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Sort your support inbox into labels automatically
Gmail filters that file incoming customer emails into Refunds, Delivery, Bugs and Other, so you can deal with the urgent ones first.
When to use it
Runs every time an email arrives
Step by step
Decide your categories
Pick 4 to 6 labels that match the work, for example Refunds, Delivery, Technical, Sales and Other. Create them in Gmail from the left sidebar.
Get keyword lists from AI
Paste a handful of real subject lines (no names or addresses) and this prompt into your AI assistant.
Prompt to copyI want Gmail filters that sort customer emails into these labels: [list labels]. Here are example subject lines and first sentences from each type: [paste examples]. For each label, give me a list of 8 to 12 words or short phrases to put in a Gmail filter's 'Has the words' box, joined with OR, in a format I can paste straight in. Avoid words so common they'd catch everything. Then list any emails from my examples that might be caught by two filters, and suggest which should win.Create a filter for each label
In Gmail, click the search options icon in the search bar, paste one keyword list into 'Has the words', then choose Create filter and tick Apply the label. Repeat for each category.
Check it for a week
Look at what lands in each label daily. Move anything misfiled and add its words to the right filter in Gmail's settings, under Filters.
What you get
Refunds: refund OR "money back" OR chargeback OR "return my" OR cancel OR overcharged Delivery: tracking OR courier OR "not arrived" OR "where is my" OR delayed OR dispatch
Tips
- Don't tick 'Skip the inbox' at first; keep everything visible until you trust the filters.
- Outlook users can do the same with Rules, found in Outlook's settings under Mail.