Manage messages with filters

The application allows you to set up message filters to automatically manage incoming and outgoing messages. Using filtering rules, the application can automatically move messages to folders, delete them, direct them to other e-mail addresses.

Each account has its own set of filters.

The Message Filters window can be opened by selecting Tools > Message Filters in the Main Menu.

The window contains a list of filters created for the selected account and items:

–Filters for list: select the account to search for filters for.

–Search filters by name field: find filters by name.

–New button: open the Filter Rules window to create a new filter. Through the menu button you can Copy the selected filter.

–Delete button: delete the selected filter.

–Move to Top, Move Up, Move Below, Move to Bottom buttons: navigate through the list of filters.

–Run selected filter(s) on list: select a folder for applying filters.

–Run Now button: run the filters in the selected folder.

–Filter Log button: view the log of filter launches.

Create message filter

To open the Filter Rules window to create a message filter, use one of the methods:

–From the ☰ MyOffice Mail menu, choose Tools > Message Filters, and then in the Message Filters window, click New.

–On the mail tab, in the Message List, select a message, and then from the Main Menu, select Message > Create Filter From Message. The Filter Rules window opens with the sender address filled in.

–On the mail tab, in the Message List, select the message, and then in the Message View Area, select the required user and in the context menu, select Create Filter From. The Filter Rules window will open with the user's address filled in.

To customize and apply a message filter:

1.Open the Filter Rules window using one of the methods described above.

2.Enter a Filter Name.

3.Configure the filter triggering conditions in the Apply filter when area:

•Manually Run: check the box if you will need to apply the filter to a specific folder manually. When unchecked, this will not be possible.

•Getting New Mail: select the check box if you want to automatically apply a filter to incoming mail, and select Filter before Junk Classification or, if you have trouble filtering the message body, select the Filter after Junk Classification option.

•Archiving: check this box if you want to automatically apply a filter when archiving messages.

•After Sending: check this box if you want to automatically apply a filter to messages you send.

•Periodically, every 10 minutes: Check the box if you want to automatically apply a filter every 10 minutes.

4.Select whether to apply the filter when all conditions are met, any of the conditions are met, or no conditions are met by checking the corresponding checkbox.

5.Customize one or more of the filter application conditions by specifying the desired options, for example:

a.In the first list, select the Subject field.

b.In the second list, select a validation option, for example, contains.

c.In the input field, specify the value whose presence will be checked, for example, 'urgent'.

d.If you want to add or remove a condition, click the + or - button.

6.In the Perform these actions area : customize actions with e-mails that match the filter conditions, for example:

a.In the first list, select Tag Message.

b.In the second list, select a value, for example, Important.

7.Click the OK button. The filter will appear in the list of filters in the Message Filters window.

8.If you want to apply a new filter to messages that you have already received, select the desired folder in the Run selected filter(s) on list, and then click the Run Now button.

The created filters will run in the order in which they are in the filter list. However, if the order of the filters is configured incorrectly, you will see a message at the bottom of the window stating that the filters will be executed in a different order. You can see the order in which the filters are executed by clicking the appropriate link in the message.

For example, if you configure a filter that moves a message to a different folder, and you configure a filter that creates a reply to the message — in this case the reply filter will not work because the message has already disappeared from the folder. Therefore, the application will change the order so that the reply filter is executed before the move filter.

There is no limit to the number of configured conditions and actions, but it is recommended to keep filter rules simple. Overly complex rules with many conditions and actions can make it difficult to manage filters and affect the overall performance of the application.

Enable message filter

To enable or disable the message filter, use the following method:

–In the Message Filters window, check or uncheck the Enabled column in the filter row.

Enabled filters will:

–automatically process new messages according to the configured rules (see above);

–be applied when you run the Run Filters on Folder and Run Filters on Message commands (see below).

Apply filters to a folder or message

Before applying filters, it is recommended to test how they will work, because the application of filters cannot be rolled back. To restore messages to their original state, reconfigure the filters accordingly and apply them to the desired messages.

To apply enabled message filters to a folder or message:

1.From the Folder Pane, select the desired folder, or from the Message List, select one or more messages.

2.From the Main Menu, select Tools > Run Filters on Folder or Run Filters on Message.

Filters enabled in the Message Filters window are applied to all messages in the selected folder or to selected messages.