Mail Rules
   
 
  • You can use mail rules to move mail into specified folders.
  • You can also use mail rules to act automatically on new messages you receive that meet certain conditions.
  • You can create a rule that filters mail for message from a certain sender or that contain a certain subject and automatically move the messages to a certain folder.
    • For example as a faculty member you can set up a mail rule that all messages with your course number in the subject line will go into a folder for the course you are teaching.
  • You can also edit and delete mail rules.

Note: The IT department does not encourage you to try to filter spam using the mail rules tool, because it will slow down mail processing. The best place to filter spam is the Barracuda Spam Client that will be introduced to campus in February 2005.


Adding a Mail Rule

1). Click on the Mail Tab
- Point to Tools
- Select New Mail Rule from the drop down list
Mail Rule

 

 

2).Enter a Rule Name
- Define a set of conditions
- Under the When section, select a part of the e-mail message to check, such as Sender, Subject, Body, Importance etc. from the drop down list
Mail Rule

 

 

3). Choose one of the following options from the drop down list, next to contains:
Contains
Does not contain
Is
Is not

Note: the contains condition works on partial words and is not case-sensitive
Mail Rule

 

 

4). Enter the criteria to check for, such as the name of a person or a certain word
Note: do not use quotation marks
- Click the Add button to move the criteria you created to the conditions area

Create additional conditions (optional)
- Click AND – to filter mail using the initial conditions and any other conditions you create
- Click OR – to filter mail using either the initial conditions or any new conditions that you create
Mail Rule

 

5). Under Create actions
Select one of the following actions:

- Move to Folder (this action will remove the message from your inbox and place it in the folder you specify)
- Copy to Folder (this action will keep the message in your inbox and also place to copy of the message in the folder you specify)
- Send copy to (this action will send a copy of the message to a person that you specify)
- Set expire date (this action will allow you to set an expiration date for the message)
- Change importance to (this action will change the priority of the message)
- Delete (this action will delete the message from your inbox)
Mail Rule

 

6). Example: Move to Folder

Select Move to folder from the drop down list
Click on the folder icon to select the folder
The Move to Folder dialog box will appear on the screen
Highlight the folder name
Click OK
Click the Add button
Click Save & Close

Mail Rule

 

7). Example: Send Copy To

Select Send copy to from the drop down list
Enter one of more addresses, separated by commas or click the icon to select from the address book
Click the Add button
Click Save & Close

Mail Rule

 

8). To View Your Mail Rules:
- Click on the Mail Tab
- Point to Tools
- Select Mail Rules from the drop down menu
Mail Rule

 

9). The Mail Rules area will be displayed on the screen
A green check mark - indicates that the mail rule is on (enabled)
A blank circle – indicates that the mail rule is off (disabled)
Mail Rule

 

10). To Enable or Disable a Mail Rule:
- Click on the Mail Tab
- Click on Tools
- Select Mail Rules from the drop down list
- Double-click on the rule to open the rule
Mail Rule

 

11). Under Status, Choose One:
Not Enabled – to turn the mail rule off
Enabled – to turn the mail rule on
Click Save & Close
Mail Rule

 

Deleting a Mail Rule

1). Select the rule you want to delete

2). Click the Delete icon (the trash can icon)
Mail Rule

 

Editing a Mail Rule

1).Double-click the rule you want to edit
Mail Rule

 

2). Make changes
Click Save & Close
Mail Rule



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Documentation: nac 1/27/05