Follow

Webmail: Creating Filters

Redtail Webmail allows each user to define filters to manage incoming and outgoing mail. The user created filters automatically sort incoming and outgoing email based upon the defined parameters within each filter. A filter can consist of one or more conditions and a resulting action if the message meets the defined conditions. You can design filters to do a plethora of things, such as:

  • Sort incoming email to specific folders
  • Automatically apply tags to messages
  • Forward messages to another address
  • Mark email as junk or discard email

As but two specific examples, you can create a filter that forwards emails from a particular address to your assistant or you can sort all email from various vendors you utilize.

Filter Conditions

Each filter is essentially a rule with one or more parameters and a destination. Filters can also contain multiple conditions. Filter conditions include:

  • Specific addresses in the From:, To:, Cc: fields in the email header.
  • Words or phrases within the subject or body of the message.
  • The presence or absence of file attachments

All the conditions allow for the use of "not" as a negative condition so you can specify mail that does not include specific words or phrases. You also have the ability to assign Any or All conditions as well.

Any versus All

You can create a filter with multiple conditions and set the filter to sort if the message meets all conditions or any of the conditions. When choosing All, the email must meet all defined conditions within the filter in order to be affected by the filter. When choosing Any, a message that meets at least one of the defined conditions within the filter will be affected by the filter.

Below you will find a full list of applicable fields, conditions and actions you can use when crafting filters for your email account.

Comparison Fields that conditions can be applied to:

From - Use this field to specify an email address or a domain name in the From: header field of an email message.

To - Same as From: but looks in the To: header field.

CC - Same as From: but looks in the cc: header field.

Subject - Use this field to specify keywords and phrases in the Subject header field.

Header Named - When this option is selected, an additional input field will appear in front of the the comparison operator (the condition selected e.g. "contains"). This option allows you to specify data for any of the email header fields. Not only can you specify the standard fields of To: or From:, but it will also compare the data within Date, Reply-To, or other custom fields that may be included in the message header. You could use this option to filter out email messages that have "malformed" headers, meaning they do not contain certain information that is normally considered standard for an email message. Sometimes spam, which is automatically generated, omits information such as the Sender or Reply-To fields. Use the second input field (the field immediately to the right of the comparison operator) to specify the header to test for.

Size - Use this field to filter by the size of the message.

Date - Use this field to specify emails sent before or after a certain date.

Body - Use this field to specify keywords and phrases within the body of an email. Used with contains/does not contain condition. Note: does not apply to attachments.

Attachment - Use this field to filter for messages that have or do not have attachments. You cannot filter attachments for words or phrases.

Address in - Use this field to filter email messages from addresses listed in your address book.

Calendar Invite - Use this field to filter calendar related items.

Conditions (comparison operators):

Contains - Specifies that the comparison field contains the specified words and/or phrases.

Matches exactly - Specifies an exact match.

Does not match exactly - Does not specify an exact match. Returns all records that partially match your specified data.

Does not contain - Specifies that the comparison field does not contain the specified words and/or phrases.

Matches wildcard condition - The wildcard character (*) is used in the filtering comparison field to represent one or more characters in the filter. Example: If you search on "red*" the  filter will return matches for Redtail, redhead and redistribute but not Fred.

Does not match wildcard condition - The wildcard character (*) is used in the filtering comparison field to represent one or more characters in the filter. Will return the results that do not include the wildcard.

Actions:

Leave the message in the Inbox (no action) - Save emails to Inbox.

Move the message to another specified folder. - Moves email messages that match the filter conditions to a specified folder.

Tag the message - Tags all matching messages with a specific tag

Mark the message as read or as flagged - Marks a message as read or applies a flag to the message

Discard the message - This action removes the email messages silently. It is not the same as the Delete action within the webmail client. Deleting an email moves it to the Trash folder. The Discard action prevents the message from ever being delivered to your mailbox.

Forward the message to another address - Forwards matching emails to a specified address.

Note: When utilizing multiple actions, the combination of actions will be processed in the following order:

  • Discard the message
  • Move the message to another specified folder
  • Tag the message/Mark the message as read or as flagged
  • Leave the message in the Inbox
  • Forward the message to another address

Now let's take a look at how one would setup a filter within the webmail client.

Click the Preferences tab to navigate to your preferences.

In the Preferences Navigation Pane located on the left, select Filters.

Within the Filters Menu to the right of the navigation pane, select New Filter.

 

After selecting New Filter, the Add Filter dialog will appear. This is where you will name the filter, select your conditions and identify the actions to be performed. After creating your custom filter, select OK to add the filter

 

Next you will want to run the filter if there are messages in your folders that you wish to sort using the newly created filter. You will click on the filter name to choose the desired filter you wish to run. Next, select the Run Filter option to apply the filter to the folder of your choosing to filter any previously received email correspondence that match the conditions. Going forward, the filter will be applied to incoming email.

 

If you are looking for a quicker way, you can also add filters by right-clicking on an email you received as well. Simply select the New Filter option from the right-click menu.

 

This method automatically fills in the condition value with the senders email address and the subject line of the email you right clicked on.

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

Powered by Zendesk