Gmail: How to Automatically label and organize frequently received email domain with a Google Apps Script (Gmail Auto Labels)

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Contents

• Overview
  • Explanation and Purpose
  • Step-by-step Guide
  • Explanation of the Code
  • Safety Considerations
    • “If you wish to return the emails after script execution, you can use the following steps:
• Sample Script

Overview

“Streamline Your Gmail: Auto-label Emails from Frequent Senders using Google Apps Script”
Discover a script that helps you sift through the mountain of emails and locate the information you need promptly.

Explanation and Purpose

Have you ever felt the need to manage emails from specific senders more efficiently amidst receiving a plethora of emails daily for your tasks? This script caters to such needs by automatically labeling emails coming from domains that contact you frequently.

Step-by-step Guide

1. Open Google Drive
   Click the ‘+ New’ button located in the upper left of the Google Drive screen and select ‘Google Apps Script’ from ‘More’.
2. Access Script Editor
   Paste the script in the new tab that opens with the Script Editor.
3. Save and Run the Script
   Click the save icon at the top of the editor and then click the triangle run button.
4. Set up a Trigger
   Click the clock icon on the left to add a new trigger and configure the frequency with which this script should run.

Explanation of the Code

This script scans the emails in your Gmail inbox and counts the emails based on the sender’s domain. It then automatically creates and applies labels to domains from which a certain number of emails have been received.

Safety Considerations

This script only extracts the domain information of the senders without reading the content of the emails. However, permissions will be requested when utilizing triggers and Apps Script. Please refer to Google’s official documentation for detailed information on security.　

“If you wish to return the emails after script execution, you can use the following steps:

1. Select all emails within the specified labels.
2.Move them back to the inbox.
3.Delete the labels.
Additionally, archived emails can also be checked under the “All Mail” section.”

Sample Script

function labelAndArchiveFrequentSenders() {
  var threads = GmailApp.getInboxThreads();
  var sendersCount = {};
  
  // 1. Analyze inbox threads to count the number of emails from each domain.
  threads.forEach(function(thread) {
    var messages = thread.getMessages();
    messages.forEach(function(message) {
      var fromAddress = message.getFrom();
      // Extract the domain portion from an email address.
      var domainMatch = fromAddress.match(/@([^>]+)/);
      if (domainMatch) {
        var domain = domainMatch[1].replace('>', '').trim();
        sendersCount[domain] = (sendersCount[domain] || 0) + 1;
      }
    });
  });
  
  // 2. Execute a process for domains that meet or exceed a specified threshold.
  var threshold = 5; 
  
  for (var domain in sendersCount) {
    if (sendersCount[domain] >= threshold) {
      var label = GmailApp.getUserLabelByName(domain);
      if (!label) {
        label = GmailApp.createLabel(domain);
      }
      
      // 3. Search for emails from the target domain(s) within the inbox.
      // Apply labels and simultaneously archive (delete from the inbox).
      var searchQuery = 'label:inbox from:@' + domain;
      var targetThreads = GmailApp.search(searchQuery);
      
      targetThreads.forEach(function(thread) {
        thread.addLabel(label);      // Apply labels.
        thread.moveToArchive();      // Archive from the inbox.
      });
    }
  }
}

function labelAndArchiveFrequentSenders() {
  var threads = GmailApp.getInboxThreads();
  var sendersCount = {};
  
  // 1. Analyze inbox threads to count the number of emails from each domain.
  threads.forEach(function(thread) {
    var messages = thread.getMessages();
    messages.forEach(function(message) {
      var fromAddress = message.getFrom();
      // Extract the domain portion from an email address.
      var domainMatch = fromAddress.match(/@([^>]+)/);
      if (domainMatch) {
        var domain = domainMatch[1].replace('>', '').trim();
        sendersCount[domain] = (sendersCount[domain] || 0) + 1;
      }
    });
  });
  
  // 2. Execute a process for domains that meet or exceed a specified threshold.
  var threshold = 5; 
  
  for (var domain in sendersCount) {
    if (sendersCount[domain] >= threshold) {
      var label = GmailApp.getUserLabelByName(domain);
      if (!label) {
        label = GmailApp.createLabel(domain);
      }
      
      // 3. Search for emails from the target domain(s) within the inbox.
      // Apply labels and simultaneously archive (delete from the inbox).
      var searchQuery = 'label:inbox from:@' + domain;
      var targetThreads = GmailApp.search(searchQuery);
      
      targetThreads.forEach(function(thread) {
        thread.addLabel(label);      // Apply labels.
        thread.moveToArchive();      // Archive from the inbox.
      });
    }
  }
}

Thank you

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