With mail filter rules, you can organise your incoming email, as well as automatically delete or send to your Spam folder messages containing specific text. For example, you can automatically move emails from social networks into their own separate folders, or any emails containing “Free Cruise” in the subject can be discarded immediately so they never even show up in your inbox.
Guided Steps #
- Log in to Webmail.
- In the main navigation bar, click on the gear icon in the top-right corner.
- Under Mail > Filter rules, click Add new rule.
- In the Rule Name field, enter a descriptive name for your filter rule.
- Use the Add condition link to add the prerequisites for the rule to be applied. These conditions are checked when an email is received, such as the From field must contain the term “Facebook”. If you do not add a condition, the filter rule applies to all incoming emails.
- With Add Action, you can define what happens to the email that meets the previously defined conditions. With the action FIle into, you can, for example, select a folder to which the applicable emails will be moved. Alternatively, with the action Discard, any emails meeting the prerequesite conditions will immediately be sent to your trash.
- Optional: Activate Process subsequent rules to apply the next filter rule to the same email. Without this setting, each filter rule is checked alone and in the order they appear in the overview.
- Click Save to complete your rule definition.
Please Note #
Filter rules are processed in the order in which they are arranged in the overview. If, for example, you discard the email of a certain sender in your first filter rule, the filter rules defined afterward will no longer apply to this sender.
Conditions #
Conditions refer to certain components of incoming emails, such as the sender or the email size. Depending on the selected condition type, different criteria are available, like “greater than” or “contains the text”.
A filter rule is applied if one or all conditions are fulfilled.
| CONDITION TYPE | MEANING, CRITERIA, AND VALUES |
|---|---|
| From | Checks the email sender for the entered value |
| To | Checks the email recipient for the entered value |
| CC | Checks the copy recipients for the entered value |
| Any Recipient | Checks any recipient of the email for the entered value |
| Mailing list | Checks the email from a mailing list for the entered value |
| Subject | Checks the subject line of the email for the entered value |
| Body | Checks the body/message of the email for the entered value |
| Address | Checks parts of the email header for the entered value |
| Envelope | Checks the “Envelope-to” section of the email’s source for the entered value |
| Header | Checks the header section of the email for the entered value |
| String | Checks the email’s source code for string values to match “src” entries |
| Size | Checks the size of the email for the entered value. You can use byte (B), kilobyte (KB), megabyte (MB) or gigabyte (GB) as the unit of measurement. Enter the unit of measurement without spaces after the numerical value. |
| Sent Date | Checks the date the email was sent. A time zone can be taken into account. |
| Current Date | Checks the entered date value against the current date. A time zone can be considered. |
| Nested Conditions | Following Conditions will only be checked further if the nested, interdependent conditions are partially or completely fulfilled. This condition type is only displayed from the 2nd condition onwards. |
Actions #
Actions are triggered when one or all of the previously defined conditions occur.
| ACTION TYPE | MEANING AND VALUE |
|---|---|
| File into | Saves the email in a chosen Webmail folder. You can create a new folder in the folder selection dialog. |
| Redirect to | Forwards the email to another email address |
| Mark mail as | The email is marked with the following values: deleted, seen, marked |
| Set color flag | Marks the email in color within the Webmail display |
| Discard | Moves the email to the trash from Webmail |
| Keep | Specifically marks the message to be kept and not discarded |
| Add IMAP keyword | Annotates the email with the specified IMAP keyword |
| Remove IMAP keyword | Removes the IMAP keyword from the email |
Creating Filter Rules Automatically #
If, for example, you move an email to a folder, you can automatically repeat this process for other emails from the same sender.
Guided Steps #
- Log in to Webmail.
- Select an email.
- From the toolbar, click the Menu icon > More Actions > Move.
- Select a folder and activate Create filter rule. A new window for detailed settings of the filter rule opens. Optional: Click on the Create folder button to create a new Webmail folder as the target.
- Adjust the detailed settings of the filter rule if required.
- Click Save to complete your rule definition.
Changing the Order of Filter Rules #
When you receive a new email, all of the filter rules created are checked in the order they appear. You can change the order of the filter rules by dragging and dropping them.
Guided Steps #
- Log in to Webmail.
- Click on the gear symbol to the left of your initials or profile photo in the menu bar.
- Under Mail > Filter rules, the existing filter rules are displayed.
- Click and hold the equals symbol (=) on the left side of the desired filter rule and drag the filter rule to its new position.
Please Note #
As a reminder, if you do not define a condition for your rule, the rule applies to all messages. If after creating a rule you have trouble receiving emails, try editing or disabling existing rules until you find the responsible one.
Editing, Deactivating, and Deleting Filter Rules #
Guided Steps #
- Log in to Webmail.
- Click on the gear symbol to the left of your initials or profile photo in the menu bar.
- Under Mail > Filter rules, the existing filter rules are displayed.
Option 1: Click the Edit link of the desired filter rule to edit the settings of this filter rule.
Option 2: Click the Disable link of the desired filter rule to temporarily disable this filter rule.
Option 3: Click the Trash icon of the desired filter rule to permanently delete this filter rule.
