Google is one of the most generous of the free email and cloud storage services. You get 15GB of free storage space, however, it doesn’t take long for that to fill up, especially if you use your email for work.
The average person sends and receives 126 work-related emails per day, and most of the time they aren’t deleting them nearly as fast as they come in.
This can cause your inbox to get unwieldy and your free Google account storage space to get eaten up before you know it. This means problems such as no longer being able to save files or receive new emails unless you pay to upgrade your account.
In our work providing I.T. consulting services to Denton and Wise county businesses, we often help our clients out with tips that can save them money and improve productivity.
If you happen to have a Google account that’s getting full and a cluttered Gmail inbox that makes it hard to find what you need, these Gmail search tips can free up space and clean up your inbox.
Quickly Find & Remove Older Emails (Before:YYYY/MM/DD)
You may be surprised how many old emails with attachments are filling up your inbox when you actually search them out. But who has the hours needed to go through them all one by one, scrolling through mail folders?
Instead, you can use the following search function in the search bar at the top of your Gmail account.
Just type: Before:YYYY/MM/DD (adding the date that you want to search messages before).
This will instantly bring up all messages older than your designated date so you can delete any emails you no longer need. You can also click the “Has attachment” option under the search bar to see only those emails with attachments.
Attachments that you’ve sent or received can take up valuable storage space. And if they’re more than a year old, there’s a good chance you’ve already saved that attachment elsewhere.
Quickly Find the Emails That Are “Storage Hogs” (Larger:#M)
If you don’t have time to look through every email with an attachment, you can target those that are particularly large by using this next search term.
Type in: Larger:#M (adding a number in place of the #, such as Larger:10M)
This will bring up all email messages, sent or received, that are larger in size than the number you’ve designated in megabytes. Large file attachments are often the culprit taking up valuable storage space.
This trick can get you back quite a bit of space if you’ve had your Gmail account for a while.
Get Rid of Specific Emails from or to a Sender (Use Additional Operators)
You can open the search operators panel that is to the right of the search box to open up many other specific ways to search messages in your Gmail account.
This is helpful if you know that you no longer need any messages from your old job from 2 years ago, for example. You can just use a from or to email address to pull up those specific messages so you can quickly delete them.
This operator’s panel is also helpful to use if you can’t quite remember the search terms above, because you can do those searches as well in this panel.
How to Select All Messages in a Search (Use Select All conversations…)
Most people that have messy inboxes simply don’t have time to go through and delete old messages, especially those that they’ve sent. When you search to bring up specific emails, this next tip will keep you from having to page through multiple results and delete only 50 at one time.
You can instantly select all messages that come up in a search by doing the following.
Once you’ve searched out the messages you want to remove, click the check box at the top left that will select all the messages on that page.
When you do this, you’ll see a banner that comes up that tells you that all 50 conversations on the page have been selected.
Next to that, you’ll see “Select all conversations that match this search.” Select that text and all messages in the search result will be chosen. You can then delete them in a matter of seconds.
Get More Targeted Using More Than One Search At a Time
If you’d like to get rid of messages with an attachment larger than 10MB, but only those that are older than 3 years, you can do this by combining the two search operators.
For this search, you would use: has:attachment larger:10M older_than:3y
Need Help Getting a Handle on Business Email & File Storage?
Don’t suffer from ineffective technology systems. Texas I.T. Pros can help your Denton or Wise County business put automation in place that keeps your files and emails from getting out of hand and costing you time and money.
Contact us today to learn more! Call 940-239-6500 or reach out online.