Sort incoming mail with rules
To create a rule, open Settings › Rules/Advance Forwarding and stay on the Rules tab. Choose a condition under Rule, type the text to match in Message, choose an Action such as Move to the specified folder, and click Save. Rules run on incoming mail, and your admin sets how many you can have.
How to sort incoming mail with rules
Where: Settings › Rules/Advance Forwarding › Rules
- Click your profile picture, then Settings, and open Rules/Advance Forwarding.
- On the Rules tab, choose a condition under Rule, for example Subject line contains.
- Type the text to match in Message.
- Choose an Action. If it is Move to the specified folder, pick the folder.
- Click Save. The rule appears in the list below.
When to use it
Meera in procurement at acme.in gets dozens of purchase orders a day. She creates a rule "Subject line contains PO#" with the action Move to the specified folder › Purchase Orders, so her Inbox shows only mail that needs a reply.
Options
| Condition | Matches mail where |
|---|---|
| To contains | The To address contains your text. |
| From contains | The sender address contains your text, for example @vendor.in. |
| Cc contains | A Cc address contains your text. |
| Date contains | The mail arrived on the date you pick. |
| Message has an attachment | The mail has any attachment. |
| Message is marked as priority | The sender marked the mail as high priority. |
| Message body contains | The body contains your text. |
| Subject line contains | The subject contains your text. |
| Action | What it does |
|---|---|
| Move to the specified folder | Files the mail into the folder you choose, such as one of your own folders. |
| Delete | Deletes matching mail. |
| Auto Reply | Sends your reply to the sender, at most once a day per sender. |
| Set Color | Marks the mail with a colour in the mail list. |
Good to know
- Rules and Advance Forwarding share one limit set by your admin.
- Each rule has one condition and one action. To combine actions, create two rules with the same condition.
- The text you type in Message can be up to 50 characters.
- XgenPlus refuses a rule that already exists with the same condition, text and action.
- At the top of the Rules tab there is a one-click option to move spam and bulk mail to the Spam-Promo folder.
Common questions
How many rules can I create?
Your administrator sets the number of rules allowed for your mailbox. If you reach it, XgenPlus tells you, and you need to delete a rule before adding another.
How do I delete a rule?
Tick the rule in the list and click Delete in the table header.
Can a rule forward mail to another address?
Use Advance Forwarding on the next tab. It forwards mail by sender, with size and attachment limits.