How to Use Gmail Templates (Canned Responses) for Quick Replies

Do you type the same email again and again? “Thanks, we got your message,” “Here’s our price list,” “Your order has shipped”? Gmail templates, which Gmail used to call canned responses, let you save a message once and drop it into any email with two clicks. You can even have Gmail send a template automatically with a filter. This guide walks through each screen in Gmail on a computer.

Quick answer

Turn it on: Settings → See all settings → Advanced → Templates: Enable → Save Changes. Save one: write a message, then click More options (three dots) → Templates → Save draft as template → Save as new template. Use it: in any new message or reply, click More options → Templates and pick it under Insert template.

Gmail templates at a glance

Task	Where to find it
Where to turn it on	Settings (gear) → See all settings → Advanced → Templates → Enable
Where to use it	In the compose window: More options (three dots) → Templates
What is saved	The subject and message text of your draft. The template name is prefilled with the subject.
Edit a template	Save draft as template → under Overwrite Template, pick it → Save
Delete a template	Templates → Delete template → pick it → Delete (can’t be undone)
Automatic replies	A filter with the Send template action. Only new mail gets the reply.
Devices	Gmail on a computer only, not the Gmail app

Source: Gmail Help: Create a template in Gmail. Menu names checked in Gmail on the web, October 2026.

Step 1: Turn on templates

Templates are switched off by default, so you need to turn them on once.

1. In Gmail on a computer, click the gear icon (top right), then See all settings.
2. Click the Advanced tab.
3. Find the Templates row and select Enable.
4. Click Save Changes. Gmail reloads and takes you back to your inbox.

Step 2: Create a template from a draft

1. Click Compose and write the message you want to reuse. Add a subject if you like; leave the To field empty.
2. At the bottom right of the compose window, click More options (the three dots).
3. Hover over Templates, then Save draft as template.
4. Click Save as new template.

In the Enter a new template name box, Gmail suggests your subject as the name. Keep it or type something you’ll recognize, such as “Thanks for reaching out”, then click Save. You can now discard the draft; the template is saved separately.

Step 3: Insert a template into a reply or new email

1. Open a reply, or click Compose for a new message.
2. Click More options (three dots) → Templates.
3. Under Insert template, click the template you want.

Gmail adds the template’s text to the message. In a new email it also fills in the subject. Add the recipient, change anything that needs a personal touch, and click Send. You can insert more than one template into the same message.

Step 4: Edit (overwrite) a template

Gmail doesn’t have an edit button for templates. Instead, you replace the old version with a new one:

1. Insert the template into a new message (Step 3) and make your changes.
2. Click More options → Templates → Save draft as template.
3. Under Overwrite Template, click the template you want to replace, then click Save to confirm.

Step 5: Delete a template

1. In any compose window, click More options → Templates → Delete template.
2. Click the template you want to remove.
3. Gmail asks Delete saved template? Click Delete.

A deleted template can’t be recovered, so copy the text somewhere first if you might want it again.

Step 6: Send automatic replies with a template and a filter

Pair a template with a filter and Gmail will answer certain emails for you, for example every message with “Price list request” in the subject.

1. In the search box at the top of Gmail, click Show search options (the sliders icon).
2. Enter what the emails have in common, such as a From address or words in the Subject, then click Create filter.
3. Tick Send template and choose your template from the menu.
4. Add other actions if you like (such as a label), then click Create filter.

As Gmail notes in that box, old mail won’t receive a templated response. Only new messages that match the filter get the automatic reply. To stop it, go to Settings → Filters and Blocked Addresses and delete or edit the filter.

Tips and limits

• Computer only. You can turn on and use templates only in Gmail on a computer, not in the Gmail app on a phone or tablet.
• Name them clearly. The menu lists templates by name, so names like “Order shipped” or “Meeting follow-up” are easier to find than “Reply 1”.
• Leave blanks to fill in. Add placeholders such as [NAME] or [DATE] so you remember to personalize each email before sending.
• Keep your signature out of it. Gmail adds your email signature for you, so saving it in a template can make it appear twice.
• Be careful with auto-replies. Make the filter specific so you don’t send a template to newsletters or other automatic mail, and remember that each auto-reply is sent from your address.
• Deleting is permanent. There is no undo for a deleted template.

FAQ

Are Gmail templates the same as canned responses?

Yes. Canned responses is the feature’s old name. Google later renamed it Templates.

Why don’t I see Templates in the More options menu?

Templates are probably still switched off. Go to Settings → See all settings → Advanced, set Templates to Enable and click Save Changes. If you use a work or school account, your administrator may control which features are available.

Can I use templates in the Gmail app?

No. Templates work only in Gmail on a computer.

Can a template reply automatically?

Yes, with a filter that uses the Send template action (Step 6). It only answers new mail that matches the filter.

Sources

1. Gmail Help: Create a template in Gmail: turning on templates, Save draft as template, Overwrite Template, Delete template, Insert template, computer only.
2. Gmail Help: Create rules to filter your emails: Show search options, Create filter, editing and deleting filters.

Last checked October 30, 2026. Screenshots are from Gmail on the web with a demo template, which was deleted afterwards.

How to Add an Email Signature in Gmail (Step by Step)

An email signature is a short block of text, such as your name, job title, website or phone number, that Gmail adds to the end of your messages. You set it up once in Gmail's settings and Gmail adds it for you. This guide walks through each Gmail screen on a computer: creating a signature, formatting it, adding a logo, choosing when it is used, and fixing common problems.

Quick answer

Gmail → Settings (gear) → See all settings → General → Signature → Create new. Name the signature, type it in the box, then under Signature defaults choose it for new emails and for replies/forwards. Scroll to the bottom and click Save Changes. A signature can be up to 10,000 characters.

Gmail signature settings at a glance

Setting or limit	What to know
Where	Settings → See all settings → General → Signature
Length limit	Up to 10,000 characters. Images also count toward the limit.
Multiple signatures	Yes. Create as many as you need (for example Work and Personal) and pick one per message.
Signature name	Only you see it. The name box counts up to 320 characters.
For new emails use	The signature added to messages you compose
On reply/forward use	The signature added when you reply or forward (can be a different one, or No signature)
Per-address defaults	If you use Send mail as, pick each address in the Email address menu and set its own defaults
Image size	Recommended 70–100 px high by 300–400 px wide; maximum 100 px high by 1,000 px wide

Source: Gmail Help: Create a Gmail signature and Troubleshoot issues with Gmail signatures. The 320-character name counter is shown in Gmail's Name new signature box.

Step-by-step: add a signature in Gmail

Step 1: Open Settings → General → Signature

1. In Gmail on a computer, click the gear icon (top right), then See all settings.
2. Stay on the General tab. It opens first.
3. Scroll down to the Signature row. If you have none yet, it says No signatures. Click Create new.

Step 2: Name the signature

1. In the Name new signature box, type a name, for example Work. Recipients do not see this name. It just helps you tell signatures apart.
2. Click Create.

Step 3: Type and format your signature

1. Your new signature appears in the list on the left. Use the pencil to rename it or the bin to delete it.
2. Click in the box on the right and type your signature. Keep it short: name, role or company, and one or two contact lines. For example:
   Suni Wongsakul
   Webmail Wiki | www.webmail.wiki
3. Select text and use the toolbar to change the font, size, bold, italic, underline or colour.
4. To turn text into a link, select it and click Insert link (the chain icon). To add a logo, click Insert image (see Add a logo or image below).

Step 4: Choose when the signature is used

Below the editor, under Signature defaults:

1. Email address: if you send from more than one address, pick the address these defaults apply to. Each address can have its own defaults.
2. For new emails use: pick your signature (here, Work).
3. On reply/forward use: pick the same signature, a shorter one, or No signature.
4. Optional: tick Insert signature before quoted text in replies and remove the "--" line that precedes it. Your signature then sits right under your reply, above the earlier messages, instead of at the very bottom.

Step 5: Save Changes

Scroll to the very bottom of the General tab and click Save Changes. If you leave the page without saving, the new signature is lost.

Step 6: Check it in a new message

Click Compose. Your signature should appear in the message body. To switch signatures for one message, click Insert signature at the bottom of the compose window and pick another one, or choose none. Tip: Gmail's keyboard shortcuts make composing and replying faster.

Add a logo or image to your signature

In the signature editor, click Insert image. Gmail offers three ways to add it:

• My Drive: choose an image from Google Drive. The file must be shared as Anyone with the link with Viewer access, or recipients will not see it.
• Upload: upload an image file from your computer.
• Web Address (URL): paste the address of an image that is publicly available on the web, such as the logo on your website.

Use a small image: Google recommends 70–100 pixels high and 300–400 pixels wide. After adding it, click the image in the editor to pick Small, Medium, Large or Original size. Remember the image counts toward the 10,000-character limit. If you get an error, use a smaller image.

Different signatures for different addresses

If you send from other addresses with Gmail's Send mail as feature, each address can have its own signature. Use the Email address menu in Signature defaults to pick an address, then choose its signatures. If an address is missing from the menu, check that it is listed under Settings → Accounts and Import → Send mail as. Our guide to sending from your xyz.am (Thexyz) address in Gmail shows how to add one.

Gmail app on a phone or tablet

The Gmail app has its own mobile signature, which is used only for mail you send from the app.

• Android: Menu → Settings → choose your account → Mobile signature → type it → OK.
• iPhone and iPad: Menu → Settings → under Compose and Reply, Signature settings → turn on Mobile Signature → type it → tap Back to save. With several accounts in the app, set it for each one.

The mobile signature is entered as text, without the web editor's formatting or images. If you set one, the app uses it instead of your computer signature. If you don't, new messages from the app use the signature you set up on your computer.

Troubleshooting

My signature doesn't show when I reply or forward

• Check On reply/forward use under Signature defaults. If it says No signature, pick one and click Save Changes.
• Check that you set the defaults for the address you are replying from (the Email address menu).
• In replies, Gmail may hide the signature behind three dots. Click Show trimmed content (the … button) to see it. Ticking Insert signature before quoted text puts it right below your reply.

My signature image doesn't appear

• Image from Drive: share it as Anyone with the link, Viewer. If the Drive file is deleted, the image disappears from the signature.
• Image from a URL: the address must be public (open it in a private browser window to check).
• Delete the image and add it again, or try another method (Drive, Upload or URL).
• If the upload fails, clear your browser cache, try a Chrome incognito window, or another browser.
• Shows as a broken icon or the wrong size? Resize the image to the recommended size and add it again.

I can't format my signature, or I see odd characters

• If Plain Text appears above the signature box, turn off plain text mode: click Compose → More options (three dots, bottom right) → untick Plain text mode.
• Extra characters or broken layout? Select the signature and click Remove formatting in the toolbar, then format it again.

FAQ

How long can a Gmail signature be?

Up to 10,000 characters. Images count toward the limit too.

Can I have more than one signature?

Yes. Click Create new for each one, set defaults for new emails and replies, and switch signatures in a message with the Insert signature button.

How do I change or delete a signature?

Go to Settings → See all settings → General → Signature. Click the signature, edit the text (or click the pencil to rename it, or the bin to delete it), then click Save Changes.

Can I use a different signature for replies?

Yes. Under Signature defaults, set On reply/forward use to a different (often shorter) signature, or to No signature.

Does my computer signature work in the Gmail app?

Yes, unless you set a mobile signature in the app. Then the app uses the mobile signature instead.

Sources

1. Gmail Help: Create a Gmail signature (Computer): 10,000-character limit, images count, multiple signatures, defaults for new emails and replies, Insert signature in compose, per-address signatures for Send mail as.
2. Gmail Help: Create a Gmail signature (Android) and (iPhone & iPad): mobile signature steps.
3. Gmail Help: Troubleshoot issues with Gmail signatures: image methods, Drive sharing, recommended and maximum image size, plain text mode, Remove formatting, Show trimmed content.

Last checked October 30, 2026. Screenshots are from Gmail on the web (Settings → General). Example signature: Suni Wongsakul, Webmail Wiki.

How to Send From Your xyz.am (Thexyz) Address in Gmail Using SMTP

If you have a Thexyz mailbox on the xyz.am domain (or your own domain hosted at Thexyz), you can send from it in Gmail. Gmail's Send mail as feature sends each message through Thexyz's SMTP server. That keeps your xyz.am address in the From line, and the message passes the SPF and DKIM checks for your domain. This guide covers each Gmail screen, the exact Thexyz settings, and what to do when Gmail rejects them.

Quick answer

Gmail → Settings → See all settings → Accounts and Import → Add another email address. Use SMTP server smtp.thexyz.com with port 465 + SSL or port 587 + TLS. Your username is your full email address. Your password is your mailbox password, or an Application Password if you use 2FA.

Heads-up: Gmail is retiring third-party "Send as" in January 2027

Google says that from January 2027, Gmail on the web and in its mobile apps will no longer send from third-party addresses through "Send as". Until then, Gmail may restrict new setups. Gmail-to-Gmail and Google Workspace aliases are not affected. If you already use this setup, it keeps working until then. If the Add another email address step is blocked for you, send from Thexyz Webmail or a desktop mail app with the same SMTP settings below. (Google announcement)

Thexyz SMTP settings for Gmail

Setting	Value
SMTP Server	smtp.thexyz.com
Port + security (recommended)	465 with Secured connection using SSL
Port + security (alternative)	587 with Secured connection using TLS
Username	Your full email address, e.g. suni@xyz.am
Password	Your mailbox password, or an Application Password if 2FA is on
Authentication	Required (Thexyz does not allow unauthenticated relay)
Thexyz Classic accounts only	secure.emailsrvr.com, port 465 SSL (only if you still sign in at webmail.thexyz.com)

Source: Thexyz Knowledgebase: Email Server Settings. These settings are for accounts that sign in at mail.thexyz.com.

Why does Gmail suggest mx1.thexyz.com?

When you type an xyz.am address, Gmail looks up the domain's mail records and prefills the SMTP box with mx1.thexyz.com. That is an incoming mail exchanger. It is not the outgoing server Thexyz documents for sending. Thexyz's official outgoing server is smtp.thexyz.com, so replace Gmail's guess with it.

Before you start

• You need to be able to sign in to your Thexyz mailbox at mail.thexyz.com. You will receive a verification email there.
• Using two-factor authentication on Thexyz? Your normal password will not work in Gmail. Create an Application Password first: in Thexyz Webmail, click your profile icon → My Account → Application Passwords, then create one named something like "Gmail Send As". It must be at least 15 characters and include uppercase, lowercase, a number and a symbol. (Thexyz guide)
• Use Gmail on a computer. The Send mail as settings are not available in the Gmail mobile app.

Step-by-step: add your xyz.am address to Gmail

Step 1: Open Accounts and Import

1. In Gmail, click the gear icon (top right), then See all settings.
2. Open the Accounts and Import tab. (On some accounts the tab is just called Accounts.)
3. In the Send mail as row, click Add another email address. A small yellow window opens.

Step 2: Enter your name and xyz.am address

1. Name: type the name recipients should see, for example Suni.
2. Email address: type your full Thexyz address, for example suni@xyz.am.
3. Treat as an alias: leave it ticked if the mailbox is yours. Untick it only if you send on behalf of someone else, such as a shared or role mailbox.
4. Click Next Step ».

Step 3: Enter the Thexyz SMTP server

1. SMTP Server: delete mx1.thexyz.com and type smtp.thexyz.com.
2. Port and security: choose 465 with Secured connection using SSL, or keep 587 with Secured connection using TLS. Both are encrypted. Port and security must match.
3. Username: your full address (suni@xyz.am), not just "suni".
4. Password: your Thexyz mailbox password, or your Application Password if 2FA is enabled.
5. Click Add Account ». Gmail signs in to Thexyz right away to test the settings. If anything is wrong, the error appears in this window (see Troubleshooting).

Step 4: Confirm the verification email

Gmail now sends a confirmation email to your xyz.am address from send-as-noreply@google.com. The yellow window asks for a code.

1. Open a new tab and sign in to Thexyz Webmail.
2. Open the message titled Gmail Confirmation - Send Mail as suni@xyz.am. Check the Junk folder if it is not in the inbox.
3. Either copy the confirmation code into the yellow window and click Verify, or click the confirmation link in the email.

Closed the window too early? In Gmail's Send mail as list, use the verify or resend link next to the unverified address.

Step 5: Make it your default and reply from the right address

Back in Settings → Accounts and Import, your xyz.am address now appears under Send mail as.

• Make default: click make default next to suni@xyz.am so new messages start from it.
• When replying to a message: select Reply from the same address the message was sent to. Mail that reached you at xyz.am is then answered from xyz.am, and Gmail mail from Gmail.
• Optional: click edit info to set a different "reply-to" address.

Step 6: Send a test

Click Compose, click the From line and choose suni@xyz.am. Send a test message to a different mailbox, not to yourself. Check that it arrives and that the sender shows as your xyz.am address with no "on behalf of" text.

Troubleshooting

"Authentication failed" or "535 Authentication credentials invalid"

• Use the full email address as the username.
• Retype the password. Test it by signing in at mail.thexyz.com.
• If 2FA is on, use an Application Password, not your normal password.
• Check the server is smtp.thexyz.com, not mx1.thexyz.com. An inbound MX host may not accept authenticated sending.
• On Thexyz Classic (webmail.thexyz.com)? Use secure.emailsrvr.com instead.

"TLS Negotiation failed" or SSL errors

• Port and security must match: 465 + SSL or 587 + TLS. Mixing them (465 + TLS, 587 + SSL) fails.
• Use the hostname smtp.thexyz.com exactly. Gmail needs a valid certificate that matches the server name, so a different hostname can fail the check.
• Do not pick the unsecured port 25 option. Gmail recommends an encrypted connection.

"Couldn't reach server" or the port seems blocked

• Gmail connects from Google's servers, not from your computer. A firewall or ISP block on your own network does not affect this setup.
• If one port times out, switch to the other: Thexyz suggests 587 when 465 has trouble, and 465 + SSL works when 587 does not.
• Check the server name for typos and for extra spaces at the end.

The verification email never arrives

• Check Junk/Spam in Thexyz Webmail for send-as-noreply@google.com.
• Check that the address you typed in Step 2 is spelled correctly. If it is wrong, delete the entry and add it again.

Recipients see "sent on behalf of" or my Gmail address

This happens when mail goes out through Gmail's own servers instead of Thexyz's. Open edit info for the address and make sure it uses smtp.thexyz.com. Out-of-office replies and filter auto-responses still come from your Gmail address.

FAQ

What is the Thexyz SMTP server for Gmail?

smtp.thexyz.com, port 465 with SSL (recommended) or port 587 with TLS. Sign in with your full email address and mailbox password or Application Password.

Should I use port 465 or 587?

Either works when security is set to match. Thexyz recommends its SSL port, 465. Port 587 with TLS is the fallback.

Can I use mx1.thexyz.com, which Gmail filled in?

Use smtp.thexyz.com instead. mx1 is the server that receives mail for xyz.am. Thexyz's documentation lists smtp.thexyz.com as the outgoing server.

Does this also receive my xyz.am mail in Gmail?

No. Send mail as only sends. To see xyz.am mail in Gmail, set up forwarding in Thexyz Webmail. Or keep reading it at mail.thexyz.com, or in the Gmail mobile app, which can add other accounts.

Will this keep working after January 2027?

Google has announced that third-party "Send as" in Gmail ends in January 2027. After that, send from Thexyz Webmail or from a desktop mail app (Outlook, Apple Mail, Thunderbird) using the same SMTP settings.

Does it work with my own domain hosted at Thexyz?

Yes. The steps and server settings are the same for any domain hosted at Thexyz. Your domain's DNS must be set up for Thexyz before sending.

Sources

1. Thexyz Knowledgebase: Email Server Settings: smtp.thexyz.com, 465 SSL / 25, 26, 587, authentication required, try 587 if 465 is blocked.
2. Thexyz: Migrating from Thexyz Classic Email to Thexyz Email: SMTP smtp.thexyz.com 465 SSL, full address and mailbox or Application Password.
3. Thexyz: Using Application Passwords in Thexyz Webmail
4. Gmail Help: Send emails from a different address or alias
5. Gmail Help: Changes to third-party email account support in Gmail

Last checked October 29, 2026. Screenshots are from Gmail on the web. Example address: suni@xyz.am.

How to Create Filters (Incoming Rules) in Thexyz / xyz.am Webmail

A filter is a rule that sorts your email for you. In Thexyz / xyz.am webmail, filters are called Incoming Rules. You tell webmail what to look for, such as a certain sender or a word in the subject, and what to do with a message that matches. From then on, it happens automatically every time a matching message arrives.

Incoming Rules can:

• Move a message to a folder (and, if you like, mark it with a flag such as Seen or Flagged).
• Send a copy to another email address.
• Delete a message.
• Send an auto reply, reject a message, or send a warning message.

This guide builds one simple rule that moves newsletters into a folder. In each screenshot, the red boxes show what to click and the numbered red circles give the order. No technical knowledge is needed.

What You Need

• A Thexyz / xyz.am email account and a computer with a web browser.
• The sender or word you want to catch. In this guide I use the word newsletter. Replace it with something from your own mail.

The screenshots were taken in Thexyz webmail in a desktop web browser in October 2026. If something looks slightly different, look for the words shown in the red boxes.

How to Create a Filter (Incoming Rule)

Step 1: Open My account

In webmail, click your round profile picture (or the circle with your initial) at the top right. In the small menu that opens, click My account (1).

Step 1: Click My account (1). (My name at the top of the menu is blurred.)

Step 2: Open Incoming Rules and click New rule

In the list on the left, click Incoming Rules (1). You may need to scroll the list a little. The page shows your rules, if you have any. Click New rule (2).

Step 2: Click Incoming Rules (1), then New rule (2).

Step 3: Give the rule a name and click Create

Type a name for your rule (1), then click Create (2). Use no spaces and no hyphens, for example NewsletterRule. If you use spaces or hyphens, you will see an "Invalid Rule Name" message.

Good to know: your rule saves by itself at each step. When it does, a small Success message appears. Just click Ok.

Step 3: Type the name (1) and click Create (2).

Step 4: Click Add condition

Your rule now exists, but it is marked Disabled (2) and does nothing yet. Under Conditions, click Add condition (1). A condition tells the rule what to look for.

Step 4: Click Add condition (1). The rule starts out Disabled (2).

Step 5: Choose the Field

Click the Field box and pick what the rule should look at. For our example, choose From (1), the first choice. Other choices include To, Cc, Subject and Body.

Step 5: Choose From (1).

Step 6: Choose the Condition

Click the Condition box and choose how to match. For our example, choose Contains (1). The other choices are Equals, Starts with and Ends with. There is also a Negate box. Leave it on No for now. Choosing Yes makes the rule match everything that does not fit.

Step 6: Choose Contains (1).

Step 7: Type the Term and click Save

Check that the Field is From and the Condition is Contains (1). In the Term box, type newsletter. Then click Save (2). If a Success message appears, click Ok.

Step 7: Fill in the four boxes (1) and click Save (2).

Step 8: Click Add delivery action

Now tell the rule what to do. Under Deliveries, click Add delivery action (1). A short menu opens. You can choose Deliver to folder, Deliver to e-mail, Delete message, Auto reply, Reject message or Warning message. For our example, choose Deliver to folder (2).

Step 8: Click Add delivery action (1), then Deliver to folder (2).

Step 9: Pick a folder and click Save

Click the Folder box (1) and choose where the messages should go. I chose Archive (2). Under Flags you can tick optional boxes such as Seen or Flagged. If you are not sure, leave them all unticked. Then click Save. If a Success message appears, click Ok.

Step 9: Click the Folder box (1) and choose Archive (2).

Step 9 (continued): With the folder chosen (1), click Save (2).

Step 10: Check your rule and turn it on

Your condition (1) and your action (2) now show in the rule. A new rule starts Disabled, so click the Enable button (3) at the top right to switch it on. From now on, mail from senders with "newsletter" in the address goes to your Archive folder.

You do not need the black Save button at the bottom of the My account window. Rules are saved as you go.

Step 10: Check the condition (1) and the action (2), then click Enable (3).

See Your Rule in the List

Close the rule window and look at the Rules list under Incoming Rules. Your new rule is there (1). The Enabled column (2) shows No while a rule is switched off. Once you have clicked Enable, it should show Yes, like the other rules in the list.

The new rule (1). The Enabled column (2) says No until you click Enable.

Changing the Order of Your Rules

Rules run in priority order, starting with number 1 at the top of the list. Click a rule, then use Move up or Move down above the list to change its place.

Edit, Disable or Delete a Rule

You can change a rule at any time. Click the rule in the list, then click Edit to open it again. Inside, you can add more conditions or actions, or use the button at the top right to enable or disable the rule. To remove a rule completely, click it and then click Delete.

Common Problems and Questions

I see "Invalid Rule Name". The name has a space or a hyphen in it. Use letters and numbers only, such as NewsletterRule.

My rule does nothing. Check that the Enabled column says Yes. A new rule starts Disabled until you click Enable.

Do I need to click Save at the bottom of the My account window? No. Rules save automatically at each step.

Wrap-Up

Start with one rule for the sender who clutters your inbox the most, and add more as you go.

More: Webmail Wiki, the free email encyclopedia

How to Create Filters in Gmail (Step by Step with Screenshots)

A Gmail filter is a rule that sorts your email for you. You tell Gmail what to look for, such as a certain sender or a word in the subject, and what to do when a message matches. From then on, Gmail does it automatically every time a matching message arrives.

Filters are one of the easiest ways to take back control of a crowded inbox. A filter can:

• Add a label to a message, so it is easy to find later (Gmail uses labels instead of folders).
• Skip the inbox (Gmail calls this archiving), so the message is kept but does not clutter your main list.
• Mark a message as read.
• Star a message, or always mark it as important.
• Forward a message to another email address.
• Delete a message (Gmail moves it to the Trash).
• Make sure a message is never sent to Spam, which is handy for a sender you trust.

This guide shows two ways to make a filter, with screenshots. In each screenshot, the red boxes show exactly what to click and the numbered red circles give the order. No technical knowledge is needed.

What You Need

• A Gmail account and a computer. Google's instructions for filters are written for Gmail on a computer, and the Gmail phone app does not have the screens used below. Once a filter exists, it keeps working on every device.
• A sender or subject you want to deal with. In this guide I use a made-up newsletter at newsletter@example.com. Replace it with a real address of your own.

The screenshots were taken in Gmail in a desktop web browser in October 2026. If something looks slightly different, look for the words shown in the red boxes.

Method 1: Create a Filter from the Search Box

This is the most flexible method, because you can build the rule from scratch.

Step 1: Open the search options

Open Gmail on your computer. At the top of the page you will see the long search box that says "Search mail". At the right end of that box is a small icon with sliders. This is Show search options. Click it.

Step 1: Click the sliders icon (Show search options) at the right end of the search box.

Step 2: Look at the search options box

A box drops down with several empty fields: From, To, Subject, Has the words, Doesn't have, Size, Date within and Search, plus tick boxes for Has attachment and Don't include chats. Fill in only the ones you need.

At the bottom right you will see a Create filter link. It is greyed out while every field is empty, and becomes clickable once you type something.

Step 2: The empty search options box (1). The Create filter link (2) is greyed out until you type something.

Step 3: Fill in what Gmail should look for

Type your details into one or more fields. Here are the most useful ones:

• From: the sender's email address, for example newsletter@example.com.
• To: the address the message was sent to.
• Subject: a word or phrase that appears in the subject line.
• Has the words: a word or phrase that appears anywhere in the message.
• Has attachment: tick it to match only messages that carry an attachment.

When more than one field is filled in, a message has to match all of them. In the picture I filled in From and Subject, so only messages from that address with that subject will match.

Tip: click Search first to check what your rule finds. If the list shows the emails you expected, click Create filter.

Don't worry about the comma Gmail adds after the address in the From box. It is normal.

Step 3: Type in the From (1) and Subject (2) fields, then click Create filter (3).

Step 4: Choose what Gmail should do

A list of actions appears under the heading "When a message is an exact match for your search criteria". Tick the box next to each thing you want Gmail to do. You can tick more than one:

• Skip the Inbox (Archive it): the message goes straight to All Mail and does not appear in your inbox.
• Mark as read: the message arrives already read.
• Star it: adds a star so the message stands out.
• Apply the label: files the message under a label of your choice (see Step 5).
• Forward it: sends a copy to another address. You must add and confirm that address first (see Example 5 below).
• Delete it: moves the message to the Trash. Use with care.
• Never send it to Spam: keeps good mail out of the Spam folder.
• Always mark it as important: helps the message stand out in Gmail's Important view.

In the example I ticked Skip the Inbox (1) and Apply the label (2).

Step 4: Tick the actions you want (1 and 2). The last tick box (3) and the Create filter button (4) are used in Step 6.

Step 5: Pick a label (optional)

If you ticked Apply the label, click the small drop-down that says Choose label... next to it. The list shows your existing labels. You can click one of them, or choose New label... from the same list, type a name such as "Newsletters", and click Create. A filter can add one label, so if you want two labels, make a second filter.

Step 5: Click Choose label... (1) to pick an existing label or create a new one.

Step 6: Create the filter (and clean up old mail, if you like)

Before you finish, look at the last tick box: Also apply filter to matching conversations (3 in the Step 4 picture).

• Leave it unticked and the filter only deals with new messages that arrive from now on.
• Tick it and Gmail also applies your actions to the matching messages that are already in your account. This is a quick way to tidy up an old inbox.

Be careful with this box if you chose Delete it. Then click the blue Create filter button (4). That is all: your filter is now working.

Method 2: Create a Filter from an Email You Already Have

This is the fastest way when you have a message in front of you and think "I never want to see these in my inbox again."

• Step 1: Open the email. At the top right of the message, click the three dots (More).
• Step 2: In the menu, click Filter messages like this. (If you ticked the box next to an email in your inbox list instead of opening it, Google's help names this item Filter messages like these.)
• Step 3: The same search options box opens, filled in with details from that email, usually the sender's address. Change or remove anything you don't want, then continue exactly as in Method 1, from Step 4.

Method 2: In an open email, click the three dots (More), then choose Filter messages like this.

How to See, Edit or Delete Your Filters

You can change your mind at any time. All your filters live on one page in Gmail's settings.

• Step 1: At the top right of Gmail, click the gear icon (Settings), then click See all settings.
• Step 2: Click the Filters and Blocked Addresses tab.
• Step 3: Find your filter in the list. Each one shows what it matches and what it does. Click edit to change it, or delete to remove it.
• Step 4: If you edited it, click Continue, change the actions, then click Update filter. If you deleted it, confirm by clicking OK.

Click the gear icon (1) in the top right corner, then See all settings.

The Filters and Blocked Addresses tab (1) lists every filter, with edit (2) and delete (3) links on the right. The details of my own filters are blurred for privacy.

Deleting a filter stops it from working on new mail. Don't expect it to undo what it already did to old messages.

Five Practical Examples

Example 1: Send a newsletter to its own label and keep it out of your inbox. From: newsletter@example.com. Actions: Skip the Inbox, Apply the label "Newsletters". Read them whenever you like by clicking the Newsletters label on the left of Gmail.

Example 2: Keep bills and receipts together. In the "Has the words" box, type receipt OR invoice OR bill (with the OR in capitals). Actions: Apply the label "Receipts" and Star it. Everything you may need at tax time ends up in one place.

Example 3: Make sure you never miss your boss or a family member. From: boss@example.com. Actions: Always mark it as important and Star it. You could add Never send it to Spam as well.

Example 4: Rescue a trusted sender from Spam. From: friend@example.com. Action: Never send it to Spam. Gmail will stop hiding their mail in the Spam folder.

Example 5: Forward certain work mail to another address. Gmail will only forward to an address you have added and confirmed. In Gmail settings, open the Forwarding and POP/IMAP tab, click Add a forwarding address, and enter the address. Gmail sends a verification message to that address; open it and click the link. After that, make a filter (for example From: client@example.com), tick Forward it, choose the address, and click Create filter. Google notes that a filter like this forwards new messages only.

Search Tips for Better Filters

Gmail's search words, called operators, work inside filter boxes too. You can type them into "Has the words" or into the search box. Here are the ones most useful for filters:

• from: finds mail from a person or address, for example from:amy@example.com.
• to: finds mail sent to an address, for example to:me@example.com.
• subject: finds a word in the subject line, for example subject:invoice. Use brackets for several words: subject:(dinner movie).
• has:attachment finds mail that has an attachment.
• larger: finds big messages, for example larger:10M for messages over 10 megabytes.
• - (a minus sign) leaves a word out, for example dinner -movie.
• OR matches either side, for example from:amy OR from:david. Type OR in capital letters.

Google's list of Gmail search operators has many more.

Common Problems and Questions

My filter did not touch the mail I already had. Filters work on new mail by default. To include older mail, tick "Also apply filter to matching conversations" when you create the filter, or edit the filter and tick it there. Forwarding is the exception: it only ever applies to new messages.

Some replies were not filtered. Google explains that when someone replies to a message you have filtered, the reply is filtered only if it matches the same search rules. If the subject changes or the sender is different, the filter may not catch it.

Can I make a filter in the Gmail app on my phone? Google's filter instructions are written for a computer, and most guides agree that the phone apps cannot create filters. Set the filter up on a computer. After that it works on all your devices, because Gmail applies it when mail arrives.

Can a filter sort the mail I send? Gmail's filters are described by Google as a way to manage incoming mail, so don't rely on them to organize messages you send.

A filter is doing something I did not expect. Edit it on the Filters and Blocked Addresses page. If you chose Delete it, look in the Trash for the missing messages.

Can I back up my filters? Yes. On the Filters and Blocked Addresses page, tick the filters you want and use the Export button at the bottom. The same page can import filters from a saved file.

Wrap-Up

Start with one filter for the sender who clutters your inbox the most, and add more as you go.

Sources: Google's help pages Create rules to filter your emails and Automatically forward Gmail messages to another account, checked on October 25, 2026.

More: Webmail Wiki, the free email encyclopedia

How to Set Up an Out-of-Office Automatic Reply (Gmail, Outlook.com, Yahoo Mail, Thexyz)

An out-of-office automatic reply (Gmail calls it a vacation responder, Yahoo a vacation response) sends a message back to people who email you while you are away. You choose the dates, the subject and the message, and the provider sends the reply for you. This guide covers the web versions of Gmail, Outlook.com and Yahoo Mail, plus Thexyz.

All the steps below were checked against each provider's own help pages on October 24, 2026. Providers rename menus from time to time, so if a label looks a little different, look for the nearest match.

Gmail

Google's help page for this feature is written for the Gmail web app on a computer. To set up a vacation responder:

• Step 1: On your computer, open Gmail.
• Step 2: At the top right, click Settings, then See all settings.
• Step 3: On the General tab, scroll to the Vacation responder section and select Vacation responder on.
• Step 4: Fill in the date range, the subject and the message.
• Step 5: Optional: to send the reply to your contacts only, check the box under the message.
• Step 6: At the bottom of the page, click Save Changes.

How it behaves, according to Google:

• Start and end times: The reply starts at 12:00 AM on the start date and ends at 11:59 PM on the end date, unless you end it earlier.
• Who gets it: In most cases a person receives your reply only the first time they message you. They can get it again if they contact you after four days and the reply is still on, or if they email you after you edit the reply.
• No reply for some mail: Emails sent to your spam folder, or addressed to a mailing list you subscribe to, do not get your reply.
• Signature: If you have a signature, it shows below the reply.
• Turning it off early: While the responder is on, a banner shows across the top of your inbox. Click End now on the banner to turn it off.

Outlook.com

Microsoft calls this feature automatic replies. Its help page for Outlook.com and Outlook on the web gives these steps:

• Step 1: Sign in to Outlook.com and select Settings at the top of the page.
• Step 2: Go to Account, then Automatic replies. (Microsoft's pages spell this menu both Account and Accounts, so use whichever your Settings window shows.)
• Step 3: Turn the Automatic replies toggle on.
• Step 4: Tick Send replies only during a time period, then enter a start and end time. If you do not set a time period, the reply stays on until you switch the toggle off yourself.
• Step 5: Type the message you want people to receive. The formatting options above the box let you change the font, colour and more.
• Step 6: Tick Send replies only to contacts if you want the reply to go only to outside senders who are in your Contacts list.
• Step 7: Select Save.

Microsoft's separate Outlook.com page also lists optional extras you can choose while setting the dates: block my calendar for the period, automatically decline new invitations for events during the period, and decline and cancel my meetings during the period. It also mentions a second message for people outside your organization, which applies to work or school accounts. Microsoft says that sending replies outside your organization answers every email you receive, including newsletters, advertisements and possibly junk mail, and recommends choosing Send replies only to contacts.

To turn it off, go back to Settings, Account, Automatic replies and switch the toggle off. If you are using the Outlook app on Windows or another Outlook program, note that Microsoft says automatic replies are not supported for Gmail, Yahoo or other POP or IMAP accounts added to Outlook, so set those up in the provider's own webmail instead.

Yahoo Mail

Yahoo calls this a vacation response. Yahoo's help page for the new Yahoo Mail gives these steps:

• Step 1: Open Yahoo Mail in a desktop browser.
• Step 2: Click the More icon on the left side of the screen, below your mail folders, and select Settings.
• Step 3: Click Vacation response.
• Step 4: Turn on Turn on vacation response.
• Step 5: Under Show vacation response during these dates, choose a start and end date.
• Step 6: Type your vacation response in the Message field. Yahoo says your changes save automatically.

To use a different message for specific senders, make sure the vacation response is on, choose Send a different response to specific domains, enter up to 2 domains (such as yahoo.com or gmail.com), and enter the message for them. To turn the vacation response off, toggle Turn on vacation response off.

Yahoo's page does not mention a contacts-only option, so I am not describing one. The domain setting is the closest control it documents.

Thexyz

Thexyz has two knowledge base articles on automatic replies, depending on which webmail you use. Thexyz knowledge base: How to Set Up an Out-of-Office Reply in SOGo Webmail and Adding an auto-reply message to your incoming emails.

In SOGo Webmail:

• Step 1: Log in to SOGo Webmail.
• Step 2: Open the preferences panel by clicking your user icon or going through the settings menu.
• Step 3: Choose Mail from the menu on the left, then choose Vacation at the top.
• Step 4: Check Enable vacation auto reply.
• Step 5: Fill in the form: the start and end dates, the subject and the message.
• Step 6: Click the green floppy disk icon in the right-hand corner of the page to save.

In Thexyz Webmail: Thexyz's auto-reply article says to log in to Webmail at webmail.thexyz.com and go to the settings tab on the right. There you can set the Status (auto-reply on or off), type the Auto-Reply Message, and tick Enable only during the following time frame to choose a start and end date and time.

The two articles use different names for the same job, and another Thexyz article, How to create email delivery rules in Webmail, says that for a general out-of-office message you should use Vacation Message in the Webmail settings sidebar. So look for Vacation Message in the Webmail settings, or Vacation in SOGo. Thexyz also has an Auto reply rule action for a single address such as sales@, but its article says to use the vacation setting for a general out-of-office message.

Tips for a Good Out-of-Office Message

• Do not announce your travel dates publicly: An automatic reply goes to anyone who emails you, including strangers and scammers. Say you are away and when you will reply, rather than where you are going, and consider sending it to contacts only where your provider offers that option (Gmail and Outlook.com do).
• Set an end date: A reply with an end date switches itself off. Gmail, Outlook.com, Yahoo Mail and both Thexyz webmails all let you enter dates. Without one, Outlook.com keeps replying until you turn it off yourself.
• Give an alternate contact: If people need something urgently, name a colleague or another address they can use while you are away.
• Keep it short: Say you are away, when you plan to reply and who to contact. There is no need to explain more.
• Test it: Send a message to your account from a different email address to see the reply, and check the end date before you leave.
• Turn it off when you are back: If you ended up returning early, switch the reply off so people are not told you are still away.

Related: What is an Auto-Responder email? | How to filter incoming email to a folder | Forward Email from Outlook.com to Another Email Address | What is email forwarding? | Webmail Wiki Setup tool

Email Down? How to Check If Your Email Service Is Having an Outage

When your email stops loading, sending or receiving, the first question is whether the problem is with your email provider or with your own device, app, account or connection. A few quick checks usually answer it in a couple of minutes, and the provider's own status page can confirm a wider outage.

Is It You or Your Email Provider?

Work through these checks in order. If the problem follows you everywhere, it is probably the provider. If it only happens in one place, it is probably your side.

• Try another device: Open your email on a different phone or computer. If it works there, the problem is with the first device or app.
• Try another network: Switch from Wi-Fi to mobile data, or the other way round. If it works on one network and not the other, your router, internet provider, VPN or a firewall may be the cause.
• Compare webmail and your email app: Sign in to your provider's website in a browser. If webmail works but your app does not, check the app's account settings, password and server settings, and see the section below on when to suspect your own side. If webmail does not work either, the provider may be having an outage.
• Read the error message: Write down the exact wording. A message such as server unavailable, service temporarily unavailable or a timeout points to the provider or the network. Messages about an incorrect password, authentication failed or an account that is locked point to your account or sign-in details.
• Check one more way in: Some providers say an outage does not always block every way of reaching your mail. GMX, for example, says to try the browser login, its mobile app, or an email program using IMAP or POP3.

Check the Official Status Page

Providers publish different kinds of status information. These are the official pages, and every link below was opened on October 24, 2026. A green status does not rule out a problem that only affects some accounts, so use it together with the checks above.

Service	Where to check	Notes
Gmail	Google Workspace Status Dashboard	Find Gmail in the list of products. The dashboard also covers other Google Workspace services.
Outlook.com, Hotmail, Live and MSN	Microsoft service health status	Personal accounts are listed under Microsoft consumer products. Microsoft 365 work or school accounts are shown in the admin center, so ask your administrator. Microsoft also points to its @MSFT365Status account on X for widespread incidents.
Yahoo Mail	Yahoo Help (help.yahoo.com)	I did not find a dedicated Yahoo Mail status page. During past outages Yahoo has shown a notice on its Help pages and posted on the Yahoo Customer Care account (@YahooCare) on X.
iCloud Mail	Apple System Status	Look for iCloud Mail in the list of services.
AOL Mail	AOL Help (help.aol.com)	I did not find an AOL status page that AOL itself points to. The AOL Help article on problems reading or receiving mail covers the usual fixes.
Proton Mail	Proton Services Status	Also lists maintenance and incident updates. The old address protonstatus.com redirects here.
Fastmail	Fastmail Status	Shows web client, mobile app and general availability. The old www.fastmailstatus.com address redirects here.
GMX	GMX Help Center (gmx.com) or Störungen bei GMX (gmx.net, in German)	GMX shows a server status message at the top of its help pages, and a blue "Keine Störungen" banner on hilfe.gmx.net means no known disruption.
Zoho Mail	Zoho status (US)	status.zoho.com redirects to the US page, and status.zoho.eu redirects to eu.zohostatus.com. Check the page for your data center.
Thexyz	Thexyz Network Status	Live uptime for Thexyz products.

Third-Party Outage Trackers

Sites such as Downdetector and Down for Everyone or Just Me collect problem reports from users and show whether reports have jumped above the usual level. They are useful when a provider has no status page, or when its status page has not caught up yet. They are not official, so a spike in reports confirms that others are affected but does not tell you the cause. Downdetector's own pages warn about scammers who advertise fake support phone numbers in the comments, so never call a number you find there.

What to Do While Your Email Is Down

• Wait and retry: Many outages clear up on their own. Keep checking the status page instead of repeatedly resetting your password, which can lock you out.
• Use another way in: Try webmail in a browser, the provider's mobile app, or an email program over IMAP or POP, as GMX suggests.
• Do not make account changes: Avoid deleting accounts from your app or changing settings until the service is back, so you do not create a second problem.
• Tell people: For urgent messages, send a note from another address or another channel, and tell important contacts that you may reply late.
• Check for missed mail afterward: Delayed messages usually arrive once service returns. If something is still missing after a day, ask the sender to send it again.

When to Suspect Your Own Side

If the status page shows no problem and other people can use the service, look at your own setup:

• You changed or reset your password: Apps that stay signed in may keep failing until you sign in again. Some providers also ask for a separate app password for email programs, such as AOL, Fastmail and Outlook.com when two-step verification is on. See the settings posts for each provider.
• POP or IMAP is turned off: GMX and Outlook.com keep POP and IMAP switched off until you turn them on, and GMX turns them off again after long non-use. Webmail would work while your email program fails.
• The app does not support the sign-in method: Outlook.com stopped accepting basic password-only sign-in, so older apps must support modern authentication.
• Wrong server settings, port or encryption: Check the server name, port and SSL/TLS or STARTTLS setting against your provider's settings.
• Fastmail Basic plan: Fastmail says its Basic plans do not include IMAP or SMTP access, so email programs will not connect.
• Your network or DNS: If other devices on your network also cannot reach your provider, restart your router. On Windows you can clear the DNS cache by opening a Command Prompt and running ipconfig /flushdns. A VPN, firewall or antivirus can also block mail connections.
• Browser or app problems: Clear the browser cache, try a private window, or update the app. Yahoo lists browser issues and using several browsers or devices at once as causes of Temporary Error 15.

Related: Status pages for various email services | Gmail Password Incorrect Error | Gmail SMTP Settings | Yahoo SMTP Settings | iCloud SMTP Settings | Webmail Wiki Setup tool