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:
Create New 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.
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.
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.
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.
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.
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.
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.