Set Up Mail Rules
In order to manage the messages you will receive over time,
it is recommended to create rules to help you manage them. The most common
rules are moving certain messages to specific folders, or deleting unwanted
messages from senders. This comes in
handy for users with high mail volume or automated messages that may not
require your attention. There are two
types of rules: server side rules and client side rules. Server rules are rules that have been created
on the mail server and are processed as received. Client side rules are only
executed when the message has been downloaded from the mail server to your mail
client, that is, Microsoft Outlook. Now let’s take a look at creating both
types of rules.
Server Side Rule
Domain Level Rule
First log in to your Control Panel at http://support.myhosting.com.
Now click the Manage Your Email link found under the Shortcuts
section on the main page.
Now on the right pane you will see Inbound Rules listed. When
under the main domain, this link refers to server-wide rules. In other words
any rule you create here will be applied to all users. Please use this very carefully: this should
only be used by the admin, who is well aware of the consequences of the rules
they are creating.
Now you will be allowed to add additional rules, by simply
clicking on the Add a Rule button. Here
you will be presented the Rule Wizard.
The field List Box refers to what the rule will be checking.
By default it will be the From
address, or you can choose, subject, body, sender, recipient, or header. Once
you choose one of the above you can then specify criteria for the search in the
Search Text field.
As an example, I’ll create a rule to forward all automated
server logs to my colleague who will take action on the report. Start with the following.
Now click Next so
that we can setup what action should be taken with the rule.
On this page, you can either add another criterion to the
rule or you can create an action. Let’s create the action by clicking on the
Set Action button. I can choose between Move
to mailbox, Forward to, Copy to, or Delete.
Once we are done, simply click on Save Action. That’s it: We have created our first server-side
PLEASE NOTE: Rules
are not applied to messages that have been rated as spam by our spam
system. This cannot be disabled, and if
you need to manage how messages are handled when they are detected as spam by
our system use the Anti-SPAM link on the main Manage Your Email page.
When you want to create a rule that only applies to a
specific user, first select the user on the left menu tree. Then on the right pane,
as you did before click on the Inbound Rules link. Then you will be presented with the same
wizard for creating domain level rules.
Client Side Rule
Since there are many client mail applications available, we
will only show how to complete this task with the most commonly used
First, click on the File tab at the top in Outlook to show
the main options of the application. At the bottom, you will see Rules and
Click that button to start the Rule Wizard. The next page will allow you to create rules,
and manage existing rules. Simply click
the New button on the upper left of the new window to start the wizard.
There you will find a large list of criteria that you can
use to manage your mail. You can use the
web for more information on what each of them does, however, for the most part
they are self explanatory.
Now you know how to create server-side, and client-side
rules. Please remember the difference
between them as well as between a domain-level rule, and a user rule.