Filters

Filters

Filters/ Rules in Zoho Mail help you to automatically organize your emails, by setting certain conditions and respective actions. You can set up multiple filters in Zoho Mail, based on several parameters. Additionally, filters also help you to automate certain actions like creating a task from an email, auto-forward certain emails based on conditions to a specific email address etc.

Filters in Zoho Mail

Filters in Zoho Mail help you to automatically sort incoming emails. You can define a set of conditions and the respective actions for those conditions. This helps you to save time and have an organized inbox, and makes sure that you don't miss important emails. You need to ensure that you create the required filters in the correct order so that the emails are correctly organized and are sorted based on your requirements. 

Zoho Mail also provides 'Smart Filters'. The Smart Filters once enabled, automatically classify the emails as Newsletters, Notifications or Group emails, based on the information available in the headers. 

How Filters Work

Every incoming email you receive will be processed by your Filters on delivery. In Filters, you will define conditions for processing. There can be multiple conditions, and you have the option to choose whether all the conditions should be fulfilled or if any of the conditions can be fulfilled to process the actions provided in the Filter. 

Ex: 
1. If the sender is "boss@myorg.com", flag as Important and Move to "Priority items"

2. If the sender is "friend@email.com", Move to "Personal items" 

Apart from the sender criteria, you can also set up filters to differentiate emails that arrive at your different email aliases using the To/ Cc parameter. 

Conditions and Actions

Any custom filter has two parts: Conditions and Actions.

You can set up multiple conditions and multiple actions based on your requirements. The conditions or the criteria are based on the following parameters: 

  • Sender
  • Subject
  • To
  • Cc
  • To/Cc
  • Priority
  • Attachment Name
  • Attachment Type
  • Has Attachments
  • Duration

The Actions that can be automated are:

  • Move to a chosen folder
  • Apply a selected Tag/Flag
  • Mark as Read/Unread
  • Delete the email
  • Forward the Mail (to a different email address)
  • Add Mail as Notes
  • Assign Mail as Task
  • Add Attachments to Dropbox

The user can select a single action/ multiple actions for each filter.

Create New Filter

  1. Login to www.zoho.com/mail
  2. Go to Settings, then select Mail Settings, and choose Filters
  3. If you have multiple email accounts configured, select the required account from the 'For Account' dropdown.
  4. Click the + icon in the top right corner of the Filters tab.
  5. The 'Create Filter' dialog box pops up on screen.
  6. Provide a 'Name' for the filter, to identify the filter.
  7. In the drop-down menu, choose whether you want to run the filter actions.
    • When any of the conditions match ('Or' based filter) - The actions are processed even if one of the conditions match.
    • When all the conditions match ('And' based filter) - The actions are processed only if all of the specified conditions match.
    • For all incoming messages - The actions are processed for all the incoming messages, irrespective of whether or not the conditions match.
  8. Choose the required parameter for the Conditions and provide the criteria for the particular parameter. 
  9. Select the matching pattern, to connect the parameter and the criteria you have provided. The available options vary according to the chosen parameter. 
    1. Ex: For parameter "From", the pattern can be "Contains", "Begins with", "Ends with" etc.. 
    2. For parameter "Priority", the matching pattern is "Is", "Higher than" and "Lower than"
  10. Click the + button across the Conditions field to add more such filter conditions. 
  11. After adding the necessary conditions, choose the Actions that you want to set for your filter.
  12. For the ‘Move to Folder’, ‘Flag as’, and ‘Tag as’ actions select the suitable folder, tag or flag from the drop-down menu across the actions field.
  13. You can add multiple actions by clicking the '+' icon across the Actions field.
  14. Select 'Stop Processing Other Filters' to stop the execution of other filters.
  15. Click Save to save your filter preferences.

Filter Examples:

Example 1: The below filter processes the emails sent by "boss@mydomain.com" and with Priority as "High", and moves the emails to the folder "Respond Immediately" and also flags them as "Important"
Match All Conditions:
ConditionsSender "is" boss@mydomain.com 
Priority is "High"
Actions: Move To Folder "Respond Immediately", Flag as "Important"

Example 2: The below filter processes the emails sent by "bill@mymobile.com" or "invoice@mydth.com" and moves the emails to the folder "To check and pay" and also create a Task from the email. 
Match any of the conditions:
Sender: "bill@mymobile.com" or
Sender: "invoice@mydth.com"
Actions: Move To Folder "
To check and pay"
Assign as Task Project "Monthly bills"

Create Filter from an email:

When you are reading a particular email, you can directly create a new filter based on the parameters in that email. This helps you to auto-classify the future emails similar to the one you are reading.

  1. Suppose, you are reading an email from 'information@importantalerts.com' with Subject 'Monthly Page View Statistics'.
  2. Click the More Actions icon in the top right corner of the mail view pane.
  3. Select Add To, and then choose Filters.
  4. The 'Create Filter' dialog pops up on screen, with the parameters Sender/ Subject prefilled based on the current email.
  5. View the conditions, parameters, and other items in the filter and modify the details wherever required.
  6. Choose the required actions for the particular email.
  7. Click Create to create a new filter and have all new incoming emails processed by that filter.

Note:

Instead of defining the filter conditions and actions manually, you can also use the Smart Filters option in Zoho Mail.

Match All Incoming Messages

The Match all Incoming messages option is useful when you want to perform an operation on all emails that you receive. You can set the condition type to For all Incoming messages from the dropdown next to the Filter name text box.

This can be useful when you want to perform a particular action like adding a tag or flag to all incoming messages, irrespective of the conditions.

You need to be cautious when you select this option because actions like 'Delete' or 'Mark as Read' might turn out to be disastrous.

Stop processing other Filters

When you have multiple filters, the filters are processed from top to bottom, in the sequence they appear on 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. But, if you check the 'Stop processing other Filters' checkbox, the rest of the filters are skipped. Only the first filter whose conditions match with the email is processed. 

If 'Stop processing other Filters' is not checked, the email passes through the rest of the filters as well, based on the conditions of each filter.

However, actions like Move To Folder, Delete Message, Mark As Read, Add flag, Filter based forwarding are one time actions and if the same action is set in the forthcoming filters, it gets overridden.

Example: Consider that you have 4 filters with conditions set on the basis of the subject of the email. The subject conditions specified on each filter are 'Important' with action 'Move to Folder', 'Marketing' with action 'Apply Tag', 'Announcement' with action 'Add Flag' and 'Blog' with two actions 'Move to Folder' and 'Add Tag'. Suppose you receive an email with the 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 topmost filter. The last filter action 'Move to folder' will be skipped, but the tag specified in the last filter will be processed, provided all the filters have 'Stop processing other Filters' unchecked. If 'Stop Processing other Filters' is checked, only the topmost filter in the sequence will be applied to the email.

Run Through Filters

Once a filter is created, the incoming emails undergo the filter processing and are classified accordingly. However, the emails received before the creation of the filter will not be processed. To process the previously received emails in a particular folder, using a newly created Filter, you can use the Run through Filter option.

  1. Login to www.zoho.com/mail
  2. Go to Settings, select Mail Settings, and then choose Filters.
  3. If you have multiple email accounts configured, select the required account from the 'For Account' dropdown.
  4. The filters associated with that account get listed on the screen.
  5. Place your cursor over the filter for which you want to process the emails.
  6. On hovering over the respective filter, you can see the relevant options to Run through, edit or delete.
  7. Click the Run Through Filter icon. 
  8. The folders in your mailbox will be listed. Select the folder whose emails you want to classify with this filter.
  9. The emails in the selected folder will be processed according to the filter parameters and classified.

Filter Sequence

When multiple filters are created, the sequence in which your filters are arranged is important for it to work the way you want.

When you receive a new email, Zoho Mail applies the filters in the order it appears in your Filters page. The filters whose conditions match with the email are applied to the email and the relevant actions are processed. The filter numbered 1 is applied first and the rest are processed in the order listed on the screen.

If the email satisfies the conditions of the filter numbered 1, and Stop Processing other Filters is selected, only that filter is applied to the message. The rest of the filters will be skipped. Hence check the option 'Stop Processing Other Filters' and rearrange as per your preference to have the optimum effect of filters.

To change the order of the filters, drag and drop the filter to the desired position. You will be asked if you want to change the order of the filters, click ok.

Disable Filter

You can disable a filter by clicking on the tick mark in the status column. Once disabled, this filter will not be applied to the incoming messages. If required, it can be enabled later by clicking on the tick mark again.

Import/Export Filter

You might want to use the same set of filters that you've created for a particular account in other POP accounts too. In such cases, you can use the option export/import filters in Zoho Mail to recreate the same condition and action settings for other accounts too.

Import Filter

  1. Login to www.zoho.com/mail.
  2. Go to Settings, select Mail Settings, and choose Filters.
  3. If you have multiple email accounts configured, select the required account from the 'For Account' dropdown.
  4. Click the More Actions button on the top right corner of the Filters tab.
  5. Click Import from the options listed.
  6. Browse and select the '.dat' file containing the filter rules.
  7. Click Open after selecting the .dat filter rules file.
  8. The new filters will be created based on the rules specified in the file.
  9. 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 imported.

Export Filter

  1. Login to mail.zoho.com.
  2. Go to Settings, select Mail Settings, and choose Filters.
  3. If you have multiple email accounts configured, select the required account from the ‘For Account’ menu in the Filters tab.
  4. The filters associated with this account get listed on the screen.
  5. Click the More Options button in the top right corner of the window.
  6. Choose Export from the list of options.
  7. All the existing filters under that account will be exported as a .dat file.

If you want to export only certain filters, select the checkbox to the left of the respective filters. Now, click the 'More Options' icon and choose 'Export' from the options listed. The selected filters will be exported as a .dat file.

Delete Filter

To delete multiple filters at one go, select the checkbox to the left of the respective filter and click the More Actions button in the top right corner of the filters window. Choose the Delete option from the listing.

To delete individual filters, hover over the respective filter and click the ‘Delete’ icon across the filter.

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