If you've ever posted a reporter's query on Peter Shankman's site HARO (helpareporter.com), then you know that you are likely to be inundated with responses. If you use Gmail, applying labels and filters can make the process of managing the influx of response email easier. Here's what to do:
Post your Query to HARO
From the Journalist page on HARO, provide instructions about what you expect to see in the subject line of the email responses to your query. For example, I included this statement at the end of my entry in HARO's query field: "Please include 'HARO Campus Tours' in the subject line of your response."
Label and Filter Responses in Gmail
When the first response arrived in my Gmail inbox, I used it to set up the labels and filters needed to keep track of all of the related incoming email.
Create the Label
- Open the email query response note (the subject of the email should include the statement you requested in the HARO query).
- Click on Labels from the menu.
- Choose Create New Label and a box will open asking you for the label name.
- Enter the name of your new label (ex: HARO Campus Tours). Click OK.
Setting up the Filter
- With that same email note open, click on More actions from the top menu bar.
- Then choose Filter messages like these.
- Delete the contents of the "From:" field as this information will vary by responder.
- Instead, use the subject field as your filter qualifier. Enter the instructional text you included in the query (ex: HARO Campus Tours).
- Clilck Test Search to make sure your filter is correct. The list of email messages displayed will show you what gets filtered. If this is correct, click Next Step. If it's not correct, then change the parameters of your filter and test again.
- Click the checkbox next to Apply the label.
- Then go to the pull-down menu on that same line and select the name of your label.
- To apply your filter to existing messages, check the box: Also apply filter to # conversations below. Then, click Create Filter to apply your settings.
I like to create the label and filter as soon as I get my first HARO response, however, you can do this at any time to filter incoming and existing email. If you get responses to your HARO query and the source did not use your recommended text in the email subject line, you can still apply the label to their note by simply pulling down the Label menu and clicking the appropriate label name.
Using the Labels
Once you've established your labels and filters, a list of labels will appear in the left sidebar. Clicking on a label will open that list of filtered email messages. You can color-code your labels, as well as rename, hide or delete by clicking in the box to the left of the label name.
If you receive a response from a source who did not use the HARO subject line, you can still add the label to that email message by opening the note and selecting Labels from the menu bar. Make the appropriate selection from the list of labels. You should see the name of the label displayed next to the subject of the note when you return to your inbox.
If you use HARO often, I recommend setting up a separate label for each query. This will make it easier for you to follow up with your sources.
