Gmail Labels & Filters, Evernote, Dropbox & More – Ask Dotto Tech 16


Steve Dotto here. How the heck are you doing
this fine day? Me? I’m feeling a tad politically incorrect because today I am going to label
things. I know people say it’s not politically correct to label things but I am going to
and you are going to because we are going to look at labels and filters in Gmail. We’re
also going to discuss notifications in Google calendars and discuss the difference between
Dropbox and Evernote, all of that coming up today on Ask DottoTech.
Ask DottoTech is the show where you ask, I answer. If you have questions that you’d
like me to address, please, please, please enter them in the YouTube comments or you
can drop us an email. If you’ve signed up for our newsletter, just reply to our newsletter
with your question and I will do my best to answer. I cannot answer each and every question
but I do my best to answer as many as possible. Today, we are going to start things out with
a pair of questions from salv236 and Noah York who asked me two questions about Gmail
which I cleverly combined into a single demo that we will do. The first one was he asked
if he can create filters with multiple keywords within Gmail and the second question from
Noah York was, how do I get labeled emails to show in my inbox?
Two questions both relating to Gmail obviously so let’s jump over to Gmail and have a wee
gander at those issues. The first question was about filters. Now you have to understand
that we have two different kinds there, two different things we have going on here. We
have email filters which automatically go through and categorize email. Gmail looks
at your email coming in and it creates an action based on the attributes of that email,
who it’s from, what it is, that sort of thing and then it applies a label to it, moves
it to a certain spot, believes that it can do all sorts of things like that. The second
part is the identification for you, the labeling. We can create labels for all of your different
groups of emails so that we can quickly visually identify what’s happening with the email
when it comes into our inbox. It’s all about increased productivity, folks. So let us have
a wee look. It all starts right here in the Settings.
If I go into the Settings, I will find there both labels, which we’re not going to deal
with the labels here but instead we’re going to start by dealing with filters. So the filters
are how we create a set of rules that tell an email how to act. So you can create a new
filter from scratch, just by going here and going through and creating the filters and
putting in the different criteria. One of the things, the question I was asked is can
we just create a filter with multiple keywords? Right here, you can create the filter with
multiple keywords. So the criteria are who it’s from, who it’s to, the subject, if
it’s got the words or if it doesn’t have certain words in it and then you can add other
criteria as well. It’s kind of labor-intensive though to create a filter here in this dialog
box or in this area here. Instead, the best place to go to create filters is when you’re
in an email of the sort that you want to have filters.
So if I go into my Promotions tab here—this is my demo account so there’s very little
real email—but if we wanted to say create a filter for all of the DottoTech newsletters
which seems to be the only email that comes to this particular account, what you can do
is you can have the email opened up. Once it’s opened, you can then under the More
tab create Filter messages like these. So it’s going to now pre-populate the basic
information. It comes from [email protected] and then that’s the only criteria that it’s
given. I can choose a subject. If I have a repeating subject line, I can put that in
here. I can put in if it’s to a certain email address or include the words. So I’m
going to put in Has the words “DottoTech” because I always start out each newsletter
with DottoTech this week. Once I’ve got this basic criteria in place,
I can click down here at the bottom to say Create a filter with this search. So now what’s
going to do is when a message arrives with this, what should I do? This is where we get
into the label question. So I’m going to apply a label and I’m going to choose a label. But
I don’t have any labels created yet because I’m just new to this so I’m going to create
a label that’s called “DottoTech Newsletter.” So now it will save them all. Now if I’ve
got multiple different labels already, I can nest them in order. But I’m just going to
create this as one that’s kind of a top level one.
Then I can also add other criteria. I can forward it to a certain email address. I can
delete it. I can mark it as important or I can categorize it into different areas here
within the pre-defined categories within Gmail. I can also—this is a little bit of magic—apply
this to all the matching messages. So when I create this filter now, it’s going to
take all of those existing messages and it’s going to create a filter. Look here, now I
created a brand new area in my side bar which is the DottoTech Newsletters which has all
of those DottoTech newsletters available. Isn’t that sweet?
Now as far as identifying them now within the inbox, being able to identify them as
having this label, the best way to do that is to actually choose the label color right
from here. See this little pop-out menu? This allows me to choose all of these messages
and apply a label color to them. So now when we go back into our inbox, if I’m correct
we should have the blue badge identifying all of these as DottoTech newsletters. That’s
how we create the order and structure, first of all by creating a filter, which applies
the rules, and then creating a label which allows us to see it and identify it visually
or by sorting it ourselves within inbox. I hope that that answers your questions, guys.
So for sal236 and Noah York, thanks for asking. I hope that I’ve answered it to your satisfaction.
Our next question comes from my friend Ivor Greer who asks, “Why do you store everything
in Evernote when you already use Dropbox?” Here we have again the Evernote conundrum,
people not quite understanding how Evernote fits compared to other services because Evernote
is totally unique. Dropbox is storage. Dropbox is virtual storage that’s online and it
allows me to access files wherever I am from my mobile device or mainly from different
desktop and notebook computers. It’s great for file sharing but it’s not my digital
memory. It’s not where I store all the little tidbits of information that I put into Evernote.
For example, if we take a look right here, right now I’m working with the little notes
that I clipped from the questions. This is an Evernote note that has all of my Ask DottoTech
questions. I use Evernote to clip stuff from the web. I use it to take pictures of receipts
and invoices. I use it for all of my different—any time that there’s a digital asset that I
need to retain, I put it into Evernote. Dropbox is very, very different. Dropbox is
just like another hard drive that lives on our computer. Here’s my Dropbox account
right here. You can see that I have a variety of different folders, some of them shared,
some of them not. But this is just access to files. I have to create an organizational
structure within Dropbox. Within Evernote when I need to find something, I simply search
for it. I can search within Evernote and I don’t have to worry about saving it as a
file, etc. I just clip it and save it within Evernote and it’s done.
So I don’t know if I’ve explained it well but Dropbox is just an extension of my local
storage, of my hard drive. Yes, there are some additional collaborative features and
sharing features that Dropbox enables because the fact that the content is stored on the
cloud allows us to create sharing with co-workers or with other people and also to work collaboratively
on documents. And you can do some of those things within Evernote but it is primarily
for files. Here’s a great example. These videos that
I create, sometimes I’m editing them on this computer. Sometimes I’m editing them on a
different computer. Here are all of my different assets that I would want to import, things
like my opening music, credits and all of those sorts of things. I store those in Dropbox
so that I can access them regardless of which computer I’m on. That wouldn’t be appropriate
to store them in Evernote because there wouldn’t be a quick way to get it out but if it’s
something that I needed to archive to find later, Evernote then becomes that solution.
So Dropbox and Evernote are not mutually exclusive. You don’t decide to use one at the expense
of the other. Dropbox is for file storage and sharing. Evernote is for everything that
I need to gain access to that’s a digital asset at any time. I hope that that answers
your question, Ivor. Our final question for this episode of Ask
DottoTech comes from Melinda Nazim who asks, “What’s the best app for using Google
Calendar on the Mac desktop so that calendar reminders pop up?” I’m not a fan of any
real calendar app that’s outside of the Google calendar itself, Melinda. What I like
to do is just to use the Google tools, the Google productivity tools in a browser instance.
I like to use Gmail in my browser and I like to use Google calendar in the same browser.
I think that that’s the most effective way to use it.
Now as far as giving you reminders and giving you pop-ups and stuff like that, if we go
into the Settings—let’s just jump over into my calendar here and go into the Settings—let
me show you where the Reminder settings are so you can understand what sort of reminders
you have access to and how you manage them because we can do it all right from within
the browser window here. By the way, I’m running the Chrome browser here on the Mac but it’s
exact same if you’re in Safari. If you go into your Calendar Settings so going
under that gear icon and into Calendar settings, we go to Calendars and here with each calendar—and
guys, you can see I have multiple different calendars that I have running in my calendar
settings—I can go into Edit notifications and in Edit notifications I can set the different
parameters for all of the different types of notifications that I’m going to receive
on my computer or in email. Look here, event notifications. By default,
notify me via pop-up or email 10 minutes before each event. So you just set your pop-up reminders
right here. You can go through this and you can also choose how you’re going to do all-day
notifications. You can also choose to be kept up to date by email through new event, changed
events, canceled events, event responses and actually one of my favorites—I don’t have
it turned on but I know a lot of people like it and I think it’s a great idea—receiving
the email at 5:00 in the morning of your agenda for the entire day. I think that’s a great
way to do things. If you like to see your day at a glance and you don’t necessarily
want to open the browser and you don’t want to be online, just receiving it in your email
and being able to read an email that has your daily agenda is a great way to stay on track.
So as you can see, you have lots of different control about how you receive notifications
from your Gmail calendar right within the browser.
With that, I think we have come to the end of another Ask DottoTech. Once again, if you
do have a question for me, two good ways to ask those questions are a) enter it here on
YouTube in the Comments area. I respond and check that every day. If I can answer your
question, I will answer it right away. If not, it might make it on the show. Some questions
we obviously don’t have time to answer. The other way to ask those questions is if
you’ve subscribed to our newsletter, just reply to the newsletter with your question
and I will receive it by email. Again, I’ll do my best to answer or include it here in
the show. Now there are three ways to stay in touch
with us here on DottoTech. Please subscribe to this channel. Also, subscribe to our newsletter.
That way you can ask me questions and also learn about our upcoming live events, webinars
and courses. And finally, DottoTech is a community-funded channel supported through the generosity of
you, our viewers, at the crowd-funding site, Patreon. I encourage you to drop by and take
a look and discover what’s involved in supporting DottoTech, what we do with the money and the
perks that we have for you. Till next time, I am Steve Dotto. Have fun storming the castle!

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42 thoughts on “Gmail Labels & Filters, Evernote, Dropbox & More – Ask Dotto Tech 16

  1. Steve,

    Question: A while back google "made me" change my name from a nick name to real name. Since that time my YouTube subscriptions come from two different places and sometimes duplicate. Is there any way I can combine the two account under the old nickname and not loose any of my subscriptions?

    Google, Google+ seem to want a first name and a second name.

    Thanks,
    JimE

  2. Hi Steve

    I use intensively google calendar for more than 4 years and found it not very good for search some events by entering some key words i remember; either customer name that i remember for sure or a street name etc. It simple doesn't work.
    If i do the same on my Android phone or with the MS Sunrise Calendar it works just fine.
    Can you give me a tip what am i doing wring.

    Thanks in advance
    Alex Gershkovich

  3. Steve, can Evernote be integrated into Google calendar events? For example, if I create a task/ note/ todo or reminder in Evernote, how can I make it show up within Google calendar? This is possible with sunrise cal but I'd really like to eliminate using 3rd party apps where necessary.
    Thanks.

  4. Hi Steve – re Google Calendars. Is there any way to change the font in the calendar. Currently I find it hard to read and would like to either make the font bold or bigger. I tried a Chrome add-on but it didn't work. This getting old ain't as easy as they told me it would be! lol

  5. Great video Steve, informative as always. Quick question, do you use both Dropbox and Google Drive? If so which do you prefer? If not, why not use Google Drive? Thanks again.

  6. +dottotech, at 10:20, you showed your calendars and you have one for MindJet Tasks. Have you ever done an episode showing how you use MindJet to create tasks? If not, could you? I am a huge fan of XMind but I'm sure I could get some tips from how you are using MindJet. Thanks!

  7. Hi Steve, Just discovered and enjoying your videos. Question: is there a way to have the tabs at the top of gmail PLUS the starred items at the top? That would be so great for me 🙂 When I put the starred items at the top the tabs go away 🙁

  8. Dotto. First, love your show one of my favorites. I have a question about Dropbox. I hate it every time I plug my phone or my camera into my Mac it loads all my pictures into Dropbox. I just want it on iCloud. Help? Thanks in advance.

  9. +dottotech Hi, you should check out the browser extension called Citrus. It is an app that lets you block certain websites that are distracting. You pick the websites you want to block, and then you set a timer when you want them blocked. It's a cool app.

  10. I like to integrate Dropbox and Evernote by adding links to a dropbox document into an evernote note. You could always add the document directly into EN of course but I prefer Dropbox for collaboration and large docs would eat up my Evernote usage allowance.

  11. My HP Pavillion died so I bought a Mac Book. Feeling a little (lots) lost. My biggest problem is my backup from the HP. It is Norton on an external hard drive and they say my only solution is to put Parallel on the Mac. Is this a good program and will it work with El Capitan?

  12. Question, do you have any knowledge about Blogger. I am a Realtor and have been thinking about setting up a blogger site.

  13. Hi Steve! How the heck are you doing this beautiful day? Thanks for the show! You seem like the nicest guy and your insight and enthusiasm is quite contagious 😉

    I'm a sworn Android user, but seeing you using iOS made me curious, so I went out and bought an iPad Air 2 thinking, 'Steve uses it so it can't be all bad' – and I like it already!

    So I was thinking maybe you could do a quick rundown of your favorite apps for all of us iOS newcomers to enjoy – leaving out obvious choices such as Evernote, of course (we know, and we all agree!) or just some basic tweaks or settings we need to look into?

  14. So sorry but I cannot find the obvious – how to use the full facilities of Evernote web clipper on my android all I can do is clip the url. PLEASE tell me where I am going wrong and I will repent!

  15. "No item with the given ID could be found, or you do not have permission to access it" Hi …. this is the error i get when i try to preview my autocrat merge in google sheets.. I wonder why …any help?

  16. Hi Steve,
    Thanks for providing such detailed and informative presentations . I learn something each time which I can immediately apply. I was particularly interested in your presentation on gmail filters and labels. My question is this, I use the mail platform provided by Apple for my Mac and iPad and iPhone which has a completely different look and feel from regular gmail . I have 2 gmail accounts, ( personal, professional), and two other accounts ( one I cloud and one yahoo) . How easy is it to do the same thing with filters and labels in the context of the Apple mail platform or is it a whole different ball of wax?
    Thanks so much
    Isabelle Mc

  17. Hi Steve, I've just re-watched your video on Gmail Labels and filters and I picked up on something you said at the end about Google calendar. How to change the event reminders? Some months ago Google dropped the really useful feature of sending the reminders as an SMS message. Do you know of any app that can turn a reminder or an email, into a reminder sent by SMS? Many thanks! Peter

  18. A great video. I was, at times, a little confused with all the settings in Gmail, however, little by little and with your help, I am getting it sorted! Well done again Steve.

  19. Also if you want to add multiple from email address in the filter. Just use OR btw the emails like this –> email OR email 🙂

  20. Why do you use Dropbox – – couldn't you use Evernote exclusively? An organization I'm working with is trying to determine the best format for storing our records (minutes, financials, etc) that will be available to multiple board members. We've hit the limit on Dropbox, so I'm wondering if it would be better to use Evernote?

  21. I love Google calendar – – but I don't like that they quit sending text message reminders. If I'm not at my computer, getting an email reminder or pop-up is useless (I have email notifications turned off on my phone as it gets too annoying). Is there a way to still send calendar reminders via text?

  22. Thanks for the information, going to share this video with my subscribers. Great to hear how you use Evernote as it took me ages to get my head around just how unstructured it is! Will have to start making more use of searchable tags.

  23. When I was sing Hotmail, I was able to click at the top of the senders column and Hotmail would show me an alphabetized listing o senders and their messages. This was helpful when I didn't quite remember a sender's name or the subject of the message. I could quickly scan down the list and usually recognize the name I was wanting…

  24. Steve, while you've said several times that you are not a big fan of calendars s/w other than perhaps Google Calendar, take a look at Fantastical 2 as a calendar app. It has a one time cost but seems to work well for me. I find that looking at the Google calendar on my iMac, my Apple mouse seems very touchy causing the calendar view to skitter either left or right by even a light brush of a finger!! Anyway, take a look at Fantastical 2. Thanks

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