Image of mailboxes to represent filtering agency emails Photo by 白士 李: https://flic.kr/p/mMthm6

Filtering agency emails

The excitement of signing up to a new agency and receiving your first job offer provides for a real buzz. A new team of managers, a different range of clients, and the potential for some awesome gigs coming through into your virtual mailbox appeals to your curiosity and inbound post is read with relish.

Until that email turns into hundreds. Then maybe thousands, as you register with more agencies. And not just that, but you’re hectic at the moment with finals and shifts and social events galore. You want to apply to some shifts, but the amount of incoming mail is overwhelming and not to mention, totally drowning your inbox to the point where personal emails get lost in the subject headers and you decide it’s just not even worth checking the mail. This just isn’t working.

Many staff, at this point, get in touch asking to be taken off the books, preferring to not be registered with an agency at all rather than be bombarded by potentially irrelevant job offers. But there’s another option: filtering your agency emails. Here we have a look at the most popular email servers and how to create filters.

Filtering incoming mail for Gmail

  1. Open Gmail.
  2. In the search box at the top, click the Down arrow Down Arrow.
  3. Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search Search.
  4. At the bottom of the search window, click Create filter with this search.
  5. Choose what you’d like the filter to do.
  6. Click Create filter.
  7. When you create a filter to forward messages, only new messages will be affected.

Use a particular message to create a filter

  1. Open Gmail.
  2. Check the checkbox next to the email you want.
  3. Click More.
  4. Click Filter messages like these.
  5. Enter your filter criteria.

Filtering incoming mail for Hotmail

  1. Select Options | More options… (or just Options in Windows Live Hotmail classic) from the toolbar.
  2. Follow the Automatically sort e-mail into folders link under Customize your mail.
  3. Click New filter.
  4. Select the desired filtering criterion under Which messages are you looking for?.
  5. Choose the folder to receive all mail matching your criterion under Where do you want to put these messages?.

Filtering incoming mail for Yahoo

  1. Mouse over the Settings icon Image of the Mail Settings icon. | select Settings.
  2. Click Filters
  3. Click Add.
  4. Enter a Filter Name.
  5. Enter the filter criteria.
  6. Select a folder to deliver the affected emails to or select New Folder to create a new one.
  7. Click Save.
  8. Click Save again to return to your emails.

Filtering incoming mail for Outlook

  1. Click the File tab.
  2. Click Manage Rules & Alerts.
  3. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.
  4. Under Start from a blank rule, click either Check messages when they arrive or Check messages after sending.
  5. Click Next.
  6. Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.
  7. Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value.
  8. Click Next.
  9. Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.
  10. Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.
  11. Click Next.
  12. Under Step 1: Select exception(s), select any exceptions to the rule, and then click Next.
  13. Under Step 2: Edit the rule description, click an underlined value for any exception that you added, and then specify the value.
  14. Click Next.
  15. Under Step 1: Specify a name for this rule, enter a name.
  16. Under Step 2: Setup rule options, select the check boxes for the options that you want.
  17. If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in “Inbox” check box.
  18. By default, the new rule is turned on. To turn off the rule, clear the Turn on this rule check box.
  19. To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box.
  20. Click Finish.
  21. What filters should you create?

Filtering your inbox by subject

Perhaps you’d like to separate job invites from being shortlisted to a shift, and confirmation requests from decline messages. If so, there are some key words that most agencies using Watu will use.

How to create a Gmail filter in your inbox

Creating a Gmail filter

When a box like the above Gmail option pops up offering you various filters, here’s what to enter:

Job Invites: (Subject) “Would you be interested in”
Being shortlisted to a job: (Subject) “Status: SHORTLISTED”
Confirming a job you’ve been booked to: (Subject) “Status: SUCCESSFUL”
Your application to a job was declined: (Subject) “Status: UNSUCCESSFUL”

Extra: From: This is a bit trickier, as each manager has an individual email address. If you opt to use this filter, note that it will be from an email address with ‘watu’ in it, and not the manager’s direct email address. (hint: also add this inbound email address to your contacts, to avoid spam!)

So rather than choosing between leaving the agency for good or having to deal with 452 new job offers every day (which technically sounds good but, in practice, stinks), have a go at setting up filters. That way when you decide you’re ready to read through what’s available and get stuck into some work admin, you can opt to dive in.

 

Photo by 白士 李

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