Incoming Filters

Incoming Filter

Incoming filters in Zoho Mail allows you to organize your incoming emails. It will also help you automatically perform certain actions on your incoming emails.

Create New Filter

  1. Login to Zoho Mail
  2. Click the Settings  icon.
  3. Go to Filters
  4. If you have multiple email accounts configured, select the required account.
  5. Open the Incoming Emails Filter tab. Click on New Filter.
  6. The Create Filter dialog box pops up on screen. You will have to fill in the Name, Filter Conditions and Actions in this dialog box.
  7. Provide a Name for the filter, to identify the filter.
  8. Choose how 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.
  9. Choose the required parameter for the Condition Type and provide the Condition for the particular parameter. 
  10. Select the matching pattern, to connect the conditions 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"
  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. Select 'Stop Processing Other Filters' to stop the execution of other filters.
  14. Click Save to save your filter preferences.

Conditions and Actions

Any custom filter has two parts: Conditions and Actions. In simpler terms, you define the conditions in the first part and provide a rule or an action, which should be carried out when the part 1 condition is fulfilled. 

Conditions

You can set up multiple conditions and multiple actions based on your requirements. The conditions that can be associated with any filter, the operating parameters and the data type that has to be used with each condition are listed below: 

ConditionsOperating Parameters
From

Contains, Does not contain, Begins with, Ends with

Is, Is not

In, Not in

Subject

Contains, Does not contain, Begins with, Ends with, Is, Is not

To

Contains, Does not contain, Begins with, Ends with

Is, Is not, Only Me

Cc

Contains, Does not contain, Begins with, Ends with

Is, Is not, Only Me
To/Cc

Contains, Does not contain, Begins with, Ends with

Is, Is not, Only Me

Content

Contains,
Does not contain

PriorityIs, Is lower than,
Is higher than
Attachment Name

Contains, Does not contain, Begins with, Ends with, Is, Is not

Attachment Type

Contains, Does not contain, Begins with, Ends with, Is, Is not

BetweenDate, Time


Actions:

Managing your mailbox:

  • Move to Folder - You can select a folder and move the email to a specific folder. You can also create a new folder if you haven't already created one for a set of conditions.
  • Apply a selected Tag/Flag - You can choose a tag which can be applied to the email. 
  • Mark as Read/Unread - You can change the Read/ Unread state of the email. Ex: You can mark certain notifications as read, without adding them to the unread count. 
  • Delete the email - You can move email directly to Trash based on some conditions. Ex: It will be useful when some newsletters keep coming, even after unsubscribing several times. 
  • Delete after N days - This action deletes the emails that fall under the defined condition after the specified number of days. This action will be useful in cases where certain notifications are necessary at that point but are not meaningful after a few days.
    It is always advisable to use the 'Delete after N days' action with the 'Move to Folder' action because you will have an idea that emails in that particular folder will be deleted after the specified number of days. Also, make sure that this folder is named relevantly to convey that the folder content will be deleted after a few days. 
  • Forward the Mail (to a different email address) - Conditional Forwarding - Instead of forwarding all emails, you can define some conditions based on which only some emails can be forwarded. 
  • Don't add attachments to Attachment Viewer - Incoming attachments will not be added to the attachment viewer if this action is selected. If you decide that a record of certain attachments are enough in just emails, and don't have to be added to the attachment viewer, this action can be used. 

Note:

If the Condition Type you have selected is Any of these conditions for any of the following actions, you will be prompted to re-check your Condition Type:

  • Move to Spam
  • Delete the email

Processing your emails:

  • Add Mail as Notes - Add the entire email as a note, with the subject as Title and the email content as the Notes. 
  • Assign Mail as Task - Add the email as a Task, with the Subject as Title and email content as Description
  • Custom Functions - Customise the filter actions and conditions using the available parameters using Deluge scripting via Zoho Creator. Learn more.

Managing your attachments:

You can configure filters to upload the attachments from emails, that match your conditions, to certain file storage services or choose to not add attachments to Attachment Viewer using one of the following filter options

  • Add attachments to Dropbox
  • Add attachments to Google Drive
  • Add attachments to OneDrive
  • Add attachments to Box
  • Add attachments to Zoho Docs
  • Don't add attachments to Attachment Viewer - Attachments that part of your emails, will not be added to the Attachment Viewer if you select this action.

Authenticating the storage services

  1. Login to Zoho Mail
  2. Click the Settings  icon.
  3. Go to Filters
  4. Open the Create Filter window.
  5. Enter the necessary condition and click on Select Actions.
  6. Select the Add attachments to filter of your choice and click Choose Folder.
  7. Click the Authenticate button on the Authentication window that appears.
  8. If you are not already signed into the file storage service of your choice in your browser, you will be prompted to do so. 
  9. Once signed in, a consent window to allow access of your files will appear. Click Allow.
  10. The list of your files and folders will be displayed. You can choose the folder you want to upload your attachments to. The attachment will be saved to the root folder if no folder is specified.
Note:
  • The above Authentication steps are followed for Dropbox, One Drive, Google Drive and Box filter options. Add Attachments to Zoho Docs filter option does not require the authentication process since you are already signed into your Zoho account.
  • Attachments upload size constraints are subjective to the size limits of the User's file storage accounts.

Advanced Filters

You can create Advanced filters by using a combination of AND and OR condition types. Select the Advanced conditions (AND/ OR) condition type to create advanced filters. After adding multiple Conditions, you can change the AND or OR option between the conditions by clicking them.

Apart from selecting AND or OR between conditions, you can decide the sequence in which these conditions need to be run by editing the Criteria pattern. Click on Edit next to the Criteria pattern and enter the desired sequence of conditions and click Save.

Example: 

Requirement - All emails from paula@zylker.com and charles@zylker.com with the subject 'Marketing' need to be processed.

Condition Type - Advanced conditions (AND/ OR)

Condition - From: paula@zylker.com (1), From: charles@zylker.com (2), Subject: Marketing (3)

Criteria Pattern - ((1 OR 2) AND 3). The emails with (1) & (3) and emails with (2) & (3) will be processed ie., emails can satisfy either 1 or 2 but need to satisfy 3.

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