Inbox rules allow you to control how the mail coming into your inbox is sorted. With an inbox rule, you can send emails to designated folders, forward messages to others automatically and more. Inbox rules are an incredible tool to organize your inbox as you receive mail and this tutorial will explain how to use them effectively.
1. Why use an inbox rule?
Inbox rules are useful for students, staff and faculty as they can help improve inbox organization and encourage better cybersecurity habits.
They provide users with the ability to sort mail as it enters an inbox. For example, a student may wish to have all mail sent to ‘students’ sorted into a designated folder to ensure they never miss announcements from the university.
They also facilitate better security practices by giving users the ability to quickly identify potentially suspicious mail.
2. How to add an inbox rule
From your inbox, click 'Options' and select 'Create an inbox rule'
Under the ‘Inbox Rules’ tab, select ‘New’ this should open a new tab.
Select which type of message you would like to apply the rule to.
Select what you would like to happen to the specified messages.
Click ‘Save’ to apply the rule to your inbox.
3. Useful types of inbox rules
3.1. Forwarding to another account
Use this rule to forward all mail or specific types of messages to a different email address. This is useful for those who have multiple accounts and want to receive all their mail in one account or those who wish to automatically forward emails to someone else.
Select the type of messages you would like to forward. For example, if it contains certain words in the subject or all incoming messages to the inbox.
Next choose ‘Redirect the message to…’ under the ‘Do the following’ field. A new window should open displaying the UBishops address book. You have the option to search for a Bishops email in the address book or enter an email address directly.
3.2. Forwarding mail to another folder
Use this rule to forward all mail or specific types of messages to a designated folder. This is useful for those who want to organize their inbox based on types of mail, such as those marked as [EXTERNAL] or mail sent to ‘notices.’ This can make keeping up to date on incoming mail much easier.
Select the type of messages you would like to forward. For example, if it contains certain words in the subject, such as [EXTERNAL] or mail from a specific sender.
Next choose ‘Move message to folder…’ under the ‘Do the following’ field. A new window should open displaying the folders in your mail account. At this time you may wish to create a new folder specific to the category of mail you want to sort. For example, you may name a folder ‘Suspicions’ and have all mail marked as [EXTERNAL] sent there for further scrutinizing.