Last week I wrote about emails sent to my inbox that were being moved by a rule I’d set up on the account.
Almost every email system allows the user to set up rules (also called filters) to automatically process mail from specific senders.
I use Google Mail (Gmail) and Yahoo! Mail at home and I also use Microsoft Office 365 at work. The process is pretty much the same for all three systems.
First, you need to identify the type of message you want to filter. The email server will search your incoming mail for messages that meet the filtering criteria.
You may want to filter based on the sender’s email address, or perhaps words in the subject line or words in the body of the message itself.
Once you tell the system what to look for, you have to tell it what you’d like it to do with those messages once they are found.
If the messages are spam or an annoyance, you can have them sent directly to the trash.
Or, if you think you might need that message in the future, you can set a filter to mark that message as “read” and archive it, bypassing the inbox.
You can also filter email messages to be forwarded to another address or even forward important emails to your phone as a text message.
In Gmail, the settings icon is a small gear on the upper right corner of the screen. Click the gear, then click See All Settings. In the settings window, you’ll see tabs across the top, choose Filters and Blocked Addresses.
Here you’ll see any filters set up already, plus a link to create a new filter. Click it to bring up the search box so you can search for a message that has the criteria you want to filter.
Enter the search terms and click the create filter link at the bottom. In the create filter box, you can choose from a long list of things to do with the message (skip the inbox, mark as read, star it, apply a label, forward it, delete it).
You can then apply the filter to all matching messages and when you are finished, click create filter.
Now when a new message arrives that meets the criteria, it will be filtered.
Yahoo! Mail works the same way: open the settings in the upper right corner, look toward the bottom of the settings pane to the more settings link.
Inside more settings, you’ll see filters listed on the left column.
Click add new filter and you’ll be asked to give the filter a name, select the criteria to search on and then choose an action. You can have the message moved to the mail archive, trash, junk or any mail folder you’ve set up.
If I haven’t covered your email provider, don’t worry, you can look for settings on your mail page and you should be able to find the rules or filters.
When in doubt, just do an internet search for your email provider and the words rules or filters. You should find instructions.
Finally, if you check your mail from an app, like Apple Mail or Outlook, you may have better luck going to your accounts webmail page and finding the settings there.
©2021 The Dallas Morning News. Distributed by Tribune Content Agency, LLC.