Basics Working with Filters

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1 Basics Working with Filters The following are provided to help keep your Zimbra and calendar usage consistent, professional, and up-to-date. Working with Filters Setting Up Filters Creating a Filter for a Calendar Invitations Create a Filter from an Message Working with Filters You can define filters to manage incoming and outgoing messages, including Calendar-related messages and Activity Streams. A filter consists of one or more conditions and one or more actions. You can base a condition on a subject, messages from a specific person, or messages for a particular date. If the message matches the conditions, the specified actions are performed. You can create filters to do the following: Sort incoming messages into folders. For example, all messages from your supervisor are automatically moved into your Management Directives folder on receipt. Tag messages. For example, messages from the corporate-events mailing list are marked with the Events tag. Forward or discard . For example, all messages received from a particular address are moved to the Trash folder. Flag messages for importance. Filters are applied in the order that they are listed. You can change the order at any time. An message is evaluated by each active filter, unless you specify a message is treated only by the first filter it matches. Usually, you do not want more than one filter applied to a message after the first match because the message can undergo multiple, perhaps contradictory, actions. Setting Up Filters You can sort incoming messages into folders. 1. Go to the Preferences>Filters page.

2 2. Click New Filter. On the Add Filter dialog, enter a filter name. 3. Select all from the If any/all of the following conditions are met. 4. Select the conditions that match your supervisor s messages from the drop-down menus or enter them into the text box: 5. Select From 6. Select matches exactly 7. Enter the address, such as into the text field. 8. Select all

3 9. In Perform the following actions, select what you want to do with the filtered messages. From the drop-down menu: 10. Select Move into folder 11. Click Browse and browse to the folder you want to filter the s to, or create New folder. 12. Apply a color to the folder for easier viewing. Click OK. 13. On the Choose Folder dialog box, select where in your folder hierarchy you to place your new folder.

4 14. Click OK to return back to the Add Filter dialog box. 15. Check Do not process additional filters so other filters are not be applied to your new filter and the moving of s into your new folder. 16. Check Active in the upper right of the Add Filter dialog box. This means the filter is in an active state and working. 17. Click OK. 18. You are now back on the Preferences>Filters page. 19. Select your new filter from the filters list and click Run Filter. 20. The Choose Folder dialog box displays asking what folder you want to apply the filter to. 21. Select Inbox. You have the option to select more than one folder, such as selecting your Inbox and your Sent folders.

5 22. Click OK. The filter runs and a progress window displays with the filter status. Depending on how many messages you are filtering, the process might take some time. You can stop the filter at anytime by clicking Cancel. 23. The Filter Run Complete dialog box displays when the process is complete, indicating how many messages were processed and how many messages were affected or moved. 24. Click OK. Create a Filter for Calendar Invitations You can create a filter to organize Calendar invitations you receive and send. 1. Go to the Preferences>Filters page. 2. Click either Incoming Message Filters or Outgoing Message Filters. 3. Select New Filter. 4. In the Filter Name text box, enter a unique name for the filter. 5. To make the filter active, check the Active box in the upper right corner. 6. In the Subject drop-down menu, select Calendar. 7. Select an invite is replied/not reply or invite is requested/not requested condition from the drop-down menu.

6 8. To add more conditions, click the + button and repeat the above steps. The order of the conditions does not matter. 9. Under Perform the following actions, choose an action from the drop-down menu. 10. Depending on the action you choose, you might need to browse to locate a folder or tag name. 11. To add more actions, click the + button and repeat the above step. The actions are applied in the order in which they are listed. 12. If you want more than one filter to be applied to a message, uncheck Do not process additional filters. 13. Click OK. Note: Usually, you do not want more than one filter applied to a message after the first match because the message can undergo multiple, perhaps contradictory, actions. Create a Filter from an Message You can create a filter based on an message in your Inbox. The filter information is extracted from the message. You can then modify the conditions and actions. 1. Right-click an message and choose New Filter.

7 The Edit Filter dialog box appears populated with the information from the message. 2. In the Filter Name text box, type a unique name for the filter. 3. Change the conditions and actions as necessary using the drop-down menus. 4. Click OK.

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