New rule

A rule is made up of four parts: invocation condition, condition, action and exception.

Invocation Condition: whether the rule is to be invoked when mail is received or when a mail is sent. Click on the underlined word received to change the condition of invocation.

Condition: logical conditions which when met will trigger the rule.

Action: action to be taken on the messages fitting the rule.

Exception: conditions that act as exceptions to the rule.

Basic rules

There are seven basic types of rules that you can modify to suit your needs. Some rule templates are only available for Local rules:

1. Move message from someone to a folder

With keywords: received, people, folder. Click on each keyword to define when (received) a rule is applied, from whom (people) the email comes, and to which folder you wish the emails to be moved to.

2. Move message with defined words in subject to a folder

With keywords: received, words, folder. Click on each keyword to define when (received) a rule is applied, containing which wordsin subject, and to which folder you wish the emails to be moved to.

3. Move message with defined words in body to a folder

With keywords: received, words, folder. Click on each keyword to define when (received) a rule is applied, containing which wordsin message body, and to which folder you wish the emails to be moved to.

4. Move spam messages to Spam folder (Local rule only)

With keywords: received, X-Spam-Status: Yes, X-Spam: yes, Junk E-mail

5. Set tag for message from somebody (Not available for IceWarp)

With keywords: received, from, tag. Click on each keyword to define when (received) a rule is applied, from which senders (from people) and which tag is to be assigned to all such messages.

6. Apply custom rule on message I receive

Using this template you can customize a rule that will apply to received messages. Check the conditions and exceptions you would like to include in your rule and then specify the values by clicking on the underlined blue text.

7. Apply custom rule on message I send (Local rule only)

Using this template you can customize a rule that will apply to sent messages. Check the conditions and exceptions you would like to include in your rule and then specify the values by clicking on the underlined blue text.

Additional Conditions

Click next to proceed to the rule customization window. Here you can add additional conditions to your rule. Rules are made up of keywords and you can combine these keywords to form arbitrarily complex rules by checking the conditions you need from the list, and clicking on the underlined words in Rule preview to specify the parameters.

Available rule components include:

• with words found in subject - specify word or sentences that need to be found in the subject line
• from people - specify who the message is from, the sender of the message
• processed with account - this way you can set the account on which the rule should be applied, if it should be just one specific account and not all accounts
• sent only to me - you are the sole recipient of the message, no other recipients in the To or Cc fields or group messages
• my name is in the To field - one of your accounts/email addresses is in the To field
• my name is in the Cc field - one of your accounts/email addresses is in the Cc field
• my name is in the To or Cc field - one of your accounts/email addresses is in the To or Cc field
• my name is not in the To field - the message is not addressed directly to you, which can be a blind copy or group message
• sent to people - sent to specific people/email addresses
• with words found in body - specify word or sentences that need to be found in the message body
• with words found in body or subject - specify word or sentences that need to be found in the subject line or message body
• with words found in header - specify words that need to be found in message headers - header words must be specified as "Name: Value" pair, which means you need to include the name of the header, and then the word you're searching for, ex. From: John
• with size in specified limits - minimum and maximum size of the message
• has attachment - contains any attached file
• has tag - a specific tag is assigned
• is invitation - the message contains an ICS attachment that is an invitation to an event

When using the from people condition you can set the full email address, just the domain or any smaller part of it using these options:

• Exact match - the full email address needs to match the address you filled in
• Domain - the part of the email address after @ symbol
• Contains - any part of the email address (before or after @) contains this word
• Starts with - the searched word you fill in needs to be at the beginning of the email address
• Ends with - the searched word you fill in needs to be at the end of the email address
• Wildcard - use special character * to indicate where the email address might change, this place then can be filled in with any number of characters (including none)
  For example test*@domain.com will cover email addresses [email protected], [email protected], [email protected] and many others.

Actions

Click Next to define the actions to be taken for this rule:

• move to folder
• copy to folder
• delete mail
• permanently delete mail
• archive
• move to junk
• forward to people
• forward to people as attachment
• mark message as read
• mark as flagged
• stop processing other rules
• set tags
• remove tags
• skip notification
• expand folder when message is moved to the folder
• add note

Exceptions

Click on the button Next to define exceptions for the rule:

• except with words found in subject
• except from people
• except when sent only to me
• except when my name is in the To field
• except when my name is in the Cc field
• except when my name is in the To or Cc field
• except my name is not in the To field
• except when sent to people
• except with words found in body
• except with words found in body or subject
• except with words found in header
• except with size in specified limits
• except when the message has attachment

Finally, click Next to give the rule a name and select whether you wish to enable the rule right away. Click Finish and save your new rule.