Email Filters

Create

The E-mail application allows you to create filters setting up a number of conditions that determine whether messages are to be routed to predefined folders. For example, you could set a filter that would recognize all messages coming from a certain individual (such as a professor) and route them to a special folder. Once you have created a filter, the system continues to route messages based upon its conditions until you delete or edit the filter. To create a new filter, use the following procedure:

Note: Filters allow you to route messages to alternate folders in your e-mail account. Before you create a filter, you should create any folders to which you will route messages.

  1. If you have not already done so, open the E-mail Center.
  2. Click the Options tab. You see the E-mail Options window, which allows you to set options for your e-mail application.
  3. Click the Filters link. You see the Filters window.
  4. Click the Create Filter button. You see the Create/Edit Filter window, which allows you to set message filtering criteria for the following message components:

    From header:
    Using this message component, you can filter all messages where the sender's e-mail address (as contained in the From field) begins with, contains, does not contain, or ends with a letter, phrase, e-mail address, or other element. For example, you could set the system to filter all messages where the From component contains the phrase "hotmail.com." This would allow you to direct all messages from this mail application to a special folder.

    To/CC header:
    Using this message component, you can filter all messages where the To and CC begins with, contains, does not contain, or ends with a letter, phrase, e-mail address, or other element. For example, you could set the system to filter all messages where the Cc component contained the name Sally. This would allow you to direct all messages where the sender had Cc'ed Sally to a special folder.

    Subject header:
    Using this message component, you can filter all messages where the Subject begins with, contains, does not contain, or ends with a letter, phrase, e-mail address, or other element. For example, you could set the system to filter all messages where the Subject contained the phrase Math. This would allow you to direct all messages related to Math to a special folder.

  5. Set the filter operations for the From, To/CC, and Subject header components of incoming messages as suits your needs. If necessary, click the Match Case option. For example, this would tell the system to differentiate between a filter containing "math" and one containing "Math."
  6. Once the filter operations are set, click the Choose Folder button. You see a folder view.
  7. From the folder view, select the folder where the filtered messages will be routed. Click OK to set the destination folder. To exit without specifying a destination, click Cancel.
  8. You are returned to the Create/Edit Filter window. You see information stating the folder to which the filtered messages will be routed. To change this folder, click the Change Folder button. To accept the folder, click OK.
  9. You are returned to the Filters window. To apply the newly created filter to your current e-mail messages, verify that the Enabled check box associated with the filter is checked and then click the Apply Filters Now button.

Delete

The E-mail application allows you to permanently delete any of the filters that you create or to disable them so that they can be used at a later date. To delete or disable a filter, use the following procedure:

  1. If you have not already done so, open the E-mail Center.
  2. Click the Options tab. You see the E-mail Options window, which allows you to set options for your e-mail.
  3. Click the Filters link. You see the Filters window.

    Create Filter
  4. You see details about each filter that you have set up in the system, including the conditions that you have built into the filter.
  5. To delete a filter permanently, click the Delete link associated with the filter that you want to remove.
  6. To disable a filter, but preserve its conditions so that you can reuse it at a later date, deselect the Enabled check box associated with the filter.
  7. To save changes and return to the Options window, click OK.

Edit

The E-mail application allows you to edit individual message filters that you have set up by changing or adding to the individual conditions associated with each filter, deleting a filter permanently from the system, or disabling a filter so that it can be used at a later date. To edit individual filter conditions, use the following procedure:

  1. If you have not already done so, open the E-mail Center.
  2. Click the Options tab. You see the E-mail Options window, which allows you to set options for your e-mail.
  3. Click the Filters link. You see the Filters window.

    Create Filter
  4. You see details about each filter that you have set up in the system, including the conditions that you have built into the filter.
  5. To edit a filter, click the Edit link associated with the filter that you want to change.
  6. If you elect to edit the filter, you see the Create/Edit Filter window. Reset the filter operations for the From, To/CC and Subject header components of incoming messages as suits your needs.
  7. If you need to reset the destination folder, click the Change Folder button and select the folder where the filtered messages will be routed. Click OK to set the destination folder. To exit without specifying a destination, click Cancel.
  8. You are returned to the Create/Edit Filter window. You see information stating the folder to which the filtered messages will be routed.
  9. To accept the filter and folder, click OK.
  10. You are returned to the Filters window. To apply the newly edited filter to your existing e-mail messages, click the Apply Filters Now button.
  11. To Disable a filter, but preserve it for later use, uncheck the Enabled box next to the associated filter.
  12. To Delete a filter, click the Delete link next to the associated filter. Note that this procedure is permanent.

Set Order

The E-mail application allows you to set up filters that impose conditions that routed incoming message to special folders. As you add more filters to the system, they can be used in combinations with one another to more finely filter and route messages, or they can begin to contradict one another. In the E-mail application, the order in which a filter is displayed determines the order in which it is applied.

For example, you may have two filters set up:

Filter 1 routes all messages from a sender named "Professor Smith" to your English folder.

Filter 2 routes all messages where the Subject contains "midterm" to your Inbox. However, if Professor Smith sends a message about a midterm, it will get filtered to go to your English folder BEFORE it has a chance to go to the Inbox.

However, if you set Filter 1 as the condition where Subject contains "midterm," the same message will go to the Inbox, even if it is sent from Professor Smith.

The order and interplay of the filters depends on your needs. To edit overall filter order use the following procedure:

  1. If you have not already done so, open the E-mail Center.
  2. Click the Options tab. You see the E-mail Options window, which allows you to set options for your e-mail.
  3. Click the Filters link. You see the Filters window.
  4. You see details about each filter that you have set up in the system, including the conditions that you have built into the filter and the order in which it is acted upon. Filter 1 takes precedence over Filter 2, which takes precedence over Filter 3, and so on through all filters that you have.

    Create Filter
  5. To reset the order of your filters, click the up or down icon associated with each filter. Note that Filter 1 will only have a down arrow and the last filter in the list will only have an up arrow.
  6. Once the filter order is set, click OK. To apply the new filter order to existing messages, click the Apply Filters Now button.

    Apply Filters Now