How to organise your mail with rules

You can automatically perform actions on your mail as it is delivered to your account, such as filing them into a folder, or forwarding them to another account. Once rules are built via the web interface, they continue to function even if you then access your mail via a client.

Creating a new rule

There are two ways to create a new rule:

  1. Build a new rule based on the current message
    • When viewing a message, use the More button, then the Rule from Message... option to access the screen.
    • This lets you quickly build a rule based on the sender, recipient, subject or mailing list identifier of the current message.
  2. Create a new rule via the Settings → Rules screen screen.

Configuring rules

To configure rules or build a new rule from scratch, open the Settings → Rules screen. There are three sections:

  1. Discard — if a message matches any of the rules you add in this section, it will automatically be permanently deleted and you will never see it. No further rules will be processed, even if they would have otherwise applied to the message.

    For extra safety if you use discard rules, tick the option "Do not discard messages sent by my contacts". This will help make sure you don't accidentally discard important email.

  2. Forward — redirect all or some of your email to another account. If you select the option to delete the message, the message will be permanently deleted from your account after it has been forwarded, unless an "Organise" rule applies to the message. In this case, it will be delivered to the appropriate folder as specified by the Organise rule.

  3. Organise — Divert incoming messages to a folder other than the Inbox, and/or automatically mark them as read or pinned. These rules are tried in the order they are created: only the first one to match applies to the message. You can drag and drop rules to change the order.

For advanced users with complex needs, use the edit custom sieve code link to access the Sieve management page.

Lots of rules? Use the search bar to locate the one you want for easy, fast filtering.

Rule conditions

When you discard, forward or organise your mail, you create a rule that only applies to messages which match a set of conditions.

Conditions can be combined within a single rule. Either:

Each condition can examine a different part of a message:

The tests to match against a value is tailored. You will see some of:

Rule actions

Once the rule condition has been met, the rule action is applied to the message.

You can