Zoho Mail User Guide

Filters

Zoho Mail Filters help you to organize and channelize your Incoming email automatically. You can predefine a set of conditions and assign actions to messages that match the predefined conditions. You can also have a filter to be processed on all incoming messages. The actions can be moving an email to a folder, applying a label, adding a flag or even marking an email as Read or Trashing it.
A filter comprises of 2 parts, Conditions part & the actions part. You can choose to have no conditions for a filter, where all incoming messages will be processed by the filter. When you have conditions, you can mention whether the action needs to be done even if a Single condition matches the message or only if all the mentioned conditions are satisfied by the message.

Creating Filters/Email Rules

  1. Click Settings.
  2. Go To Mail Settings » Filters
  3. Select the account for which you want to add filter from the drop down box
  4. Click ‘Add Filter’.
  5. Specify a relevant name for filter.
  6. In the 'Check Incoming Messages for' option,
    • Select 'All of these Conditions', if you want all the conditions to be satisfied ('And' clause), for performing the selected actions.
    • Select 'Any of these Conditions', if you want any the conditions to be satisfied ('Or' clause), for performing the selected actions.
    • Select Match all incoming messages, if you want the selected actions to be performed for all incoming messages.
  7. You can set the conditions based on the following parameters.
    • Subject
    • Sender
    • To/CC
    • To
    • CC
    • Priority
  8. The matching pattern can be based on any of the following:
    • Begins with
    • Is not
    • Does not contain
    • Is
    • Contains
    • Ends with
  9. Choose the Condition parameter and matching pattern.
  10. Specify the comparison text value in the text box.
  11. Click the green plus to add more conditions.
  12. You can select the Actions in the Filter Actions section. You can select any or all of the following actions.
    • Select 'Move to Folder' and choose a folder, if you want to move the filtered messages to a folder.
    • Select 'Flag as' and choose a flag from the drop down, if you want to add a flag to the filtered messages.
    • Select 'Apply Label' and choose label(s) from the list, if you want to apply label(s) to the filtered messages.
    • Choose whether you want to leave the message as ‘Unread’ or mark it as ‘Read’.
    • Choose whether you want to delete the filtered messages. Ensure the filter before selecting this option, as all incoming messages will be directly moved to trash, and some important mails may land in Trash because of the rule in the filter.
  13. Select 'Stop processing with this filter' if you think that the rest of the filters should not be processed.
  14. Click ‘Save’ to save the filter.

Any new incoming message will be checked for any or all the conditions, as specified in the filter. If the message satisfies, then the Filter actions are done such as moving the message to the selected folder, applying the labels, adding flags, marking email as read etc.

Match All Incoming Messages

When you select the option 'Match All Incoming Messages' in a filter, be cautious about the actions you set. In case you select the actions like Move To Folder, Delete Message, Mark As Read, Add flag, the actions are one time actions and overrides any action defined in the forthcoming filters. Only Apply label action in the other filters will be acted upon, if 'Stop processing with this filter' is not set.

Stop processing with this filter

Stop processing with this filter, if left unchecked, allows the message to be passed through the rest of the filters as well. However, the actions like Move To Folder, Delete Message,

Mark As Read, Add flag, the actions are one time actions and overrides the same action when set in the forthcoming filters. If a filter matches the condition set in a filter and Stop processing is checked, the rest of the filters will not be processed for the particular message.

Run Through Filters

Only the new email are checked for the filters created. If you have existing email in your mailbox, on which you want to check the conditions and perform the actions, you can do so by using the 'Run through Filters' option in the Filters section.

  1. Click Settings.
  2. Go To Mail Settings » Filters
  3. Select the account for which you want to do run through filters from the drop down box
  4. Select the Filters, which you want the messages to 'Run through'.
  5. Click ‘Run through Filters’.
  6. Select the folder in which you have the messages.
  7. A message 'Run through Filters has been scheduled' will be displayed.
  8. On completion, the folders dialog will disappear and a message 'Run Through Filters was successful' will be displayed in the screen.
  9. You can repeat 'Run through filters' by selecting different folders following the same sequence of steps.

Note:

  • Selecting the parent folders will not include sub folders. To apply filters to sub folders, repeat the steps by choosing the relevant sub folder.

Filter Sequence

When you create multiple filters, the sequence of your filters is important for the it to work the way you want. When a new email arrives in your mailbox, Zoho applies the filters in the order it appears in your Filters page. If the email satisfies the first filter conditions and Stop Processing with this filter is selected, only that filter is applied to the message. The rest of the filters will be skipped.
Hence check the option 'Stop Processing' and the Order of filters, to have the optimum effect of filters. To change the order of filters you can provide the order number in the yellow text box or drag and drop the filters and save when prompted.

Disable Filter

You can disable a particular filter by clicking on disable link against the filter. The filter will not be applied for the incoming mails. Later the filter can be enabled when required by clicking on the ‘Enable’ link.

Import/Export Filter

You may want to use the same set of filters you created for a particular account to other POP accounts to. In such a case, you can use the option export/import filters in Zoho Mail to recreate the same conditions and action settings for other accounts too.

Import Filter

  1. Click Settings.
  2. Select the tab ‘Personalize’. If you have multiple POP accounts select the account from the drop down to which you want to manage the filters.
  3. Select Import filter.
  4. A text box appears with a browse button.
  5. Click ‘Browse’ and locate the ‘.dat’ file with the filter rules.
  6. Click Import Filter.
  7. The new filters will be created based on the imported file.
  8. If the folder structure mentioned in the rules file does not exist in the account, the folder structure will be created when the filter is created.

Export Filter

  1. Click Settings.
  2. Select the tab ‘Personalize’. If you have multiple POP accounts select the account from the drop down to which you want to manage the filters.
  3. Select Filters from the list.
  4. Select the filters you want to export.
  5. Click Export filter
  6. Click ‘Save’ to save the file to your system.

Delete Filter

You can delete a filter by clicking on the Delete link in the folder. On clicking delete, a confirmation alert will appear. On confirmation, the filter will be deleted permanently.

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