How to Set Email Filters in Cloud Mail

Overwhelmed by a chaotic inbox? Learn how to set email filters in Cloud Mail and regain control. By establishing simple rules, you can automatically organize, forward, or even delete emails based on your preferences.

In this article we will discuss:

• How to Create New Rules
• How to Use Conditions and Actions
• How to Create New Rules When Moving
• How to Edit Rules
• How to Apply Rule to Existing Emails

How to Create New Rules

Every rule consists of a name, one or more conditions, and one or more actions, where you can specify whether one or all conditions should be met to perform the actions.

To create a new rule:

1. Log in to webmail via mail.domain.ext. If your domain name is johndoe.com, enter mail.johndoe.com on your web browser.
2. Next, click on the Gear icon, then choose All Settings.
   


3. Choose Mail on the left side panel, scroll down to Rules, and click Add new rule.
   


4. Then, you can do the following:
   • Enter the name of the rule.
   • Add Conditions. Click the button below for instructions:
      

     Add Conditions

     1. Click on the Add condition button and select an option from the menu that opens.
        
     
     
     2. Take note of the following:
        • To use an email part not included in the list, choose Header and enter a header entry in the provided Name field.
          Note: To check the full email header, open an email from your inbox. Next, click on the More Actions icon, then select View Source.
        • To consider the BCC part, select Envelope, then click To. The Envelope includes the email recipients in the following fields: To, CC, or BCC.
        • To use a part of the email content in the condition, choose Content.
        • To use the date of receipt in the condition, choose Current Date.
   • Add Actions. Click the button below for instructions:
      

     Add Actions

     Define what should happen with an email that meets certain conditions by using actions. You can set one or several actions.

     1. Click on the Add action button and select an option from the menu that opens.
        
     
     
     2. Additional buttons and fields will show based on the action selected, which you can use to complete the action.
     3. To remove an action, click on the Delete icon next to the action.
5. Finally, to apply the rule, you can click on Save for future incoming emails or Save and apply for both future and existing emails. Choose the folder containing emails to which the rule should apply.

How to Use Conditions and Actions

Condition Examples

The table below will help you understand how to use conditions and actions when setting up rules. Note that the criterion represents the rule, and the value is what the rule checks.

Action Examples

See the example below on how to apply an action to a condition:

• Add a condition to: From
• Criterion: Is exactly
• Value: [email protected]

Action:

• Redirect to: [email protected]

Any email from mail.example.com will automatically be forwarded to [email protected].

Definition of Actions

How to Create New Rules When Moving

You can create a new rule while moving your emails to another folder. Emails from a specific sender will automatically be moved to the folder selected.

To do this:

1. Log in to webmail via mail.domain.ext. If your domain name is johndoe.com, enter mail.johndoe.com on your web browser.
2. Select the email you want to move.
3. Click on the More actions icon in the upper-right corner, and choose the Move option.
   


4. Then select the folder where you want to move the email and tick the checkbox to enable the Create new rule option.
   


5. After that, you can complete the creation of the rule by adding conditions and actions according to your preference.
6. Once done, the email will be moved to the selected folder, and the new rule will be set up.

How to Edit Rules

If you want to make changes to an existing rule, you can follow these steps.

1. Log in to webmail via mail.domain.ext. If your domain name is johndoe.com, enter mail.johndoe.com on your web browser.
2. Click on the Gear icon located at the top right corner, and then select All Settings from the drop-down menu that appears.
   


3. Next, click on Mail in the left panel to access more options, and then select Rules.
4. From there, click the Edit link next to the rule you want to edit and adjust the settings as desired.
   
    
   • If you wish to disable a rule, click on the Disable button.
   • If you wish to enable a rule, click on the Enable button.
   • You can change the order of rules by dragging and dropping them using the Move icon. However, this option is only available if there are at least two rules.
   • If you wish to remove a rule, click the Trash icon next to the rule.

How to Apply Rule to Existing Emails

To apply a rule to existing emails, follow these steps:

1. Log in to webmail via mail.domain.ext. If your domain name is johndoe.com, enter mail.johndoe.com on your web browser.
2. Click on the Gear icon located at the top right corner, and then select All Settings from the drop-down menu that appears
   


3. Next, click on Mail in the left panel to access more options, and then select Rules.
4. Select the specific rule that you want to apply, and click on Apply.


5. Choose the folder that contains the emails to which you want to apply the rule.
   


6. Finally, click on the Apply rule button.

Review

Setting email filters in Cloud Mail is a powerful tool for maximizing productivity. By automating routine tasks, you'll save valuable time and ensure critical messages never get lost. So, don't hesitate! Start setting up your filters today and experience the benefits of an organized inbox.