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Support - Working with Email Filters

December 6, 2022

Working with Email Filters

You can define filters to manage incoming and outgoing email messages, including Calendar related messages and Activity Streams. A filter consists of one or more conditions and one or more actions. A condition can be based on a subject, a sender, or a date. If the message matches the conditions, the specified actions are performed.

You can create filters to do the following:

  • Sort incoming messages into folders. For example, all email messages from your supervisor are automatically moved into your Management Directives folder upon receipt.
  • Tag messages. For example, email messages from the corporate-events mailing list is marked with the Events tag.
  • Forward or discard email. For example, all email messages received from a particular email address is moved to the Trash folder.
  • Sort sent messages into specific topic-related folders.
  • Flag messages for importance.

Filters are applied in the order that they are listed. You can change the order at any time. An email is evaluated by each active filter, unless you specify that a message is treated only by the first filter that it matches. Usually you do not want other filters applied to a message once there is a match because the message can undergo multiple, perhaps contradictory, actions.

Creating a Filter

You can define filters to manage incoming and outgoing email messages. A filter consists of one or more conditions and one or more actions. If the message matches the conditions, the specified actions are performed.

  1. Go to the Preferences Filters page.
  2. Click either Incoming Message Filters or Outgoing Message Filters.
  3. Select New Filter.
  4. In the Filter Name box, enter a unique name for the filter.
  5. To make the filter active, check the Active box in the upper right corner.
  6. Choose whether the message must meet any or all of the listed conditions.
    • "Any" means that if a message meets any one of the conditions, the action is performed.
    • "All" means that the message must meet all conditions for the action to be performed.
  7. From the drop-down menu, select which part of the message to apply to the filter, such as Subject or Date.
  8. Choose how the item must match, such as "contains" or "does not contain".
  9. Enter or select the information to compare against, such as the date, email address, or phrase. Conditions are not case-sensitive. For example, if you selected "Subject and contains" and entered "Staff Meeting", all messages containing "Staff Meeting" are filtered. The filter also catches "Staff Meetings" or "Today’s Staff Meeting", because you chose "contains" and not "matches exactly".
  10. To add more conditions, click the + button and repeat the above steps. The order of the conditions does not matter.
  11. Under Perform the following actions, choose an action from the drop-down menu, such as Move into folder. Depending on the action that you choose, you might need to browse to locate a folder or tag name, or enter an email address to redirect a message.
  12. To add more actions, click the + button and repeat the above step. The actions are applied in the order in which they are listed.
  13. If you want more than one filter to be applied to a message, uncheck Do not process additional filters.
  14. When you're finished creating the filter, click OK.