Gmail Clean-up

Not so much Data & Database, but useful advice for managing a Gmail account once the storage gets a bit full (and Google suggests paying for storage).

What is Gmail

If you have been living under a rock… Gmail is a free, secure email service from Google that allows users to send and receive emails, search for messages, and organize them into threads.

Why clean up your Gmail?

Primarily, it’s because google is offering you a good deal to sign up for extra storage (at a cost) and you know there is lots of old junk in there. But also, a cluttered inbox can lead to, decreased productivity, and difficulty finding important emails. By cleaning up your Gmail, you can:

• Improve your focus: A clean inbox allows you to concentrate on important tasks without distractions.
• Boost your productivity: Quickly find the emails you need, reducing the time spent searching.
• Reduce stress: A clutter-free inbox can help you feel more organized and in control.
• How to Clean Up Your Gmail

Here are some tips & shortcuts for cleaning your inbox:

Master The Search

Doing targeted searches and deleting the search results may help you get a handle on things. The following will give you information about the search terms available and their syntax:

• About Gmail search: https://support.google.com/mail/answer/6593?hl=en
• Advanced Search: https://support.google.com/mail/answer/7190?hl=en

Some useful search strings

These are so self explanatory that they don’t need much documentation. I’ve kept them as I used during 2024, as I figured some categories and groups are easier to bulk delete everything before a particular date (other date ranges might require more careful review):

in:all from:*@amazon.co.uk before:2024/1/1

category:updates before:2023/1/1
category:promotions before:2024/1/1
category:social before:2023/1/1

category:social before:2024/1/1 after:2023/1/1

larger:15M before:2020/1/1
larger:5M smaller:15M before:2020/1/1

smaller:5MB larger:1M before:2018/1/1
smaller:5MB larger:1M before:2020/1/1 after:2018/1/1

Label Tip

If as you go through the sample searches above, you find emails you want to keep (even if they match the criteria you are using), then a short solution is to use a label (or collection of labels) to tag things you want to keep (e.g. “contracts” or just “to keep”). Then you can filter against this using a negative on the label:

in:all larger:15M before:2022/1/1 after:2010/1/1 -label:"to keep"

Here are some practical tips to help you keep your Gmail inbox clean:

Create Labels:

• Organize by Topic: Create labels for different topics, such as “Work,” “Personal,” “Finance,” or “Travel.”
• Prioritize Important Emails: Use labels like “Important” or “Urgent” for emails that require immediate attention.
• Archive Old Emails: Archive old emails that you no longer need to access frequently.
• Unsubscribe from Unwanted Newsletters
• Use Gmail’s Unsubscribe Button: Click the “Unsubscribe” button in the email header (in emails which support it).

Use Filters to Automate Organization:

• Create Filters: Set up filters to automatically sort incoming emails based on specific criteria, such as sender, subject, or keywords.
• Utilize Gmail’s Smart Labels: Gmail can automatically label emails based on their content, such as social media notifications or promotions.
• Avoid Overwhelm: Break down the cleaning process into smaller, manageable tasks.
• Set Time Limits: Allocate specific time slots for cleaning your inbox.

By following these tips, you can transform your cluttered Gmail inbox into a well-organized and efficient tool. Remember, consistency is key. Make it a habit (every 6 months) to regularly clean up your inbox to maintain a clutter-free digital environment.