Thanks for the response to last week’s column about Gmail Aliases.  I received a “bunch” of emails regarding that feature.  And, “you are welcome” for pointing out that out to you.

I also received a lot of questions from some of you folks who are newer to Gmail about how to set up filters.  So that will be today’s topic.

To create a filter, or rule as it is called in most other email applications, you must first log into your Gmail account.

After you are in, look to the upper right portion of the screen and click on “Settings“.  Once in Settings click on the “Filters” link which should be about four over from the left.  I realize there are many other items to click but for now, stick with Filters.  If you are interested (shown via emails) I will write about some of the others in the future.

Now use the “Create a new filter” link and a new screen will open up with many text boxes available for entering information.

Here is how I created the one mentioned last week for emails sent to the alias, “dblclx+DNR@gmail.com.” They will be forwarded to a folder or a label named, “DNR.”

In the, “To:” textbox I typed in the alias address, “dblclx+DNR@gmail.com”.  At this point you could click the, “Test Search” bar but it will only work if you have any emails in your account for it to find.  You may also fill in other information.  For instance, you may only want to find an email with your product or name in the body of the email. Or maybe you want to find an email from a particular person, etc.  Once you complete that setup, click, “Next Step“.

In this screen you enter what you want the specified emails to do once they arrive.  For my example, I chose to apply it to a new label named, “DNR”.  This is a label in Gmail; however, it more closely resembles a folder that will be created on the left side panel somewhere under your inbox.  Then click the, “Create Filter” link and all is done.

Now anytime an email arrives addressed to my alias address it will go to that specific label/folder.  There are many things you may use filters for in Gmail.  Try them out, but be careful.  You don’t want to automatically delete the wrong ones or mark them as “read” or you may miss the good ones.

Also, here’s one little stray thought about Gmail.  A creative technologist, Paul Truong, created a game based on Gmail.  I read in several places that he did it as a “thanks” to Google for creating and improving Gmail.  “Galactic Inbox” is a simple, quick and fun game to play.  Give it a try today at http://bit.ly/aTFUtq and let me know how you liked it.

Tags: alias, Email, email rules, Gmail filters

You may be tired of reading about Google Earth, Gmail, Google Calendar, Gmail Call and all other “G” related apps from me.  However, when they offer something unique, useful or just plain fun, I feel like I owe it to you to let you know about them.

This week I stumbled on one I had never heard about.  It may have been out for a while and I was just uninformed; nevertheless, it is new to me and may be new and quite useful for you.  “Gmail Alias Address”.  Yes, I know it is another “G” feature, but this is good and useful.

Pretend you have some communications going with a local company or person.  You would like all of the emails from that entity to go to a particular folder/label in Gmail.  You could always create a filter in Gmail for any email coming from that person to go into the correct folder.  But think ahead a bit.  What if that person hands your email address to another person to send you more information about the project?  That email will then go to your overcrowded inbox and you may miss it.

OK, how about this?  Instead of a filter for the person create a filter for the Subject Line.  That way, if anyone sends you an email with “Super Project” in the subject line the email will go to a particular folder in Gmail.  But wait (again).  What if someone misspells the subject line or changes it?  You may have another missed email.

Here is the way Alias Address works in Gmail.  You have the ability to create a “new” email address or “alias”.  Just place a “+” between your actual Gmail Username and your created alias then add “@gmail.com”.  Give the concerned parties that address only.

To try it out I created a Gmail address for us to play with “dblclx@gmail.com”.  Do not write me there since I may delete it in a couple of months.  However, for the next couple of weeks write me at dblclx+DNR@gmail.com.  Capitalization does not matter in the address.

I created a filter in that account for the DNR alias to move emails addressed to that alias into a particular folder.  That is all you do.  Just add the plus symbol between your username and whatever you want to call it.  It is not a new account and any email sent there will still be delivered to your email address.  If one day you don’t want to deal with those emails any longer, you can create a filter to delete them instead of placing it in the specific folder.  Think of the possibilities.  You could set up different aliases for people, websites, news, a group of people, etc.  The possibilities are endless…as long as you can keep up with them all.

Tags: +, alias, email alias, Gmail, google

Over five years ago I wrote to you about an application that you could use to keep track of your books and DVDs.  I had many of you write back to me and tell me how much you liked it. Over the past year or so I have had several of you write back saying that you could no longer find "Libra" or any updates for it.  I searched the net for it and emailed all of you back telling you what I found, which was that it was no longer in production and I could not even find a forwarding address.  I did find the last version made, but I personally do not like using applications that are no longer in production.

I also told the writers that I could not really find a free replacement anywhere as good and easy to use as Libra was.  Well, now that has all changed…enter Data Crow.

I found this site from a friend who has been using it for the past several months.  Data Crow’s site says, "Data Crow is the ultimate media cataloger and media organiser." (No, that isn’t a typo, the site is registered in the Netherlands and they spell properly.)  I agree with their statement.

Say you have some DVDs or Blue-Ray discs you wish to inventory.  Whether you want this cataloging for insurance, your own personal lists or you are just hyper-organized you should give this software a try.  Data Crow is also free which makes it even easier to try.  By-the-way, the friend who uses it told me that he has over 1,200 music CDs and over 800 DVD movies he has cataloged so it will handle a bunch of data.

Some of you may be thinking, "Well I can just type in my CDs on Word or a spreadsheet program to keep track of them."  That is correct; however, Data Crow can do it much better and supply more information.

For instance, when you start it up you can use the Item Wizard and choose what you want to put in the database.  For instance, I chose DVD then I typed in the movie title I wanted to add to the database.  I entered a movie and in about 5-10 seconds it listed out several that I could choose from.  The items are from different versions of the same movie.   If you type (like I did) the TV show "Alias" it finds each season of that title.  Next, you select the correct version and it enters it into Data Crow.

But not just the name is displayed.  It adds the DVD’s case picture, all of the actors, the date of release, playing time, director, a full description of the title, and a lot more.

I haven’t tried CDs yet since I don’t have that many so I will leave that up to you to test.  If you use this Libra replacement let me know what you think. If you have a bunch of movies to keep track of it may import them from other programs, but I wouldn’t depend on that.  You may just have a lot of typing in titles ahead of you.  But don’t worry, I’m sure it will snow again and you will need something to do after shoveling.

Tags: alias, books, CD, database, datacrow, DVD, media, movie, Ron Doyle