How to Organize Gmail Inbox by Sender Name

Managing a cluttered Gmail inbox can feel like trying to tame a wildfire. It’s overwhelming and never-ending. 

With countless emails piling up, finding what you need often feels like hunting for a needle in a haystack. For leaders, business people, managers, or consultants like you, this daily frustration can waste precious time and derail productivity.

But here’s the good news: sorting your Gmail inbox by sender name is a great way to streamline your email management and stay focused on important tasks. 

In this guide, we will explore simple, effective methods for sorting emails by sender name, making your inbox easier to navigate.

Why Sort Gmail Inbox Using Sender Name?

Sorting your inbox by sender name offers multiple advantages that can save time and boost efficiency. Specifically, it helps you in the following ways.

• Quickly find emails from specific contacts: Whether it’s a client, colleague, or vendor, locate messages without digging through threads.

• Track conversations seamlessly: Group emails from the same sender for a clear view of ongoing discussions or unresolved issues.

• Organize by priority: Spot high-priority senders like your company CEO or top clients quickly.

• Declutter effectively: Identify and delete bulk emails or newsletters from the same sender in one go.

How Do I Organize My Gmail Inbox by Sender

Organizing your Gmail inbox by sender helps you quickly locate conversations from specific contacts. It streamlines communication tracking and improves efficiency. Here’s how you do it.

1. Find Emails From a Single Sender

The simplest way to find emails from one sender is to use Gmail’s search bar. 

• Type the sender’s email address or name into the search bar at the top of your Gmail window.

• Hit Enter, and Gmail will pull up all emails from that sender, including sent and received messages.

• Review the results to locate the email thread or information you need.

✨Pro Tip: To narrow down results, use quotation marks around the sender’s name (e.g., "John Smith").

Steps to Use the 'Find Emails From' Function by Right-Clicking in Gmail

1. Open Gmail on a Desktop Browser:
   Log in to your Gmail account using a desktop browser. This function is not available on the mobile app.

2. Locate the Email from the Desired Sender:
   Scroll through your inbox or search for an email from the sender whose emails you want to find.

3. Right-click on the Email:
   Position your cursor over the email and right-click. A context menu will appear.

4. Select ‘Find Emails From’:
   Look for the option labeled ‘Find Emails From’ in the context menu. Click on it, and Gmail will automatically filter and display all emails from that specific sender in your inbox.

5. Review Filtered Results:
   The inbox will now show all the emails sent by that sender, sorted chronologically. You can take further actions on those emails, such as labeling, archiving, or deleting emails in bulk.

2. Search Options Menu

For a more refined search, the search options menu is your best friend. This tool allows you to add filters and pinpoint emails effortlessly.

• Click the search bar: In Gmail, tap the small down arrow in the search bar to open advanced options.

• Enter sender details: Add the email address or name in the "From" field.

• Customize filters: You can filter by keywords, date range, or whether the email has attachments.

• Click Search: Gmail will display a tailored list based on your criteria.

This method is perfect for narrowing down results and avoiding irrelevant emails.

How to Set Up Gmail Filters:

1. Click the settings gear in Gmail and choose "See All Settings."

2. Go to the "Filters and Blocked Addresses" tab.

3. Create a new filter with criteria like sender email and actions (e.g., apply a label, archive).

Once configured, these filters handle sorting automatically, so you never have to touch low-priority emails manually.

3. Using Partial Email Criteria

Sometimes, you don’t remember the full email address or exact sender name. Gmail’s search bar still has you covered.

1. Typing In Partial Names

• Type partial details: Start typing part of the email address or name (e.g., "john" instead of "[email protected]").

• Review Gmail suggestions: Gmail will auto-suggest potential matches from your contact list.

• Select the sender: Click on the correct suggestion to retrieve all related emails.

This quick trick is handy when dealing with multiple contacts sharing similar names.

2. Use of Asterisk (*) as a Wildcard for Partial Email Addresses

The asterisk (*) acts as a wildcard in Gmail search, allowing you to search for emails even if you only remember part of an email address or domain.

This feature is a real time-saver, enabling you to quickly find emails even when you don’t recall the full email address. It also makes domain-level searches easier, helping you locate all communications from a specific organization or company, without having to remember every detail.

How to Use It:

• In the Gmail search bar, type part of the email address followed by the wildcard.

• Example 1: Searching for john* will return results for all emails from senders whose addresses start with "john" (e.g., john.doe@pbs.com, johnsmith@cnn.com).

• Example 2: Using *@company.com will return all emails from anyone with a company.com domain, regardless of the username.

3. Using Parentheses for Multiple Keyword Grouping During Searches

Parentheses () allow you to group multiple keywords or criteria in your Gmail search, making it possible to search for emails containing any grouped terms simultaneously.

Using parentheses for multiple keyword grouping during searches adds flexibility by allowing you to match multiple criteria in a single query. For example, combining search operators like after:2025/01/01 from:(john OR jane) in Gmail helps you efficiently locate specific emails within a date range while accounting for multiple senders.

How to Use It:

• In the Gmail search bar, type your search query with keywords enclosed in parentheses and separated by OR.

• Example 1: Searching for from:(john@example.com OR jane@example.com) will return emails from either John or Jane.

• Example 2: Searching for from:(john@company.com AND jane@company.com) will return emails from both John and Jane from company.com.

✨Pro Tip: Combine both methods for advanced searches. For instance, to find emails from any user at a company domain containing specific keywords, you could search:
from:(*@company.com) subject:(update OR meeting).

4. Advanced Search Filters

Gmail’s advanced search filters help you sift through the chaos with laser-like precision.

How to Use Advanced Filters:

1. Open Advanced Search: Click the arrow in the search bar to access filters.

2. Use multiple fields: Combine criteria like sender name, keywords, or timeframes for highly specific searches.

3. Apply filters to folders: Limit your search to inbox, sent, drafts, or labeled categories.

4. Save as a filter: Set your criteria to sort similar emails automatically in the future.

Advanced filters are a boon for managing large volumes of emails quickly.

5. Sorting in Gmail’s Mobile App

For professionals like you who are always on the move, the Gmail mobile app offers practical sorting options to keep things manageable.

• Use the search bar: Tap the search icon and type the sender’s name or email address.

• Apply filters: Use search operators (like “from:[email protected]”) to narrow down your results.

• Leverage labels: Assign color-coded labels to emails from frequent senders for quick identification.

Sorting in the mobile app may not be as efficient as on the desktop, but it gets the job done when you’re short on time. Here’s a quick comparison of sorting on desktop and mobile.

6. Automating Sorts Using AI Email Assistants

Automating the sorting process can save you much time and energy if you handle hundreds of emails daily. Third-party apps and Gmail Email Assistants like NewMail offer powerful automation tools that make sorting emails in Gmail easier.

Benefits of Automation using NewMail

• Inbox Organization: Streamline your inbox with automated actions like marking emails as read, starring high-priority messages, and applying custom labels. 

• Inbox Decluttering: Let your AI assistant handle unwanted content like CCs and cold calls effortlessly by automatically marking them as read, archiving them, or sorting them into specific folders. This ensures your inbox stays organized while keeping you in complete control.

• Automatic Categorization: NewMail categorizes emails into three dynamic priority folders—urgent, important, and interesting—that are color-coded, while offering you the flexibility to customize based on your preferences.

• Zero Data Retention: Trust NewMail’s privacy-first approach with zero data storage. Your emails, calendar, and tasks are processed securely without compromising your privacy.

NewMail isn’t just another AI email assistant—it’s your proactive executive AI agent. Seamlessly integrated with Gmail, AppleMail, Google Calendar, and Google Tasks, NewMail takes email management to the next level. Specifically, it simplifies sorting emails by the sender in Gmail, making it easier than ever to organize your inbox. 

Conclusion

Sorting your Gmail inbox by sender name is a simple yet powerful strategy for reclaiming your time and boosting productivity. Whether you use basic search functions, advanced filters, or automation tools, these methods help you tackle email clutter and focus on important tasks.

NewMail, as your executive AI assistant, takes the hassle out of email management by organizing, prioritizing, and optimizing your inbox effortlessly. It intelligently categorizes emails based on importance and crafts smart, timely replies, ensuring you stay on top of communication without getting overwhelmed. 

Don’t let your inbox run your day. Take control now with these techniques, and enjoy the peace of mind of an organized email system.

Get NewMail Now!