How To Set Up Filters in (new) MAIL.MSU.EDU - TB11172

Overview

The filtering capability of mail.msu.edu allows users to sort and manage e-mail messages. Typically, a user will create one or more filters and folders and then sort messages accordingly. Using folders to reduce the size or your inbox can improve the general performance of the mail service.

Follow the directions below to set up mail filters.

Note: Mail filters set up in the old web mail client were NOT transferred over to the new mail system.

Note: Users may set filters on either mail service or in their e-mail client software or both. However, filtering only occurs on the mail.msu.edu service when a user logs in to the central service via mail.msu.edu and checks their e-mail. E-mail that is auto-forwarded will be processed for spam, but is not filtered by the new e-mail service before forwarding.

Create folder(s) (optional step)

The following example shows how a user would create a folder named "Sparty". To create one or more folders to filter messages into:

1. Click on the Folders icon at the top of the Inbox screen
2. Click on the Choose Action drop-down and select Create. A pop-up window displays with the prompt, "Please enter the name of the new folder:"
3. Type the folder name (ie: Sparty) and click on OK
4. Repeat with other names to create additional folders

Display the Existing Rules

1. Click Mail, then click Filters
2. Click on the New Rule button
and continue with creating your filter(s)

Creating the Filter

Mail filters have numerous criteria and match methods available that allow mail filtering ranging from simple sorts to complex matches and actions. The steps below outline a typical use of mail filters with all messages From: sparty@msu.edu being delivered to a folder named "Sparty".

1. Type a name for your filter in the Rule Name: field to help distinguish it from others.
2. Click on the Select a Field drop down menu to pick one of the criteria for the filter to follow. (e.g. If you want to put all emails from one specific email address into a folder, select "From")
3. Fill in the blank that displays on the right hand side with the email address/subject/etc. to use.
4. If there is another type of criteria the filter should follow, repeat the previous two steps on a new line. (Note: If you have multiple criteria, be sure that you select "All of the following" (AND type search) or "Any of the following" (OR type search) under the heading For an incoming message that matches: depending on your needs.)
5. Click on the drop down menu under the Do this: heading, to select an action.(Note: If you select "Deliver to folder" or "Deliver to Inbox and copy to", a drop down menu displays to select where your email will go)
6. Click the Save button.

Filter List

The filter is now listed. To change the order in which filters are applied, click on the up and down arrows on the right hand side.

To create another filter, click on New Rule and follow the directions above.

Filtering tagged spam messages

ALL incoming mail, regardless of forwarding settings, is processed for spam characteristics. Suspected spam is marked and delivered to the Inbox with "*****SPAM*****" prefixing the subject line of the message.

To filter the marked spam into a separate folder:

1. Create a new spam folder
2. Create a filter to sort the tagged messages into the folder.