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Set Up Mail Rules

Reference Number: AA-04935 Created: 2013-05-15 16:50 Last Updated: 2013-05-15 16:50 0 Rating/ Voters




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

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 rule. 

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.

User Rule

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 application: Outlook.

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 Alerts.

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. 

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