Thursday, December 23, 2010

Catching Emails w/ Gmail's Multiple Inboxes

The Problem
I've got 2-4 different sources I need to keep a very close eye on.  They all come in through email so it's just a matter of organizing them well.  Here's my criteria:
  1. If there's an important email I don't want to miss it.
  2. I don't want to have to check multiple accounts to stay on top of things.
  3. I don't want to have email from different sources mixed in with my personal email.
The Solution 
A combination of email forwarding and a gmail tool called 'multiple inboxes.'  You can see below that items from Stardust and Business Travel Connect show up in their own little blocks, and not in my inbox.


However, once I've read messages in those inboxes (or marked them as read) they slide out of the way and into little messages that tell me everything is cool.



How-To

Step 1: If all the emails are being sent to the same address, go to the next step.  Otherwise set up your other email accounts (outlook, yahoo, etc) to forward to your gmail account.  This is probably preferable to redirecting email so that you always have the originals somewhere else.

Step 2: Configure your gmail filters to automatically A) apply a label and B) archive them.

Step 3: Add google lab's multiple inbox to your account.

Step 4: Configure the multiple inboxes under gmail's settings tab.   The only important option is your 'search query.'  Type in "is:[your-label-name] is:unread".



Now when you go back to your inbox all messages that are both unread and have the labels you selected will show up in their new inboxes.  Once you've read them they will disappear from the inbox.  Or if you have a copy in another email account you can just delete them.  Good luck!

~ Micah

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