Filters in Zoho Mail:

Filters or Rules organize the incoming emails automatically, based on the predefined set of custom conditions and the select set of actions. 

Ex: You can flag all emails from your 'Boss' as important and move them to a folder or add a label to it. Some emails can be set to marked as 'Read' or even set to 'Deleted' and moved to Trash. 

Every filter has two sections, the Conditions and the Actions. The conditions or the criteria can be based on one or more of the following: 

  • Sender
  • Subject
  • To/ Cc
  • Priority
The multiple conditions can be 'Or' conditions or 'And' conditions, based on the which the filter actions will be processed. 
The automated Actions can be one or more from the following options:
  • Move to a chosen folder 
  • Apply a selected Label/ Flag
  • Mark as Read/ Unread 
  • Delete the message 
  • Forward the message to a different email address

Create New Filter: 

  1. Login to
  2. Go To Settings » Mail Settings » Filters
  3. If you have multiple mail accounts, select the correct account from the Drop down. 
  4. Click 'Add Filter' to launch the new filter dialog.
  5. Provide a filter name, which you can identify and relate with the filter. 
  6. In the Check Incoming messages option, 
    1. 'All conditions' - To have the 'And' based filter for your conditions
    2. 'Any condition' - To have an 'Or' based filter for your conditions
    3. Match all incoming messaged, to make this filter work for all the incoming messages. 
  7. Choose the parameter for your condition from the drop down.
  8. Select the matching pattern for the condition based on the text parameter you provide. 
  9. Provide the text for the criteria you have chosen. (Ex: email address, in case you want to match based on sender email address)
  10. Click the green plus to specify additional conditions for your filter.
  11. Once you have completed the conditions section, you will now select the 'Actions' you want to perform on the emails that satisy the conditions. 
  12. Select the preferred actions for the filter. You can select multiple actions for the filter. 
  13. Select 'Stop processing other filters' to stop the execution of the other filters. 
  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

In the condition type, you can specify 'Match all incoming messages', for doing a selected action in all incoming emails. This can be useful, when you want to do a particular action like adding a label or flag to all incoming messages, irrespective of the conditions.  

You need to little cautious when you select 'Match all incoming messages', as actions like 'Delete' or 'mark as read' might be disastrous. 


Stop processing other filters

When you have multiple filters, the filters are processed from top to bottom, in the sequence they appear in your screen. When an email satisfies the first filter, it is processed by the first filter and is checked for the next filter in the sequence. If you select 'Stop processing other filters', the rest of the filters are skipped. 

If 'Stop processing other filters', is not checked, allows the email to be passed through the rest of the filters as well, based on the conditions of each filter. However, the actions like Move To Folder, Delete Message, Mark As Read, Add flag, Filter based forwarding the actions are one time actions and overrides the same action when set in the forthcoming filters. 

Ex: Suppose you have 4 filters based on Subject of the email containts "Important", "Marketing", "Announcement" and "Blog", with actions as 'Move to Folder', Apply label, Add flag and "Move to folder, Add Label" respectively in each of these filters. Suppose you receive an email with subject "Important announcement about Blogs - Attn: Marketing team", then all the four filters will be processed sequentially. But the action 'Move to folder' will be done based on the action set in the top most filter. The last filter action 'Move to folder' will be skipped, but the label specified in the last filter will be processed, provided all the filters have "Stop processing with this filter' unchecked. 

 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.


  • 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.