I started using Gmail the day it launched, and I’ve used the client for work and personal reasons since.
I use it to sign in to websites and e-commerce platforms, and I use the same email to subscribe to Substack newsletters.
But because data brokers share my email with countless spammers, my inbox is flooded with promotional emails.
Combined with work and personal emails, my inbox became unmanageable until I handed it off to Gemini.
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I use a prompt to deal with the important threads first in Gmail
Clearing the important emails first
If you’re like me and have 1,000s of unread emails and dread going through them, this first prompt is for you.
But for this to work, you need to connect Gemini to your Google Workspace apps. You can use the Gemini tab within Gmail, but I prefer an automated prompt.
This is the easiest way to clean up Gmail without needing any coding knowledge.
All prompts used have been derived from Gemini and can be used as Scheduled Actions or in the Gemini tab within Gmail.
In the Gemini App, open the Settings menu, select Connected Apps, and toggle on Google Workspace.
This lets Gemini communicate with all Google apps, including Keep, Meet, Docs, and other Google Workspace apps.
Since mine was turned on, the next step is to set up a scheduled action in Gemini.
Within Gemini’s Settings menu, navigate to Settings > Scheduled actions (or Schedules if using Gemini Spark). Click Create New and give your action a new name, frequency (daily, weekly, or monthly), and time.
I prefer to run this action daily, but you can adjust the frequency based on how many emails you get.
In the prompt section, copy and paste the instructions below that I got from Gemini:
Summarize my unread emails from the last seven days. Group them into three clear categories:
1. Direct messages or threads that need a reply from me
2. Invoices, receipts, confirmations, or anything financial
3. Newsletters, promotions, alerts, and other low-priority stuff
For category 1, give me a short bullet list of who sent it and what they need. Keep the whole answer simple and easy to scan.
With the prompt above running almost daily, I get a report-style summary from Gmail that helps me categorize and prioritize emails.
This method puts the handful of emails that need an immediate reply front and center, while others can wait.
If you don’t want to use scheduled actions, paste the prompt into the Gemini tab in Gmail to get the same results.
I glance at the list, open the important email threads that need a reply, mark them as read, and carry on. This prompt doesn’t deal with the clutter, but it lets me get the important work done first.
This doesn’t mean we don’t deal with them; it just means we need a different prompt.
The Gemini prompt that gets rid of all the mess I created every time
I have nobody to blame but myself
I’ve signed up for countless websites using my Gmail account and regret it every day. I get more promotional emails than important ones, and like everybody else, I’m fed up.
Not only do I hate my chaotic inbox getting clogged with useless emails, but they also eat into the Google Cloud storage I need to back up documents and pictures.
I also get countless newsletters from companies and Substack that I need to purge. I don’t have the patience to delete them all, especially as they pile up.
So I asked Gemini for a prompt I could use to deal with this junk every week. I’ve scheduled an action for every Sunday morning using the same method mentioned earlier.
It removes newsletters, automated alerts, promotional emails, and courier tracking notifications. Here’s the prompt Gemini suggested I use:
Look at my unread promotional emails, newsletters, courier tracking notifications, and automated alerts from the past week. List the top senders that are just clutter. Suggest which ones I can safely archive or mark as read in bulk. If anything looks like it might actually be useful (a real deal or important update), call it out separately.
Of the 200 emails, most were from these categories. Gemini can spot repeat offenders, which saves me a lot of time.
I don’t have to scroll and scan manually, which not only helps with anxiety but also reduces my screen time. The results were staggering: Gemini identified shopping sites that spam every chance they get.
It also spotted newsletters I rarely read and notifications from apps I tend to ignore. I also do a lot of online shopping, and each order often comes with courier tracking that sends emails at every milestone.
Since this was so effective, I wondered if I could clear courier emails dating back further. So I tweaked the prompt for a longer period and pasted it into the Gemini tab within Gmail; I cleared a massive chunk of emails dating back to 2024 with ease.
What I like about this prompt is that it gives me a clean list and a ready-to-use search suggestion that makes my life easier.
It also highlights important emails from those categories that I can archive for later.
Gemini also helps me with unread emails that need dealing with
An effective way to stay on top of threads
The third prompt that I recommend using needs to work in tandem with the other prompts I mentioned earlier. I haven’t set it up as a separate Scheduled Action in Gemini; I run it manually after the earlier actions have been completed.
This prompt is effective for checking unread emails that need attention and also summarizing any deadlines.
I use it as a failsafe to close any holes Gemini might have missed after running the first two prompts.
It surfaces emails that need my attention so I can review and clear these threads right away.
Here’s the Gemini prompt that you can use from the Gemini tab in Gmail:
From my remaining unread emails, find anything that looks like an action item, question, deadline, or something I still need to answer. List them as a simple numbered checklist with the sender and a one-sentence summary of what I need to do. Ignore pure FYI or automated messages.
After this prompt runs, I get an actionable checklist that I can review and complete based on my judgment. I reply to the emails that matter most and label or archive the ones I don’t think require action.
This final step clears Gmail’s unread count while keeping me on top of things. To be thorough, I run an additional prompt after I finish the checklist so nothing gets left behind.
Sometimes, even after reviewing emails, I forget to act, so I make sure Gemini has my back.
I ask Gemini with a quick follow-up prompt: “Mark the promotional ones I just reviewed as read” or “Archive everything that was only informational.”
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Gemini’s integration with Google apps has been a lifesaver for many daily tasks. But the amount of spam infiltrating our inboxes is unprecedented and needs to be addressed.
Thankfully, Gemini is competent enough to handle my messy inbox and keep my anxiety low.
If you’ve faced similar problems, I recommend using the prompts above.