CCI Guide to Using Filters

Transcription

1 CCI Guide to Using Filters Contents Introduction to Filters Filter Sets Folders Searching for Filter Actions Procedures Creating a Folder Creating a Filter Move Messages to a Folder Creating a Filter Delete from One Address Creating a Filter Sort Junk Creating a Filter Out of Office Activate/Deactivate a Filter Creating a Filter Set Activate/Deactivate a Filter Set

2 Introduction to Filters CCI s webmail includes many features to help you organize your . One of the most powerful tools available to you is filtering. A filter allows you to set the system to sort your incoming , redirect , flag , and even send automatic responses. Filters are set using webmail, and then you can read using webmail or another client of your choice. It is important to note that filters you create only work with you receive after the filter is created. The filters will not go through your current inbox and redistribute . FILTER SETS Another feature of filters is the ability to create sets (or groups) of filters that you can apply at different times. For example, you might have a set of filters that you use every day and another set that you activate when you go on vacation. One filter set can be active at a particular time. You can create a set of filters from scratch or copy an existing set and make modifications. You can also delete a filter set. FOLDERS Folders are particularly useful when you are organizing your . The folders in are similar to folders on your computer desktop, and this guide includes procedures for using folders with filters. SEARCHING FOR When you decide to create a filter, one consideration is how to search for the s that you want to filter. You can search by subject line, sender (from), recipient (to), words in the body of the , and size of the . The key to a successful filter is searching for words or phrases that are unique to the s you want to sort. For example, if you want to sort all of the s from a specific person, you could search the from field for the address of that person. If you want to sort large s (those with an attachment or two) into one location, you could search the size field for s that are larger than a particular size (in bytes, kilobytes, megabytes, or gigabytes). FILTER ACTIONS After you decide how you will search for certain , you must decide what to do with the s that match the search. Filters can perform many actions, including: MOVE MESSAGE TO moves the message to a folder. COPY MESSAGE TO copies the message to a folder while keeping the original in your inbox. Since this can increase the amount of storage you need for , we recommend using other options. REDIRECT MESSAGE TO sends the message to another address. SEND MESSAGE COPY TO sends a copy of the message to another address. DISCARD WITH MESSAGE sends an response to the sender and rejects the incoming . Use this feature with extreme caution because you will not be able to read or retrieve any s that are filtered with this setting. REPLY WITH MESSAGE sends an response to the sender with a message of your choosing. DELETE MESSAGE moves the to the trash folder. Use this feature with caution because you may not be able to retrieve the filtered with this setting. SEND NOTIFICATION sends an to an address you enter with a message and other information of your choosing. Procedures On the next pages, you will find procedures for some of the common tasks you will perform with filters. 2

3 CREATING A FOLDER To create a folder, perform the following steps. 6. From the Parent folder drop down, select the location for the new folder. Hint: Folders can help organize an Inbox. 7. From the List view mode drop down, choose List or Threads. Hint: List is the traditional method of grouping . If you select Threads, messages that are a reply from another will be grouped together. 3. Click Folders. 4. Click the plus. 8. Click Save. 5. On the folder properties screen, type a name for the folder. 3

4 CREATING A FILTER MOVE MESSAGES TO A FOLDER This procedure can be used as a tutorial by typing the information shown on the screen prints. To create a filter using Move Message To, perform the following steps. 6. On the filter definition screen, type a name for the filter. 7. In the incoming mail section, click the radio button that applies. Hint: The search capability is based on Boolean logic. Matching all is equal to AND while Matching any is like OR. Selecting all messages will not let you enter search criteria. 8. From the drop down, select the field to search. 9. From the second drop down, select the search logic that applies. 10. In the search field, type the search word or phrases. Hint: You can search for more than one word or phrase in the same filter. To add another search, click the plus. 11. In the actions section of the screen, from the first drop down, select: Move message to. 4. If you have more than one filter set, click the one that will contain the new filter. 5. Click the plus. 12. In the second drop down, select the folder. 13. When you are finished, click Save. 4

5 CREATING A FILTER DELETE FROM ONE ADDRESS If you are receiving from a particular address and you want to delete the (move it to trash), perform the following steps. 6. On the filter definition screen, type a name for the filter. 7. In the incoming mail section, click the radio button for Matching any of the following rules. 8. From the drop down, select From. 9. From the second drop down, select is equal to. 10. In the search field, type the address. 11. In the actions section of the screen, from the first drop down, select: Move message to. 4. If you have more than one filter set, click the one that will contain the new filter. 12. From the second drop down, select: Trash. 13. Click Save. 5. Click the plus. 5

6 CREATING A FILTER SORT JUNK Normally, your account will include a filter to sort junk into your Junk Folder. If you need to recreate that filter, perform the following steps. 6. On the filter definition screen, name the filter: Put Junk in Junk Folder. 7. In the incoming mail section, click the radio button: Matching any of the following rules. 8. From the drop down, select the three dots ( ). 9. In the search field, type: X-MAG-CATEGORY. 10. From the second drop down, select: exists. 4. Click My Filters. 5. Click the plus. 11. In the action section of the screen, from the first drop down, select: Move message to. 12. From the second drop down, select: Junk. 13. Click Save. 6

7 CREATING A FILTER OUT OF OFFICE In order to set an automatic Out of Office reply you will need to create a rule using the filter feature. 1. Go to Settings and then Filters and then highlight My Filters. 5. Under the execute the following actions dropdown select reply with message and fill out the information with whatever message you wish to convey. (REQUIRED) MESSAGE BODY Is the body of response message. (REQUIRED) MESSAGE SUBJECT Is the subject line of the response message. MY ADDITIONAL ADDRESS(ES) Is the list of any aliases other than the mail address you would like responses to come from. HOW OFTEN SEND MESSAGES (IN DAYS) is how many days to retain the from address before responding to the next received. It is recommended to set it to 1, but can be left blank. 6. When you are finished, click Save. 2. Click on the plus sign in the Filters column. 3. Set a name in the Filter name filed such as Out of Office or Vacation. 4. Set for incoming mail to All Messages. 7

8 ACTIVATE/DEACTIVATE A FILTER 6. Click the gear. When you create a filter, it is active. If you need to turn off a filter, perform the following steps. 7. Select Enable/Disable. Hint: On the filter definition screen, you will see a checkmark next to Filter disabled. 4. Click My Filters. Hint: If you are using a different filter set, click the Filter Set you are using. To reactivate the filter, repeat the process above. 5. Click the filter you want to deactivate. 8

9 CREATING A FILTER SET Your account includes a filter set called My Filters. You can put all of your filters in this filter set or create additional filter sets. Only one filter set can be active at a time. To create a filter set, perform the following steps. 5. On the new filters set screen, type a name for the filter set. 6. In the Filters section of the screen, verify that none is selected. Hint: The other options allow you to copy the filters from another filter set or import them from a file. 7. Click Save. 4. Click the plus. 9

10 ACTIVATE/DEACTIVATE A FILTER SET 6. Select Enable/Disable. When you create a filter set, it is not active. To activate the filter set, perform the following steps. Hint: On the filter set screen, you will see message that the filter set is enabled. To deactivate the filter set, repeat the process above. 4. Click the filter set you want to activate. Hint: An inactive filter set is grayed out in the list. 5. Click the gear. 10

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