Creating and Managing Email Filters in Trident (Windows)
Note: This article explores creating and managing email filters in the Trident desktop app. Click here for the Zoho Mail web app's help documentation.Types of Email Filters
Smart filters: These are pre-defined filters that enable you to automatically move newsletters and notification emails to the Newsletter and Notification folders.
Custom filters: These are filters that you can create to automatically organize the emails you receive and send. When the emails satisfy the conditions you've set in the filters, the chosen email-centric actions will be applied to the emails. They are of two types: Incoming and outgoing email filters.
Incoming email filters: Custom filters created to manage the emails you receive.
Outgoing email filters: Custom filters created to manage the emails you send.
Creating Email Filters
To create a custom email filter:
Click the Main Menu
icon on the top-left corner of the app.
Select Settings from the menu list.
Go to Mail > Filters
Choose between the Incoming/Outgoing Email Filters tab.
Click Create Filter.
These are rules that you can set to determine how the conditions you choose are processed. You can select one of the condition types below while creating a filter.
Any of the conditions (OR)
Emails will be processed through the filter when just one of the conditions is satisfied. For example: Set a reminder for all emails sent either to your email address or your team's group email address.
Condition Type: Any of the Conditions (OR) | |
Conditions | Actions |
From: jacob.sanders@zylker.com From: content@zylker.com | Get a reminder via notification after 1 hour |
Emails will be processed through the filter only when all of the conditions are satisfied. For example: Move emails to the "Respond Immediately" folder when they are from your manager and the priority is high.
Condition Type: All of the Conditions (AND) | |
Conditions | Actions |
From: mary.hansley@zylker.com Priority: High | Move to: "Respond Immediately" folder |
Advanced conditions use a combination of AND and OR condition types. Once you add the multiple conditions, you can switch between the AND and OR options by clicking them.
To understand how this works, let's assume you create an advanced filter where the incoming emails can be from jacob.sanders@zylker.com or mary.hansley@zylker.com but must have the word "marketing" in the subject to be processed by this filter.
Condition Type: Advanced Condition (AND/OR) | |
1 | Subject contains "marketing" |
AND | |
2 | From: mary.hansley@zylker.com |
OR | |
3 | From: george.parker@zylker.com |
With this advanced condition, the criteria pattern will look like this: (1 AND (2 OR 3)). According to this advanced condition, emails can satisfy either 2 or 3, but they have to satisfy 1 to be processed by this advanced filter.
- After adding multiple conditions, you can change the AND condition to OR and vice-versa just by clicking it.
- In an advanced condition type, AND will be given more weightage than OR.
No conditions. All incoming emails.
Conditions
Filter conditions form the premise of what incoming or outgoing emails should be processed. You can choose multiple conditions from the following:
Based on senders and recipients
Conditions | Operating Parameters | Input |
From | Contains, doesn't contain, begins with, ends with, is, isn't | Enter email address |
Delivered to | Contains, doesn't contain, begins with, ends with, is, isn't | |
To | Contains, doesn't contain, begins with, ends with, is, isn't | |
Cc | Contains, doesn't contain, begins with, ends with, is, isn't | |
Bcc | Contains, doesn't contain, is | |
To/Cc | Contains, doesn't contain, begins with, ends with, is, isn't |
Note: Delivered to and Bcc are exclusive to incoming email filters.
Based on email attachments
Conditions | Operating Parameters | Input |
Has Attachment | Yes, no | -- |
Attachment Name | Contains, doesn't contain, begins with, ends with, is, isn't | Enter value |
Attachment Type | Contains, doesn't contain, begins with, ends with, is, isn't |
Note: Attachment Name and Attachment Type are exclusive to incoming email filters.Based on email content
Conditions | Operating Parameters | Input |
Subject | Contains, doesn't contain, begins with, ends with, is, isn't | Enter value |
Content | Contains, doesn't contain |
Note: Content is exclusive to incoming email filters.
Based on date
Conditions | Operating Parameters |
Date is Between | Pick the "From" and "To" date range |
Note: Date is Between is exclusive to incoming filters.
Others
Conditions | Operating Parameters | Input |
Priority | Is, is higher than, is lower than | Choose between "High," "Medium," or "Low" from the drop-down options |
Domain Name | Is, isn't | Enter the domain name that's followed by @. For instance, if the email is jacob.sanders@zylker.com, you need to enter zylker.com in the domain name field. |
Actions
For emails that match the conditions, you can choose what email-centric actions should be performed from the following:
Based on email management
Actions | Descriptions |
Move to | Select the folder to which you want the emails to be moved to. |
Flag as | Select the flag that you want to assign to the emails. |
Tag as | Select the tags that you want to assign to the emails. |
Mark as Read | Marks the emails as read. |
Archive | Archives the emails. |
Set Reminder | Select when you want to be reminded about the emails. |
Snooze | Select the duration until which you want to snooze the emails. |
Note: Mark as Read, Set Reminder, and Snooze are exclusive to incoming email filters.Based on deleting emails
Actions | Descriptions |
Delete | Moves emails to the Trash folder. |
Delete After n Days | Moves emails to the Trash folder after a set number of days. |
Note: Delete and Delete After n Days are exclusive to incoming email filters.
Based on entity creation
Actions | Descriptions |
Add Email as Note | Creates a personal note with the email's subject as the note title and the email's content as the note content. |
Add Email as Task | Creates a personal task with the email's subject as the task title and the email's content as the task content. |
Note: Add Email as Note and Add Email as Task are exclusive to incoming email filters.
Based on attachments
Actions | Descriptions |
Don't Add Attachment to Attachment Viewer | Doesn't add attachments in the email to the Attachment Viewer section. While the Attachment Viewer section will be available in future updates in Trident, this action will currently be performed in the Zoho Mail web app. |
Based on recipients
Actions | Descriptions |
Auto Cc | Carbon copies this person while sending emails. |
Auto Bcc | Blind carbon copies this person while sending emails. |
Note: Auto Cc and Auto Bcc are exclusive to outgoing email filters.
Based on composing and sending emails
Actions | Descriptions |
Add Signature | Adds the chosen email signature. |
Read Receipt | Asks or doesn't ask recipients for read receipts. |
Change Priority | Changes the priority to high, medium, or low based on what's selected from the drop-down options. |
Note: Add Signature, Read Receipt, and Change Priority are exclusive to outgoing email filters.
Unavailable Actions
The following actions will be available in future updates.
Incoming Email Filters | Outgoing Email Filters |
|
|
Skip Other Filters With Matching Conditions
Actions such as Move to, Delete, Mark as Read, Flag as, and Forward Emails to will only occur once, even if the email meets the criteria of multiple filters with similar actions.
Filter Existing emails
Creating and Managing Filters for Multiple Email Accounts
When you have added secondary Zoho Mail accounts or have configured external email accounts (Gmail, Yahoo, Outlook, etc.) via POP/IMAP configuration, you can choose the email account for which you want to create filters. To do this:
Click the drop-down with the email address listed above the Create Filter button.
Choose the desired email account for which you want to create the filter.
Click Create Filter.
Editing Email Filters
- Click the filter you want to edit.
- Make the required changes.
- Click Save.
Duplicating Email Filters
Hover over the filter you want to duplicate.
Click the Duplicate Filter
icon.
Make any required changes in the dialog that opens.
Click Duplicate.
Deleting Email Filters
Hover over the filter you want to delete.
Click the Delete Filter
icon.
Click Delete in the confirmation alert.
Applying a Filter to a Selected Folder
Hover over the filter that you want to apply.
Click the Apply Filter
icon.
Select the folder to which you want to apply the filter to, in the popover that appears.
Click Apply in the confirmation alert.
Resetting the Filtered Email Count
Listing Filters in the Right Sequence
Searching for Filters
Click the Search
icon next to the Create Filter button.
Type the keyword in the search box, and all matching results for filter names will be displayed.
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