Gmail Filter, simple concept but challenging: "If internal only"

[Jeremy Bardet]

I'm part of a sales distribution list at work. I want to filter out the day to day emails with customers that I'm not responsible to see (but that I like having access to).

But I want to keep the sales emails when they are all internal recipients b/c sometimes colleagues will email the sales list and i should see those internal emails.

But when a sales rep emails the sales distribution list AND the customer, how do i filter it out?

to:sa...@mywork.com -to:*@mywork.com

This results in 0 search results.

I need logic to say if one of the recipients INCLUDES sa...@mywork.com AND any recipient also includes an external email address (-to*@mywork.com) 

... is this possible?

Thanks!!!

[Andrew Ingraham]

I am having trouble following your logic.  (Sorry if it's just me ... I had a very long, very strange day yesterday.)

First of all, Gmail doesn't use wildcards.  Drop the asterisk.

I don't understand this:

to:sa...@mywork.com -to:*@mywork.com

You want this to find all messages sent to "sa...@mywork.com", and at the same time, NOT any messages sent to the "mywork.com" domain?  Those requirements are contradictory, so it's no surprise it didn't find anything.  Nothing matches both at the same time.

I've re-read your first three paragraphs several times now and I still can't figure out what you are saying.

Regards,

Andy

[Andrew Ingraham]

Because "external contacts" are defined as -@mydomain.com, it overlaps with our distribution list email address.

The flaw in the above is thinking that "-@mydomain.com" finds any other domain.  But it doesn't.  It means any message that does not have "@mydomain.com" in it.

Unless I am not thinking clearly yet, I do not think there is a way to search for "any address other than @mydomain.com".  About all you can do is enumerate all possible other addresses.

If Gmail had a way to check for (sender_domain != "mydomain.com") you could do that.  But Gmail filters do not seem to have that capability ... at least none that I have seen documented.

Regards,

Andy

[Zack (Doc)]

Agree Andy.  I've done a few things where I wanted a "negative find" it was very difficult to find a way to do it.  The best bet I can think of for Jeremy would be *IF* "-to:mydomain.com" successfully finds all messages with at least one address that is not internal; then label those something like "External" then he could search for "to:sa...@mydomain.com -label:external"

Perhaps if there was another way to find the ones you are interested in... something like "to:sa...@mydomain.com -has:'Turkey'" then it would get rid of all of them that don't have "Turkey" in them; and you'll still have those to look at.

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[George Savery]

an alternate way to go about it is to use G+ circles

  you could add all your customers to a circle called Clients and also create a circle called Sales containing  sales reps

you can then filter emails with the search

circle:Sales or 

circle.Clients

I think gmail will auto set up a folder Circles/Sales  and Circles/clients when you create the circles and you can click on the folder to see the relevant  emails

 couple that with a rule that moves ALL email to the sa...@mywork.com to a generic sales folder and also clears inbox// and you are set, 

you can quickly see if your clients send you an email (the Circles/Client(1) <-- gets an unread count.and bolded and same wiith emails from sales staff

and you have the historical sales email folder for perusal if required...

Regards
     George Savery
P:03 5560 3333 M:0439 334 707

[Jeremy Bardet]

Zack, I tried toying with the negative find using the label method and it didn't work unfortunately.

And George, I don't think I'd like to use Circles for this. For starters, not sure how to bulk add acquaintances like that, and second I don't want to notify all customers that they've been added to my circles. i could see that rubbing marketing/sales the wrong way.

thanks all. I've just created a filter that archives all sales emails except if they are from my boss or exec team.

Jeremy

On Wednesday, November 27, 2013 8:31:50 PM UTC-8, George Savery wrote:

an alternate way to go about it is to use G+ circles

  you could add all your customers to a circle called Clients and also create a circle called Sales containing  sales reps

you can then filter emails with the search

circle:Sales or 

circle.Clients

I think gmail will auto set up a folder Circles/Sales  and Circles/clients when you create the circles and you can click on the folder to see the relevant  emails

 couple that with a rule that moves ALL email to the sa...@mywork.com to a generic sales folder and also clears inbox// and you are set, 

you can quickly see if your clients send you an email (the Circles/Client(1) <-- gets an unread count.and bolded and same wiith emails from sales staff

and you have the historical sales email folder for perusal if required...

Regards
     George Savery
P:03 5560 3333 M:0439 334 707

On Thu, Nov 28, 2013 at 1:17 PM, Zack (Doc) <za...@tnan.net> wrote:

Agree Andy.  I've done a few things where I wanted a "negative find" it was very difficult to find a way to do it.  The best bet I can think of for Jeremy would be *IF* "-to:mydomain.com" successfully finds all messages with at least one address that is not internal; then label those something like "External" then he could search for "to:s...@mydomain.com -label:external"

Perhaps if there was another way to find the ones you are interested in... something like "to:s...@mydomain.com -has:'Turkey'" then it would get rid of all of them that don't have "Turkey" in them; and you'll still have those to look at.

[Doug Eubanks]

Hello

Did you find a solution to this?

Doug

[Jerrod Engelberg]

I'm also still looking to a solution here. 

[Jeremy Bardet]

completely my fault, Andy. And first of all, THANK YOU for even attempting and caring....  it's people like you that let me fake it at work like I know what I'm doing!

So, let me try again using some example emails. And don't worry about FROM: portion of the filter, I have that under control.

#1 All Receipients are internal (to:@mydomain.com)

From:My Teammate:

To: SalesD...@mydomain.com, JoeS...@mydomain.com, Anoth...@mydomain.com

#2 Internal AND External recipients

From:My teammate

To:  SalesD...@mydomain.com, Con...@external.com

I want to filter out #2 only -- where the recipients include both the Sales Email distribution AND an external contact.

in gmail terms that is:   to:sa...@mydomain.com AND -to:@mydomain.com

...which creates the contradiction!  

Because "external contacts" are defined as -@mydomain.com, it overlaps with our distribution list email address.

If we didn't get it this time, i'm sure third time will be a charm!!!

Happy thanksgiving,

Jeremy