If you are using the Zimbra webmail client (http://webmail.saintmarys.edu), you can send all messages with one or more characteristics (from address, to address, subject, content of message body) to a single folder to make them easy to find. You can also send all unwanted messages from an address to a single folder or delete those messages without ever having to see them in your regular inbox.

To filter e-mail WANTED messages in the Zimbra webmail client to a folder:

1. Visit http://webmail.saintmarys.edu and log in.
2. There will be several tabs at the top of the page. Click on the Preferences tab to edit your e-mail options.
3. In the left column that lists all of the preferences choices, click on Filters.
4. Click on New Filter.
5. An Add Filter window will appear.
6. In the Filter Name: field, type the name for the rule. You should give your filter a descriptive name (such as "From Mom and Dad" or "About sports").
7. In the If any/all the following conditions are met: section, choose a grouping preference by selecting one of the two options.

• Any conditions means that if any of the conditions in the filter are met, apply the action. An example of an "any condition" filter would be if a message from Mom@home.com was received, it would go in a "Mom and Dad" folder you will create, OR if a message from Dad@home.com was received, it would go in that same "Mom and Dad" folder. The message does not have to come from both Mom@home.com and Dad@home.com to go into that folder automatically.

• All conditions means that all of the conditions in the filter must be met in order to apply the filter action. An example of an "all condition" filter would be if a message was sent from a specific individual (coach@saintmarys.edu) AND it was to a particular address (student@saintmarys.edu) AND the body of the message contained a certain word or phrase (practice) it would go in an "About sports" folder you will create. The message has to meet all of those conditions to go into that folder automatically.

8. The following steps can be repeated to set up multiple conditions and actions within a single filter.

1. Select from the first drop-down list which condition to use. (The default for this list is "From.")
2. Choose a comparison method. The options shown depend on your choice in the previous drop-down. For example, "contains" or "matches exactly" could be shown. (The default for this list is "contains.")
3. In the text field, type a word, phrase, or e-mail address to filter for.

9. Click the + to add more conditions (if you wish).
10. In the Perform the following actions: area, choose an action from the drop-down list. (The default for this list is "Keep in Inbox.")
In most cases, you would want to select File into folder.
11. Specify a folder or tag name, if necessary. (What you specify depends on the action you chose in the step above.)
In most cases, when you select File into folder, you will be prompted to select a folder to filter the messages into. Click on the Browse... button. In the new window that appears, select a folder you want the filtered messages to go into and click OK. To create a new folder for the filtered messages to go into, click the New button. At the top of the new window, enter the name of the new folder you want to create ("Mom and Dad"). Make sure that Folders is highlighted in the bottom portion of the window if you want the folder on the top level of your Zimbra mail. Click OK. Then select the name of the new folder you just created and click OK.
12. Click the + to add more conditions (if you wish).
13. Leave Do not process additional filters checked. This ends the filter process if a message fits the filter condtions you have set.
14. Click OK.
15. Make sure the filter you created has the box to the left of it checked. When the check is there, the filter is active.
16. The filter will be applied automatically to all new incoming mail messages as they arrive.

To filter e-mail UNWANTED messages in the ZMail Zimbra webmail client by deleting them automatically:

1. Visit http://webmail.saintmarys.edu and log in.
2. There will be several tabs at the top of the page. Click on the Preferences tab to edit your e-mail options.
3. In the left column that lists all of the preferences choices, click on Filters.
4. Click on New Filter.
5. An Add Filter window will appear.
6. In the Filter Name: field, type the name for the rule. You should give your filter a descriptive name (such as "Unwanted messages").
7. In the If any/all the following conditions are met: section, choose a grouping preference by selecting one of the two options.

• Any conditions means that if any of the conditions in the filter are met, apply the action. An example of an "any condition" filter would be if a message from Mom@home.com was received, it would go in a "Mom and Dad" folder you will create, OR if a message from Dad@home.com was received, it would go in that same "Mom and Dad" folder. The message does not have to come from both Mom@home.com and Dad@home.com to go into that folder automatically.

• All conditions means that all of the conditions in the filter must be met in order to apply the filter action. An example of an "all condition" filter would be if a message was sent from a specific individual (coach@saintmarys.edu) AND it was to a particular address (student@saintmarys.edu) AND the body of the message contained a certain word or phrase (practice) it would go in an "About sports" folder you will create. The message has to meet all of those conditions to go into that folder automatically.

8. The following steps can be repeated to set up multiple conditions and actions within a single filter.

1. Select from the first drop-down list which condition to use. (The default for this list is "From.")
2. Choose a comparison method. The options shown depend on your choice in the previous drop-down. For example, "contains" or "matches exactly" could be shown. (The default for this list is "contains.")
3. In the text field, type a word, phrase, or e-mail address to filter for.

9. Click the + to add more conditions (if you wish).
10. In the Perform the following actions: area, select File into folder.

Saint Mary's does not recommend selecting the Discard action option. The Discard option deletes the mail message without delivering it. The message will not appear in any of your folders, not even Trash.

11. You will be prompted to select a folder to filter the messages into. Click on the Browse... button. In the new window that appears, select a folder you want the filtered messages to go into and click OK.

The option that Saint Mary's recommends:

1. Create a new folder for the filtered messages to go into. Click the New button. In the new window that appears, enter the name of the new folder you want to create ("Unwanted messages"). Make sure that Folders is highlighted in the bottom portion of the window if you want the folder on the top level of your Zimbra mail. Click OK. Then select the name of the new folder you just created and click OK. This option will allow you to review your unwanted messages at your leisure before they are deleted.

12. Click the + to add more conditions (if you wish).
13. Leave Do not process additional filters checked. This ends the filter process if a message fits the filter condtions you have set.
14. Click OK.
15. Make sure the filter you created has the box to the left of it checked. When the check is there, the filter is active.
16. The filter will be applied automatically to all new incoming mail messages as they arrive.

To turn off a filter:

1. Visit http://webmail.saintmarys.edu and log in.
2. There will be several tabs at the top of the page. Click on the Preferences tab to edit your e-mail options.
3. In the left column that lists all of the preferences choices, click on Filters.
4. Find the name of the filter you no longer want active. Uncheck the box to the left of the name to turn off the filter. (If you want to re-enable the filter, you can simply check the box again.)