Email rules are essential for reducing manual work. You can create rules for the automatic forwarding of emails, moving emails to subfolders, auto-response when you are out of the office, and highlighting messages with flags.
In this article, you will learn how to create email rules for WebClient. To set a rule you need to specify a condition and action. If the condition is met, it triggers an action.
To create a rule:
- Click your avatar > Options
- Go to the Mail tab
> Rules
- Click Add
Forwarding
Use case: you are planning vacation and need your colleagues keep up your work while you are absent.
Set the forwarding rule that would forward emails from the client you are responsible for to the shared account.
- In Conditions, select From: and enter the email address of the client.
- In Actions, enable Forward to and enter the shared email address for forwarding emails from the client.
- Click OK to save the rule.
Auto-response
Use case: you want to sent a customized reply to a particular customer when you are out of office.
Set the auto-response rule to send a predefined email to the customer.
- In Conditions, select From: and enter the email address of the client.
- In Actions, enable Send Message. Click
and enter the message text. You can use a variable to use the topic of the subject incoming email in your Subject.
- Click OK in the message window to save the text. Then click OK in the rule window to save the rule.
Moving to Subfolder
Use case: you want to sort out the messages from a certain recipient.
Set the rule to move messages to a subfolder you created for this purpose.
- In Conditions, select From: and enter the email address of the client.
- In Actions, enable Move to. Click folder and select a folder from the list or create a new one by clicking New Folder.
- Click OK in the folders window to select the folder. Then click OK in the rule window to save the rule.
Marking Messages
Use case: you want to mark messages that contain attachments.
Set the rule to mark messages with attachments with a flag.
- In Conditions, select Message. Select contains attachment.
- In Actions, scroll down and enable Move to. Check the Flagged checkbox. To add a note, enter it in Customs flags.
- Click OK in the rule window to save the rule.
Note: Built-in Forwarder and Autoresponder will be applied to every incoming message. With custom rules, you can set specific behaviours for individual messages or senders. This will give you more control over your emails. |
You will find the new rules in the list of rules in the Rules tab.
Click the rule to edit, delete or move it up or down. The position of the rule determines the order in which they are processed. The rules at the top of the list are processed first.
We recommend always enabling Stop processing more rules when setting Actions to ensure that the rule will always be processed, even if there are rules that can cancel it.
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