stratvert is a Microsoft-certified professional and technology expert. The channel offers a variety of tech-related content, including tutorials, how-to guides, and reviews of software and hardware products. Kevin covers topics such as Microsoft Office applications, Windows operating system, Excel, PowerPoint, and other tools commonly used in the workplace.

In addition to his tech-related content, Kevin also creates videos on productivity tips and tricks, time management, and personal development. His channel has gained a large following due to his engaging and informative videos, which are presented in a clear and easy-to-understand manner.

Overall, Kevin Stratvert is a great resource for anyone looking to improve their productivity and learn more about technology. His videos are well-researched and offer practical advice that viewers can use in their everyday lives.

9. Andy Malone MVP

Andy Malone is a Microsoft Most Valuable Professional (MVP) who has a YouTube channel dedicated to providing training and insights into Microsoft technologies. His channel, called “Andy Malone MVP,” covers a wide range of topics related to Microsoft products, including Windows, Office 365, Azure, and cybersecurity.

On his channel, Andy shares his expertise and experience with his audience through tutorial videos, product demos, and discussions about emerging trends and best practices. He also regularly invites guest experts to join him on the channel, providing a diverse range of perspectives on various Microsoft-related topics.

Andy’s channel is a valuable resource for anyone looking to learn more about Microsoft technologies, whether they are beginners or seasoned professionals. With over 80,000 subscribers, his channel has become a popular destination for those seeking reliable and up-to-date information on Microsoft products and services.

10. Sara Dietschy

A popular YouTuber who is known for her content on technology, creativity, and entrepreneurship. She started her YouTube channel in 2011 and has since gained over 1 million subscribers.

Sara’s content covers a wide range of topics, including tech reviews, camera gear, software tutorials, and interviews with other creatives and entrepreneurs. She also creates vlogs about her personal life and travels.

In addition to her YouTube channel, Sara has a podcast called “That Creative Life,” where she interviews successful creatives and entrepreneurs about their journeys and experiences. She also runs a website called “CreativeLive” where she provides educational resources and courses for creatives.

Sara is known for her energetic personality and relatable content, which has helped her build a loyal following on YouTube and other social media platforms. Her videos are entertaining and informative, making her a great resource for anyone interested in technology, creativity, and entrepreneurship.

How to delete all email from Promotions tab?

How to get rid of promotions in Gmail before they land in your inbox

The best way to avoid a choked-up Promotions category is to reduce the incoming emails, as opposed to periodically deleting unwanted emails. The trick is to get rid of those pesky useless emails before they arrive.

To get rid of emails before they reach your Promotions tab you have 4 options:

• Unsubscribe
• Create a filter
• Report emails as Spam
• Block sender

We’ll now go into detail on when and how to apply each option.

1. Unsubscribe from mailing lists

When visiting blogs or websites we often subscribe to their newsletters or create accounts. When doing so, we give these blogs and websites the access to send emails to us. We can stop their endless flow of emails by unsubscribing.

OPTION 1:

Unsubscribe from a particular mailing list

1. Open an email from the email list you want to unsubscribe from
2. Click the (Gmail generated) ‘Unsubscribe’ option on the top, next to the sender’s address
3. Click the Unsubscribe button in the dialog popup

OPTION 2: 

Unsubscribe through the senders’ formal Unsubscribe page

Most companies will provide a link to unsubscribe from their email footer, but they tend to make it very small, so look carefully.

1. Scrool down the email to the very bottom to find the footer
2. Search the footer text for an Unsubscribe link
3. Click the link and follow the instructions to unsubscribe on the mailing list settings page

Unsubscribing “formally” is, in my opinion, a better approach than unsubscribing via the Gmail-generated option. That’s because the formal company Unsubscribe page will allow you to pick specific email lists you want to opt-out of, and remain opted-in to those you find valuable

In the future, if you wish to avoid constant promotional emails, you may want to ensure you don’t subscribe to fishy newsletters or mailing lists. It’s good practice to get rid of newsletters you don’t read so that you keep your Gmail inbox clean and organized.

2. Filter out and auto-delete Promotions emails

You can automatically delete emails by a certain sender or other well-defined email types by setting up email filters in Gmail. This may sound complicated but it’s actually very simple.

Follow the steps below to auto-delete unwanted Promotions emails:

1. Inside your Promotions tab, select the email or emails that you want to auto-delete by ticking the checkbox to their left
2. Click on the 3 vertical dots at the right end for the tool strip
3. Select Filter messages like these from the dropdown menu

4. Click Create filter

Note: Verify that the emails are properly defined by checking that the Gmail search results only include the emails you want to delete (if that’s not the case, use Gmail’s search fields to narrow down your filter)

5. Tick the Delete it box (in the middle of the filter action list)
6. Hit Create filter, and you’re set up

3. Divert promotion emails to Spam

If you are using the Promotions tab to read emails, but you feel some senders are more Spam than Promotions, you can report those emails as spam. Doing so will allocate that email to the built-in Spam category.

To do this:

1. Tick the checkbox beside the email or emails you wish to mark as Spam
2. Click the Report Spam button in the tool strip
3. Hit Report spam

After completing the stated steps, the email will be sent to the Spam folder. You can then delete the email manually from that folder. 

Reporting spam is probably the easiest answer on how to permanently get rid of promotional emails in Gmail. To make this procedure most effective you should select multiple emails by spammy senders at once. If you report each sender as their emails land in your inbox the cleaning process may take a long time. 

Once a sender is directed to Spam they will not appear again in your inbox. Make sure you’re not marking legit senders as Spam, or you may miss out on emails you signed up for.

If an email you sent to spam resurfaces, simply report it again.

4. Block the sender who’s swamping you in promotion emails

An alternative to reporting emails as spam is to block emails. Blocking emails is a good way to ensure your inbox doesn’t accumulate with Spam or no-value emails. 

This is kind of a harsh move so I reserve it to senders that really went over the line with unsolicited nonsense. It’s a move I do when I’m angry, not simply to clean my inbox. Legit senders should not be blocked if you can unsubscribe instead.

1. Click an email by the sender you’d like to block
2. Click the 3 vertical dots at the top-right corner of the email message
3. From the dropdown hit Block “[sender name]”

How to use Gmail Search

1. Type your search query in the search field

Note: Gmail will try to make your search easier by offering search suggestions once you start typing. After you’ve entered your search query Gmail will present quick search filters to help you narrow your search.

2. Use Gmail’s quick search filters to narrow your search (you can use filters such as: “From”, “To”, “Has attachment”, “Any time”, and search your “Chats & spaces”.

3. Click on “Advanced search” to make highly specific searches using the various advanced search fields.

Note: further down this guide we’ll cover how you can make full use of advanced search capabilities and how you can apply them directly from the search box using the Gmail search operator.

Gmail advanced search

Gmail provides an advanced search to find your target email with pinpoint accuracy. For those of us with bursting inboxes and many years of stacked emails, the advanced search options will help you find even the most elusive emails.

 Available advanced search filters in Gmail:

• Search by date
• Search by phrase
• Search by address
• Search by sender
• Search by receiver
• Search by size
• Search by attachment (has attachments) or file type
• Search by label or folder
• Search deleted emails
• Search unread emails
• Search Gmail chats

Gmail search operators

Gmail operators are words or symbols you can incorporate into your search to filter your results. You can combine different operators to perform searches with pinpoint precision.

Gmail Search – quick tips:

1. Search for an exact phrase by enclosing the phrase inside double-quotes.
2. You are able to use logical operators such as AND, NOT, and OR to refine your search (Logical operators must always be typed in uppercase letters).
3. Search for emails by date using the “before:” and “after:” search operators. The date format is yyyy/mm/dd (e.g., 2017/07/15)
4. You can’t use the “bcc:” operator to find emails in which you were blind carbon copied.
5. Search for emails within a specific Gmail label by using the “label:” operator (e.g. label:example). If the label name in Gmail includes a space in it (e.g., Office Expenses), use a dash in the query when searching for emails inside that label (e.g. label:office-expenses)
6. Find messages in any folder, including Spam and Bin use operator “in anywhere” (example: in: anywhere plane tickets)

Search by date

The advanced search panel lets you search for emails around a given date. You can search within a range from plus or minus 1 day up to plus or minus 1 year.

Search by date using Gmail search operators

Using Gmail’s search operators lets you look for emails before a certain date, after a certain date, or within a date range, that is, between 2 dates.

Find emails after a certain date 

To search for emails after a certain date, type after YYYY/MM/DD into the search bar, replacing those letters indicating the date format with an actual date. 

after:[YYYY/MM/DD]

newer:[YYYY/MM/DD]

Example: after:2015/03/29

This will get you emails sent or received after March 29th, 2015.

Find emails before a certain date

To search before a certain date use “before: YYYY/MM/DD” will search for everything before the date you write. 

before:[YYYY/MM/DD]

older:[YYYY/MM/DD]

Example: older:2021/03/29

This will bring back any email sent or received before March 29th, 2021.

Search by date range

You can search for all emails between 2 dates by specifying the date range using the “before” and “after” operators. 

after:[DDDD/MM/YY] before:[DDDD/MM/YY]

Example: after:2015/03/29 before:2015/04/05

This will bring back only emails sent and received between those dates.

Search by phrase

The simplest way to search Gmail by the phrase is to type in the search box whatever it is you’re looking for. But for the more granular search, you can narrow your scope with an advanced phrase search. 

Mix any of the 3-word search options to focus your search:

• Subject
• Includes the words
• Doesn’t include the words

Example:

Note: Gmail will attempt to find a broad match to the phrases you enter in the search fields. This means that it will bring back results that are not necessarily exact matches but rather close approximations. 

Search for an exact phrase

To search for an exact phrase, put your search term inside quotation marks. Whatever phrase you place inside the quotation marks is the exact phrase Gmail will look for. If an email contains the same words in a different sequence or a phrase that means the same thing with different wording, that email will not be included in your search results.

“[phrase]”

To search for different variations of your phrase you can place as many quoted phrases as you like to include them all in your results.

Example: “[phrase1]” “[phrase2]”

If you are looking for emails that include 2 or more exact phrases you can use the AND operator between quoted keywords to get only those emails that include all the target phrases.

Example: “[phrase1]”AND“[phrase2]”AND“[phrase3]”

You can also add in-exact phrases into the mix by adding keywords without quotation marks.

Example: “[phrase1]”AND“[phrase2]”AND[phrase3]

Search for exact words

To search for an exact word, you’ll need to add a plus sign (+) right before the word. When this is done Gmail will only bring back results that contain that word. This means Gmail will not include emails containing only synonyms or related words.

Example: +discount

Doesn’t have a word or phrase

If you want to find content that specifically doesn’t have a particular word or phrase, there is a useful piece of Gmail search syntax you can use. Simply add a minus sign (-), also known as a dash, right before the word or phrase. You can add these search exclusions along with the phrase you are searching for to clean up unwanted noise.

-[word] -”[phrase]”

Example: Wisestamp -get wiser -” product update”

Note: notice in the example above that you must use quotation marks to exclude any phase including more than one word.

Search by email address

You can search for a specific contact by their email address. All you need to do is type it into the search box and all the emails where that person is included (apart from those where they were BCCed); it does not matter whether they sent or received the email.

Search for emails by sender using Gmail search operators

If you want to view a list of all emails that were sent to you by a specific person, use this search operator. When you start typing in a name suggested contacts from your company and from your Google Contacts will appear below the search bar. Click a contact to fill in their email address.

from:[email address]

from:[contact name]

Example: from:example@gmail.com

Example: from john smith

Search by receiver

You can find the option to search your Gmail for emails to a specific sender by adding in the person’s address in the “to” search panel. You can narrow your search further by adding search terms in other search fields.

Search for emails by receiver using Gmail search operators

If you want to view a list of all emails that were sent to you by a specific person, use this search operator. When you enter in a name after ‘from:’ suggested contacts from your company and your Google Contacts will appear below the search bar. 

to:[email address]

to:[contact name]

Example: to:example@gmail.com

Example: to john smith

Search for receivers in CC or BCC

Sender and recipient searches won’t apply to the CC (carbon copied) or BCC (blind carbon copied) field. To search these specific areas, there are separate search operators. Prefix cc: or bcc: in the search bar to see a list of emails that were sent in these particular fields.

cc:[email/name]

bcc:[email/name]

Example:

Cc: John

bcc:john@examplewebsite.com

Search by size (greater than or less than)

You can use Gmail advanced search to look for emails greater than or smaller than a certain size.

To perform this search:

1. Open the advanced search panel by clicking the icon at the right of the search box
2. Find the: Size” search fields at the middle of the panel
3. Set your preferences to “greater than”/”smaller than”
4. Set wanted size number
5. Set whether to look for MB, KB or Byte size files

Searching email by size using Gmail search operators

If you want to list the messages which are more than a certain size in bytes, use the size: operator followed by the number of bytes. This way Gmail will return all messages containing attachments or content that make them larger than the size you searched for.

You may also abbreviate this, for example, 15MB for 15000000, or 15KB for 15000.

size:[size]

Example: size:15MB

Find large emails

1. To find Type the following in the search box: “larger:5mb”. This will show a result set of emails of over 5MB in size.
2. To find large emails with attachments add the operator “has: attachment” to your search
3. To broaded the search set a low file size in “larger:[small number]mb” (e.g. 1mb)
4. To isolate only the biggest of emails set a large number in “larger:[large number]mb” (e.g. 15mb)

How to delete large emails to clear out memory space

1. Type the following operator in Gmail’s search box – “larger:[email size]mb” (e.g. larger:15mb). This will bring up all emails of the specified size or more.
2. To make sure you’re not deleting anything important filter our recent emails by adding this operator to your search – “before:[year, date]“
3. To delete unwanted large emails, select all the emails you’d like to get rid of and hit the delete button.
4. If you want to get rid of all the emails in your Gmail search results – hit the “Select all” check box above the top-left corner of the search results.

Search Gmail by attachments

You can find emails with attachments in Gmail by using the quick filter that appears below the search bar after you enter a search. You can also find this option as a check box at the bottom-left corner of the advanced search panel.

Find emails that contain a specific attachment type

If you use Google Drive you can use several search operators for specific Google Drive attachments. “has: drive” will show you any emails which contain any Drive attachment.

But you can also search for specific documents such as “has: spreadsheet” for Google Spreadsheet attachments. Several examples will be listed below to show other docs to search for. 

has:[file type]

Examples:

Has: drive

Has: pdf

Has: spreadsheet

Has: document

Has: presentation

Has: presentation

Search by phone number

Searching for a specific phone number in Gmail is easy. All you need to do is drop the phone number in the search box. 

But if you’re looking for emails that contain phone numbers, that’s a whole different ball game. See Gmail, by itself, has no substring or regex search capabilities to find a phone number.

If you’re looking for the common phone number format ###-###-#### you can use this regex formula: \d{3}-\d{3}-\d{4}. Replace the numbers in the squiggly brackets to target the format you want. Regex is a deep and interesting world, you are invited to learn more about using Google Apps Script to search your Gmail via regex.

Search by label

The Gmail search panel lets you choose the label (folder) in which you want to search. These include the system default labels like “bin”, “inbox”, “starred”, and also your defined labels. Just pick what you need from the dropdown list.

Search specific Gmail labels using Gmail search operators

You can filter emails using labels. To do this, use the “label:” or “is:” operator.

is:[label name]

Example: is: urgent

Find Unread messages

Gmail treats Read Mail as a type of label. Because of this, you can find your unread mail (also read mail) by selecting the Unread Mail label from the dropdown next to the “Search” field at the bottom-left of the Gmail advanced search panel. See the image below.

Use Gmail operators to find unread messages

To search unread emails, type ‘is unread’ into the search bar and press enter. To look for specific unread emails, add your search term after the is: unread operator (e.g. is: unread job interview).

Is: unread

Example: is: unread

Example: is: unread job interview

Tip: how to always see your unread emails first in your inbox:

Go to Settings > See all settings > Inbox > Inbox type > Unread first. You can adjust settings in Inbox, then Save Changes.

Search archived emails

Any search you make in the Gmail search box will bring up archived emails. That said, unfortunately, you can’t search only archived emails like you can with labels or categories. 

If you only archive emails without labels you can look for them using the operator “has nouserlabels”. This will remove from your search any emails that have a category label assigned to them. Conversely, if you gave a label to all archived emails, you can search for them using the is:[label] operator (e.g. is:my-example-label).

Search deleted (trashed) emails

Gmail automatically sends deleted emails to the trash bin. Gmail treats the trash bin as a label, which means that you can use Gmail search to filter for your deleted emails. You can also perform searches inside your Gmail bin to find a particular email you deleted. 

You can use the advanced Gmail search window to choose the Bin label. It’s found in the “Search” drop-down at the bottom-left of the advance window. 

Search for deleted email in Gmail using search operators

Enter the ‘in:’ search operator to find emails in a specific folder, for example, the Trash folder or any folder you created. You can also use the ‘in:’ Gmail search operator followed by “anywhere” to search throughout your entire Gmail history.

Is: bin

Example:

In: spam

In: trash

Search Chats

To search your chats in Gmail first open the advanced search panel by clicking the icon on the right side of the search box. Then click the dropdown menu at the bottom-left of the panel, and select “Chats” from the list. Now any of the remaining search fields, like “To”, “From”, or “Subject” to narrow down your search.

To search for messages in Google Chat & Gmail

1. Go to Google Chat or your Gmail account.
2. At the top, click on the search box that says “Search all conversations” or “Search in chat and spaces.” 
3. Enter search text and press Enter.
   • In Gmail: Under the search box, click Chat & Spaces.
4. To open a result, click on it. 

To Search for Chat messages in space or conversation

1. Go to Google Chat or your Gmail account.
2. Select the space or conversation you wish to search.
3. At the top right, click Search in this chat.
4. Enter search text.
5. Press Enter.
6. To open a result, click on it.

Search operators you can use

Tip: Once you perform a search using search operators, you can use the result set to set up a filter for these messages.

What is an email thread in Outlook?

Outlook email threads are multiple email messages grouped into one conversation. Outlook email threads keep your inbox from overflowing with individual messages and help you keep track of long back and forth correspondence. Outlook threading binds together all forwards, replies, and attachments, from the first message to the last.

Note: Outlook threading is enabled by default. If this feature is not working in your Outlook it may be disabled. Read on to see how to turn it on.

How to organize Outlook by threads

Outlook threads help you keep your inbox organized, and it’s very advised for most professionals who rely on email for daily communication. You may also want to learn other ways for organizing emails in Outlook, such as folders, color codes, flags, and rules.

Conclusion

We have taken you through everything that you need to know about organize emails by thread in Outlook. The ability to thread your emails, use categories, and group conversations can make your folders look neat. We hope this guide helps you make the most of Outlook and become more productive. Oh and don’t forget your outlook signature