Quicktion

Forward Emails from Gmail

Gmail lets you create filters that automatically forward emails matching certain criteria. This guide walks you through the full setup: adding your Quicktion address as a forwarding destination, confirming it, and creating a filter.

Step 1: Add Your Quicktion Address as a Forwarding Destination

Before Gmail can forward emails anywhere, you need to register the target address.

  1. Open Gmail and click the gear icon in the top right, then click See all settings.
  2. Go to the Forwarding and POP/IMAP tab.
  3. Click Add a forwarding address.
  4. Enter your Quicktion forwarding address (e.g., xyz@in.quicktion.io).
  5. Click Next, then Proceed in the confirmation dialog.

Gmail will send a confirmation email to your Quicktion address to verify you own it.

Step 2: Confirm the Forwarding Address

Gmail sends a confirmation email to the forwarding address. That address belongs to Quicktion, so the confirmation never reaches your inbox, and it is not saved to your destination either. Quicktion recognizes it and gives you the confirmation link in two places:

  1. By email. Within a few seconds you get an email from Quicktion titled "Gmail is waiting for you to confirm forwarding" with a Confirm forwarding button.
  2. In the dashboard. Open the destination in Quicktion. A yellow banner at the top says "Gmail forwarding verification required" with a Confirm button.

Click either one. Google opens a page confirming that your Gmail account may forward to the Quicktion address. Once confirmed, the address appears as an available forwarding destination in Gmail.

If you registered the address before creating your first destination (using the address shown during setup), the banner appears on the setup page instead.

Can't find the confirmation? Check that you typed the address exactly as shown in Quicktion, then remove and re-add it in Gmail to trigger a new confirmation email.

Do not enable "Forward a copy of incoming mail" at the top of the Forwarding settings — that would forward every single email. You only want to forward specific emails using a filter.

Step 3: Create a Gmail Filter

Now you can create a filter that auto-forwards matching emails to your Quicktion address.

  1. In Gmail Settings, go to the Filters and Blocked Addresses tab.
  2. Click Create a new filter.
  3. Set your filter criteria. You can filter by:
    • From -- a specific sender's email address
    • To -- emails sent to a specific address (useful if you have multiple aliases)
    • Subject -- emails with specific words in the subject line
    • Has the words -- emails containing specific words anywhere in the message
    • Doesn't have -- exclude emails containing certain words
  4. Click Create filter.
  5. Check Forward it to and select your Quicktion address from the dropdown.
  6. Optionally, check Also apply filter to matching conversations to forward existing emails that already match the criteria.
  7. Click Create filter to save.

From this point on, any new email matching your filter will be automatically forwarded to your Quicktion address and saved automatically.

Filter Examples

Here are some common setups to get you started:

  • All emails from a client: Set From to their email address (e.g., client@company.com).
  • Invoices and receipts: Set Has the words to invoice OR receipt.
  • Emails to a shared alias: Set To to the alias address (e.g., support@yourcompany.com).
  • Newsletter from a specific sender: Set From to the sender and Has the words to newsletter or unsubscribe.

Tips

  • Combine multiple criteria. Gmail applies all criteria with AND logic, so an email must match every field you fill in. Leave fields blank if you don't need them.
  • Use OR in the "Has the words" field. Gmail supports OR (must be uppercase) to match any of several terms. For example, invoice OR receipt OR payment.
  • Create multiple filters. If you need different types of emails going to the same destination, create a separate filter for each. This keeps your rules simple and easy to manage.
  • Edit or delete filters anytime. Go to Settings > Filters and Blocked Addresses to modify or remove existing filters.

For more Gmail integration tips, see our guides on Gmail to Notion, Gmail to Google Sheets, and how to forward emails to Notion automatically.

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