Gmail Deletion Beta

Gmail deletion is an powerful tool in which can target and remove emails based on the given search queries 

  First ensure Gmail Deletion is enabled in your "Labs" located under the Administration module

Creating an Deletion Process:

Navigate to the Tools menu and click on Gmail Deletion. Then click the addition sign in the upper right hand to begin the operation. 

 Configuring Gmail deletion:

 You will see the main Configuration page for Gmail Deletion. This is where you will select an preview user, enter your search query & select the source(s) for the operation to take action on.

        User Preview:  This is an required field, allows an preview of what the query would pull back within a given users mailbox. Typically this would be an on domain user who either sent or received the email(s) in question. Once the address is given you can simply          click the magnifying glass on the right hand side to preview your search if an query is set. If no query is set then it will simply pull back an page of their most recent emails.   

        Search and queries: In order for Gmail Deletion to know what you're targeting, you will need to set an "Search" or query for the tool to utilize. Go ahead and begin by clicking the drop down arrow present to the left of the magnifying glass. The available fields are               listed below. Keep in mind none of the below fields are required and you can simply search with only one or an combination of these fields.
      • Search: Define an given pre-set label to search within. If left blank it will simply not take bias on any labels to search within and treat the mailbox as an whole.

      • From: Define an "From" email address to use for the search. Useful in narrowing the search down to emails only received from that given address.

      • To: Define an "To" email address to use for the search. Useful in narrowing the search down to emails only sent from the given address.

      • Subject: Subject line of email(s) in question. This can be a part of the subject or ideally the entire subject line as that will best narrow the result.

      • Has The Words: Define words present within the Body of the email(s). As typically it is a specific phrase or string that is present, you can further narrow this down by surrounding the phrase in Quotes for an exact match.  

      • Doesn't have: Define words NOT present within the Body of the email(s).        

  Once the desired fields are chosen, you can simply continue to Sources by clicking the "Sources" below config on the left hand side. Remember that it is always recommended to "Preview" what the search may find as we discussed above. 

     Selecting Sources: In this process your sources are who you would like to remove the email(s) from. There are several options for selecting who this will take action on. 

  The options circled above are as follows: 
      • User: Select an User or set of Users to act as the source.

      • Group: Select an Group or set of Groups to act as the source. This will utilize the group members of the chosen group(s). 

      • Organizational Unit: Select an Organizational Unit or multiple Organizational Units to act as an source. This will utilize all users under the chosen units. 

      • Role: This selection is not applicable to this report, as you can see it is grayed out. 

      • Domain: Select an Domain to act as the source. This will utilize all users on the given domain. 

   You can use the type ahead search field to quickly bring up an User, Group, Organizational Unit, or Domain. Or simply choose the "Browse" tab to view and select individual. 
 Now we have setup our Gmail Deletion and selected sources, don't forget to save in the upper right hand! 

  Running Gmail Deletion:

 Now that we have setup our deletion, it is time to run it. After saving you will return to the main page for Gmail Deletion and see your operation listed. 

 Hovering over the line will reveal 3 vertical dots, in which an single click will reveal the run options. 
 First you will want to choose "Run Report" this will bring up an Prompt in which you can quickly access the report via the "here". The report is essentially verification that your query has picked up email(s) on your source users.

The report will populate with 4 headers, which are detailed below. As you can see 3 messages were found in the source users mailboxes. If the amount found seems un-reasonable to you, go ahead and preview as we did previously to see what it pulled for that user. 
      • Date: Date the message was found via the operation.

      • User: The user account in which an message matching the query was found.

      • Found: Number of messages found matching the query.

      • Type: Whether the result is part of an larger thread or an individual message. 
Now after running the report, checking the amount found and verifying. We can go ahead and run the operation, do this by returning to the operation in gPanel. Clicking the 3 vertical dots as we did to generate the report. then choose " Run Process"
You will be prompted with one final detailed warning as shown below:

If you accept by clicking "Yes" then it will begin running. You will see an similar prompt with another available report, click the "here" once more to see if the task has completed in sheet.
You will see an completed status after the last written line. 
 Another good confirmation that the operation is successfully running and or completed. You can utilize "Run Report" after running the process and look at the amount found, as you should now see 0's populating.
   Congrats! You have now successfully ran an Gmail Deletion. If you encounter any errors during the process or perhaps need additional assistance, reach out to us at

  Deleting an Gmail Deletion process:

 To delete an Gmail deletion process, you simply click in the line item of the process much like you do for the 3 vertical dots. Once selected you can use the "Trash can" icon in the upper right hand to delete the process.
 You will the be prompted to ensure you would like to delete the selected deletion process, click "Yes" for the process to be deleted.
 That is is for Gmail Deletion! as mentioned if you're having further issues, Please contact us at