To simplify your life and automate the sorting of email messages, you can take advantage of advanced filtering mechanisms. To configure filters, you need to log in to your mailbox through the web interface (more information can be found here).
Working with Email Filters:
You can define filters to control incoming and outgoing email messages, including messages associated with your daily planner, and set up a flow action filter to handle less important messages. A filter consists of at least one condition and at least one action. If a message meets the conditions, specific actions are taken.
You can create filters to perform the following actions:
- Sort incoming messages into folders: For example, automatically move all emails from your boss to the Management Directions folder upon receipt.
- Assign labels to messages: For example, mark messages from the "Company Events" mailing list with the "Events" tag.
- Forward or delete messages: For example, move all email messages received from a specific email address to the Trash folder.
- Sort sent messages into separate topic-specific folders.
- Indicate message importance using flags.
Filters are applied in the order in which they are defined. You can change the order at any time.
Note: An email message is evaluated by each active filter unless specified that the message should only be processed by the first matching filter. It is generally impractical to apply other filters to a message if a match is found because there may be multiple (potentially conflicting) actions taken on that message.
Setting Up Filtering Rules:
A filtering rule consists of at least one condition and at least one action. If a message meets the conditions, specific actions are taken.
You can also set up flow action rules, which are designed to move less important messages from the Inbox to the Action Flow folder for you to review at a convenient time.
You can define filters to control incoming and outgoing email messages. A filter consists of at least one condition and at least one action. If a message meets the conditions, specific actions are taken.
Here are the steps:
- Go to the settings.
- In the settings, select "Filters".
- Filters can be set for outgoing and incoming messages.
- To create a new filter, select "Create filter".
- In the next view, enter the configuration.
- In the "Filter Name" text field, enter a unique filter name.
- To activate the filter, select the "Active" checkbox in the upper right corner.
- Specify whether the message must meet any or all of the listed conditions.
- Any parameter means that the action is performed if the message meets any of the conditions.
- All parameter means that the action is only performed when the message meets all the conditions.
- From the drop-down menu, select the message component to which you want to apply the filter, such as Subject or From.
- Select the matching method for the item, such as Contains or Exactly Matches.
- Enter or select the information to compare, such as date, email address, or phrase. Case sensitivity is not distinguished in conditions.
For example, if you select Subject and Contains, and then enter the text "Business Meeting", all messages containing the text "Business Meeting" will be filtered. The filter will also include messages with text like "Business meeting at 10:00" or "today's business meeting" because the selected option is "Contains" and not "Exactly Matches".
- (Optional) To add additional conditions, click the "+" button and repeat the above steps. The order of conditions does not matter.
- In the "Perform the following actions" area, select an action from the drop-down menu.
Depending on the selected action, you may need to specify a folder or label name.
- (Optional) To add additional steps, click the "+" button and repeat the above step. Actions are executed in the order they are specified.
- By default, the search for matching filters stops after finding the first match. If you want to apply multiple filters to a message, clear the checkbox for "Don't process additional filtering rules".
Note: It is generally impractical to apply other filters to a message if a match is found because there may be multiple (potentially conflicting) actions taken on that message.
- Once you have finished creating the filter, click OK.