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Need help refining Gmail filters

Posted on 2011-09-06
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Last Modified: 2012-05-12
Hi Google Mail Experts,

We need some help refining Gmail filters.  We have some accounts used for work purposes that should only communicate with specific accounts.  For example, one of our after school programs has an e-mail address who ONLY corresponds with the directors of the after school sites for attendance work sheets.  To keep these e-mail boxes nice and clean (and discourage the wrong address being used for the wrong purpose in case someone forgets to sign out) we would like the following:

1. ONLY accept e-mails from certain addresses.  We seem to have accomplished this with a Gmail filter that includes the following in the "doesnt have" category - from: addressA OR from:addressB OR from:addressC.  This seems to work, but seems like it would be more efficient if we could set it up to filter any e-mails that don't come from an e-mail in our address book.  Is that possible?

2. Either way, the action we would like the filter to take is to delete e-mails that don't come from the proper places.  This puts them in the trash for 30 days.  Is there anyway to have Gmail delete them automatically (IE: purge the trash) upon deltion or speed up that interval?

Thanks

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Question by:Jsmply
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JT92677 earned 500 total points
ID: 36497131
Use the vertical bar as an OR operator

In the "FROM" category of the filter, put in the e-mail addresses separated with | (the shifted backslash) which means "OR" -- it works as a filter for accepting messages, then  you can apply some attribute to it like STAR, or you can create a new Mail Label like "!!Important" or "For Us" and in your filter you can apply multiple checkboxes. If you mark it with the name of a label, on the left side you'll be able to click that label and see ONLY messages that pass the filter with all the "good" e-mail addresses.

As to Group filtering, they don't have it, but you can use a group to create the list of addresses to include in the FROM filter by sending a message to the group, grab the list that gmamil creates, paste into the FROM filter, and change all the commas (,) to the vertical OR operand (|)

Hope this helps.  As to the 30 day idea, you can go in and delete what's in the trash at any time, but the 30 day idea saves you from deleting potentially worthwhile message.

Give it a try. I can use the points if you like the solution !!

Jeff
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Author Comment

by:Jsmply
ID: 36497821
Thanks. Isn't that the same thing we are accomplishing by going to the doesn't have field and putting from:addressA OR from:addressB etc?

Is there anything gained with your method?

Also, it seems to have the same issue of addresses having to be updates manually in the filters when adding someone to the address book. It seems like it would be more efficient to filter ALL except what's in the address book if that was possible.
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Author Closing Comment

by:Jsmply
ID: 37565047
Thanks for your help
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