5.5.19. Using E-Mail filters

E-Mail filters help you organize incoming E-Mail messages. An E-Mail filter consists of one or several rules. By setting rules you can e.g. trigger the following actions:

• The E-Mail is moved to a specific E-Mail folder.
• The E-Mail is forwarded to another E-Mail address.
• The E-Mail is marked as read.

In order to use E-Mail filters, proceed as follows:

• Create E-Mail folders.
• Create one or several rules.
• Specify an order for the rules.
• Set if subsequent rules are to be processed when a rule matches.

A rule contains:

• a name,
• one or several conditions,
• one or several actions. You can specify whether one or all conditions are to be met in order to process the actions.

The following options exist:

• Creating a new rule.
• To move E-Mails of a specific sender to a folder, you can create a new rule when moving E-Mails.
• Changing existing rules.

Some E-Mail functions automatically set up filters, e.g. the vacation notice.

How to create a new rule:

1. Click the System menu icon  on the right side of the menu bar. Click the Settings menu item.
2. Select the entry E-Mail in the sidebar.Click on Filter rules.
3. In the display area, click on Add new rule. The Create new rule window opens.
4. Enter a name for the rule.
5. In order to add a condition click on Add condition. Make a selection from the drop-down menu. Please note the following:
   • In order to use an E-Mail part that is not contained in the list, select Header. Enter a header entry in the Name input field. You can display an E-Mail’s header by Viewing the source data.
   • In order to consider the BCC part, select Envelope – To. Envelope includes the E-Mail recipients entered in the To, CC or BCC field.
   • In order to use a part of the E-Mail content in the condition, select Content.
   • In order to use the date of receipt in the condition, select Current Date.Select a criterion from the drop-down next to the E-Mail part. Enter an argument in the input field.Examples can be found in the Questions about E-Mails.You can add further conditions. You can then specify whether one or all conditions are to be met in order to process the actions. To do so, click on Apply rule if all conditions are met.To delete a condition, click the Delete icon  next to the condition.
6. Specify the action to be executed if the rule is met. To do so, click on Add action. Select an action from the menu. Depending on the action, further details might be required.You can add further actions.
7. You can set whether subsequent rules are to be processed if the rule is met. To do so, enable or disable Process subsequent rules.
8. Click on Save.

How to create a new rule when moving an E-Mail

1. Select an E-Mail.
2. Click the Actions icon  in the toolbar. Select Move from the menu.You can also use the Actions icon in the detail view.Select a folder in the Move window. Click on the Move button.
3. Enable Create filter rule. A note with details about the filter is displayed.Click on the Move button. The Create new rule window opens.
4. Enter a rule name. You can adjust the conditions or actions. Click on Save.The E-Mail will be moved. The new rule will be created.

How to change existing rules:

1. Click the System menu icon  on the right side of the menu bar. Click the Settings menu item.
2. Select the entry E-Mail in the sidebar.Click on Filter rules.
3. To edit a rule’s settings, click on Edit next to the rule. Change the settings in the Edit rule window.
4. To disable a rule, click on Disable next to the rule.To enable a rule, click on Enable next to the rule.
5. To change the order, hover the mouse pointer over the Move icon next to a rule. Drag the rule up or down and drop it appropriately.Note: This function is only available if there are at least two rules.
6. To delete a rule, click the Delete icon  next to the rule.