Back to workspace ↗A QUIETER INBOX
Tired of the double emails?
Keep the source newsletters available in a folder or label. Let Media Desk bring the relevant opportunities and drafts to your inbox.
Instructions checked October 14, 2026. Menu labels can vary by account. Official help links are included below.
Start with one real newsletter
Open a digest from HARO, Qwoted, PodcastGuests, or Source of Sources and inspect its actual From email address. Use that exact address in the rule, not just its display name. Create one rule per newsletter sender so each is easy to check.
If a sender also delivers account confirmations, personal replies, or other messages you want to see, narrow the rule with a consistent newsletter subject phrase. Preview the matches before saving. Sender addresses and subject formats can change.
Do not filter every message addressed to your media mailbox. Media Desk’s own emails can use that same mailbox as their sender. Do not unsubscribe, block the source, or send its newsletters to Junk, Spam, or Trash to quiet your inbox.
MICROSOFT 365 / OFFICE 365
File newsletters in Outlook
Use Outlook on the web in the mailbox that receives the newsletters. This also applies to Microsoft 365 sold through GoDaddy.
- In the folder list, create a mailbox folder named Media Desk Sources.
- Open Settings → Mail → Rules → Add new rule.
- Name it Media Desk Sources: [newsletter name]. Set the condition to From and enter the exact newsletter sender. Add a subject condition if that sender sends other mail.
- Add Move to and select your new folder. Add Mark as read if you also want to remove unread counts.
- Keep any existing inbox forwarding rule above this filing rule. Leave Stop processing more rules unchecked so later rules can run.
- Save. Check a new matching newsletter before repeating for the other sources.
An existing Exchange admin mail-flow copy rule is separate from these inbox rules. Keep it enabled. Use a folder in the online mailbox, not a folder stored only on your computer.
Sources: Microsoft: inbox rules and rule order ↗ · Microsoft: cloud rules and supported actions ↗
Change or undo this later
Return to Settings → Mail → Rules. Edit the rule to change its sender or destination, or switch it off. Move any previously filed messages back to Inbox if you want them there. Turning off the filing rule does not cancel the newsletter subscription.
GMAIL / GOOGLE WORKSPACE, FORMERLY G SUITE
Label newsletters and skip the inbox
Use Gmail in a desktop browser, including for a Google Workspace business mailbox.
- In Gmail’s search bar, open Show search options. Enter the newsletter’s exact address in From, plus a subject phrase if needed.
- Click Search and inspect the matches. They should be newsletters you want filed, without approval messages or personal replies.
- Reopen the search options and choose Create filter.
- Select Skip the Inbox (Archive it) and optionally Mark as read. Choose Apply the label → New label and name it Media Desk Sources.
- Leave Delete it unchecked. Use Also apply filter to matching conversations only if you want to file existing matches too.
- Click Create filter, then check a new matching newsletter.
Source: Google: create, edit, and remove Gmail filters ↗
If Gmail forwards newsletters to Media Desk
Keep the existing forwarding route. When a filter handles forwarding itself, preserve its Forward it to action and verified client intake address alongside the archive and label actions. Do not add duplicate forwarding if an administrator already routes a copy.
If forwarding is not set up, finish that separately before hiding mail. Gmail requires verification of the destination; use the client-specific address provided during Media Desk onboarding. Forwarding filters affect new messages, not old matches.
Change or undo this later
Go to Settings → See all settings → Filters and Blocked Addresses. Edit the matching filter and remove Skip the Inbox, or delete a filing-only filter. If it also forwards mail, preserve that forwarding action. Labels and archived messages remain available; you can move messages back to Inbox.
Check both sides before you call it done
- Newsletter copy: the next matching digest appears in Media Desk Sources, outside Inbox. Check its read status if you selected that action.
- Cloud intake: confirm that same new message reaches Media Desk intake. An opportunity notification is not proof of every delivery: a digest may contain no relevant requests. During setup, have your Media Desk administrator verify the intake receipt and parser result.
- Your decisions: a genuine Media Desk approval email or sign-in code still reaches Inbox. Direct reporter replies and confirmation messages should remain visible too.
Newsletters still arrive in Inbox
Check the actual sender and subject against the rule. For Outlook, check that the rule is enabled, earlier rules do not stop processing, and the destination folder is in the online mailbox. For Gmail, check that Skip the Inbox is selected; a label by itself does not remove a message from Inbox.
Approval emails are being hidden
Turn off or narrow the filing rule. Remove broad recipient-only conditions and use the exact newsletter sender plus a digest-specific subject where needed. Restore affected messages to Inbox and repeat the check.
Media Desk stops receiving the source
Pause the new filing rule and check the original routing, forwarding verification, and any delivery failure notices with your administrator. Keep your subscription active. Do not enable whole-mailbox forwarding as a workaround for a newsletter-only route.
These instructions do not change your mailbox automatically. No passwords or API keys are needed to read or follow this guide.