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Filter lemwarm emails in Gmail and Microsoft

Updated yesterday

By the end of this tutorial, you’ll know how to create rules in Gmail and Microsoft Outlook that automatically archive lemwarm emails without disrupting warm-up activity.

Filtering lemwarm emails helps keep your inbox clean while still allowing lemwarm to do its job in the background. When these emails are handled correctly, your warm-up process stays healthy and your primary inbox remains easier to manage.

Why this matters

lemwarm emails are part of your email warm-up process, so they should not be deleted, forwarded, or moved into custom folders that interrupt normal handling. The safest setup is to keep them out of your main inbox while still allowing them to be received and archived properly.

Important: Don’t delete, forward, or file lemwarm emails. lemwarm needs them to work properly. Only skip the inbox and archive them while keeping them out of spam.

Prerequisites

  • You should already know how to sign in to your Gmail or Microsoft email account.

  • You should already have lemwarm running on the mailbox you want to organize.

  • You should have permission to create inbox rules or filters in your email provider.

Core lesson

Phase 1: Filter lemwarm emails in Gmail

  1. Open your Gmail account.
    Sign in to the Gmail inbox connected to lemwarm. You’ll create a filter that targets warm-up emails based on their subject line.

  2. Open the full Gmail settings.
    Click the gear icon in the top-right corner, then click See all settings.

    Gmail quick settings with See all settings highlighted

  3. Go to the filter creation page.
    Open the Filters and blocked addresses tab, then click Create a new filter.

    Gmail Filters and blocked addresses tab with Create a new filter highlighted

  4. Create a filter for messages with lemwarmup in the subject line.
    In the Subject field, enter lemwarmup, then click Create filter.

    Gmail filter form with lemwarmup entered in Subject and Create filter highlighted

  5. Apply the correct actions.
    In the filter settings, check these 3 options:

    • Skip the Inbox (Archive it)

    • Never send it to Spam

    • Always mark it as important

    Then click Create filter to save it. These settings archive lemwarm emails, keep them out of spam, and mark them as important without disrupting warm-up activity.

    Gmail filter actions showing archive, never send to spam, always mark important, and Create filter

Video tutorial for Gmail:

Video tutorial thumbnail for Gmail lemwarm filter setup


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Phase 2: Filter lemwarm emails in Microsoft Outlook

  1. Open your Microsoft account.
    Sign in to the Outlook inbox connected to lemwarm. You’ll set up a rule so these emails are processed automatically as soon as they arrive.

  2. Open the Rules page and start a new rule.
    Click the gear icon in Outlook, go to Mail → Rules, then click Add new rule.

    Outlook Settings with Mail Rules selected and Add new rule highlighted

  3. Name the rule.
    Give the rule a clear name such as lemwarmup or lemwarm filter so you can recognize it later.

  4. Add the condition.
    Under Add a condition, choose Subject includes, then enter lemwarmup. Once added, the condition should show Subject includes with lemwarmup as the keyword.

    Outlook rule condition dropdown with Subject includes selected
    Outlook rule setup showing Enter words to look for field
    Outlook rule condition completed with Subject includes lemwarmup

  5. Add the required actions.
    Configure these 3 actions:

    • Mark as read

    • Mark with importance set to High

    • Move toArchive

    These actions keep the messages from cluttering your inbox while preserving the handling pattern needed for lemwarm.

    Outlook rule actions showing Mark as read, Mark with importance High, and Move to Archive

  6. Save the rule.
    Click Save to apply the rule. After saving, Outlook will automatically process incoming lemwarm emails using this rule.

    Outlook Save button highlighted for the completed rule

Video tutorial for Microsoft Outlook:
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Practical application

A common setup is to create one dedicated rule that catches every lemwarm email using the subject keyword lemwarmup. This works well for users who want a tidy inbox but don’t want to risk breaking email warm-up by over-organizing or removing those messages.

Try it yourself checklist:

  • Use lemwarmup in the subject-based filter or rule

  • Archive the messages instead of leaving them in the inbox

  • Keep Gmail messages out of spam

  • Mark Gmail messages as important

  • Mark Outlook messages as read

  • Mark Outlook messages with high importance

  • Do not delete them

  • Do not forward them

  • Do not move them into custom folders unless your setup explicitly preserves the intended archive behavior

Troubleshooting & pitfalls

Issue: lemwarm emails are still appearing in the inbox

Root cause: The rule or filter may not be matching the subject correctly, or the archive action was not selected.

Fix:

  • Review the condition and confirm the subject includes lemwarmup

  • Check that the archive option is enabled

  • Save the rule again and test with new incoming messages

Issue: lemwarm performance may be affected

Root cause: Emails were deleted, forwarded, sent to spam, or moved in a way that interrupts normal warm-up behavior.

Fix:

  • Remove any rule that deletes or forwards lemwarm emails

  • Update the rule so messages are archived instead of deleted or forwarded

  • Make sure spam handling is disabled for these emails in Gmail

Issue: The Microsoft rule is not running as expected

Root cause: The rule may be incomplete, disabled, or using the wrong condition.

Fix:

  • Open Settings → Mail → Rules and confirm the rule is active

  • Check that the condition says Subject includes lemwarmup

  • Verify the actions include Mark as read, Mark with importance: High, and Move to Archive

Issue: Messages are being organized too aggressively

Root cause: Additional inbox rules may conflict with your lemwarm filter.

Fix:

  • Review other active rules in Gmail or Outlook

  • Look for rules that delete, move, label, or forward similar messages

  • Adjust priority or conditions so only the intended lemwarm rule applies

Best practices

  • Keep your rule simple and focused on the subject line.

  • Use archive-based handling rather than aggressive cleanup actions.

  • Keep Gmail lemwarm messages out of spam and mark them as important.

  • In Outlook, mark lemwarm messages as read, mark them with high importance, and move them to Archive.

  • Review your inbox rules occasionally to make sure other automations are not interfering.

  • If you’re unsure, follow the Claap video tutorial for your provider and match the settings exactly.

Related Articles
Set up lemwarm and start warming your inbox
Understanding lemlist and lemwarm bundles
Connect an Email Address to lemwarm
How to fix a paused or disabled lemwarm
How to use lemwarm templates
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