How do I create a filter or contact group for subject lines, keywords, or automated emails?

If you want to create a filter to exclude (or a contact group to include) emails that contain specific keywords or phrases in the body or subject line — or automated emails such as those from a CRM — you can do this using a combination of Gmail filters (or Outlook rules) and EmailAnalytics filters & contact groups.

Follow these steps:

For Gmail Users

Step 1. You’ll first need to find a “footprint” that identifies the type of email you want to automatically exclude or include in your data. A footprint could be a keyword or phrase that always appears in the email, or a combination of conditions (Example: Any email from xyz@mydomain.com that includes “CRM report” in the subject line).

Step 2. Create a filter in Gmail to automatically add all emails matching this footprint into a Gmail label. Name your Gmail label something you’ll recognize.

Step 3. Log in to EmailAnalytics and visit your Filters page OR your contact groups page.

Step 4. Create a “Label” filter or contact group for the label you created in step 2.

• How do I create a filter?
• How do I create a contact group?

Step 5. Return to your EmailAnalytics dashboard and apply your newly-created filter or contact group. The resulting data will show only emails within your custom Gmail label. You can toggle it on or off whenever you want.

For Outlook Users

Step 1. You’ll first need to find a “footprint” that identifies the type of email you want to automatically exclude or include in your data. A footprint could be a keyword or phrase that always appears in the email, or a combination of conditions (Example: Any email from xyz@mydomain.com that includes “CRM report” in the subject line).

Step 2. Create an Outlook rule to automatically add all emails matching this footprint into an Outlook category or folder. Name your category/folder something you’ll recognize.

Step 3. Log in to EmailAnalytics and visit your Filters page OR your contact groups page.

Step 4. Create a “Label” filter or contact group for the label you created in step 2.

• How do I create a filter?
• How do I create a contact group?

Step 5. Return to your EmailAnalytics dashboard and apply your newly-created filter or contact group. The resulting data will show only emails within your custom folder. You can toggle it on or off whenever you want.