Best Practices

Gmail Best Practices

Getting the most out of Gmail

Follow these recommended practices to get the best performance from your Gmail account:
  • Avoid bulk operations. Select less than a thousand messages at a time when performing operations such as deleting email, expunging trash, applying labels, or archiving messages.
  • Use search in Gmail. Use Search in Gmail the same way you use Google to search the web. Type in keywords to find messages in your account.
  • Use filters. Use filters to narrow or target searches in Gmail. Filters can also be used to automatically sort and apply labels to mail. See below for instructions on managing groups.
  • Reduce labels. Too many labels can slow processing. Use less than 5000 labels (including nested labels) in your account and use search and filters to help find messages. When transitioning to Google Apps account, merge your mail folders before migrating old email into Gmail. For fine-grained organization after a data migration, try using multiple labels per message rather than creating exclusive labels.
To help keep our systems healthy and your account safe, Google limits the amount of bandwidth, storage space, server requests, and number of emails that users can send or receive in their Google Apps account. These limits do not inhibit normal email use, but are designed to help identify any misuse of Gmail.
The following policies have more information on each limit, including best practices to help avoiding reaching these limits:

Managing Groups

2 Steps: Set email settings from group, then set up a filter in your Inbox.

  1. Go to the Group in Google Groups, and click the individual settings icon, choosing Membership and email settings.

Then click something other than Don’t send email updates and click Save.

  1. In your Gmail inbox, click the Settings gear in the right corner and choose Settings.

Choose Filters from the menubar in the middle, then Create a new filter.

Put these addresses in the To: field, then click Continue.

In the next box, choose to either Skip the Inbox entirely or Mark as read so these emails  don’t distract you by filling in your inbox.

If you apply a label, you can then click the label, and review these emails at your convenience. Then save the filter.