processing of messages is handled by Webmail’s Rules system.
Rules are used to filter junk mail, handle mail forwarding, and
To access the Rules processing page, click on the Rules button
icon on the main button bar:
You can redirect (forward) all your email to a different email
address. You may wish to do this to consolidate all of your mail
in a single account, or possibly if someone else will temporarily
be reading and responding to your mail.
To enable mail redirection, place a checkmark in the Enable box
and enter the email address you would like all of your email sent
to. You may enter multiple email addresses, separated by commas.
If you wish, you may place a checkmark in any of the other three
Preserve To/Cc fields: Enable this option if you want the redirected
messages to still show as being addressed to your fdu.edu email
address. If you do not enable this, the messages will be rewritten
to be addressed to the address(es) you entered above.
Do not Redirect Automatic
Messages: Enabling this will stop automated
messages, such as those from mailing lists and delivery confirmation
or failure notifications, from being sent on.
Keep a Copy: If this option is selected, redirected messages
are also saved in your account like normal. Use this with caution.
If you enable this but do not check your mail on the Webmail system,
your account will fill up and you will be unable to receive new
Note that this redirection rule, while
not visible in the general listing of rules at the bottom of
the page, is treated as a rule
with the lowest priority (a priority level of 1.) This means that
any other rules that affect a message will act on it before this
one. While this can be useful, for example, to prevent redirecting
junk mail to another account, it means that messages may continue
to accumulate in your FDU account. Depending on your needs, you
may want to disable all other general rules. See the rules section
below for more information.
Make sure to save your changes ( )
A Vacation Message is used to send an automatic response to messages
when you will not be reading your mail for a period of time.
To enable your vacation message, first enter the reply you would
like to send in the text box, then click on the Enable button.
If you have previously used the vacation feature, you will probably
also want to click on the “Clear 'Replied Addresses' List” button.
The replied addresses list tracks who has received your vacation
message to ensure that the reply is only sent once to each sender.
The Webmail system will attempt to determine if a message is
not human-generated (e.g., a delivery failure message) and will
not send vacation replies to such e-mail.
To disable your vacation message, clear the checkmark from the
Enabled box, and click on the Save ( ) button. You might also
want to click on the “Clear 'Replied Addresses' List” button
now so you don’t need to worry about it the next time you
enable the vacation message.
Rules are used to automatically perform actions
on messages. Each Rule has a name, a priority, a set of conditions,
and a set of "actions". If a message meets all of a
rule’s conditions, the rule actions are performed, and automated
processing either stops or proceeds checking other, lower-priority
Rules. The higher priority Rules are checked first: a Rule with
the priority level of 9 (Highest) is applied before a Rule with
the priority level 1. Setting a rule’s priority to Inactive will prevent it from being applied.
Adding and Editing a Rule
To add a new rule, enter a name for the rule and click the Create button. As an example, let’s say you receive a weekly report
from someone and want that automatically moved to a mailbox (folder)
in your account. You might name the rule TPS
The new rule is added with a priority level of 5.
You now have a new, empty rule, and will need to edit it to add
the conditions and actions you want it to perform. Click on that
rule’s Edit button and you will see the empty rule:
You can add a comment to a rule to make it easier to identify.
Defining the Conditions
Using the Data, Operation, and Parameter fields, you will set
up the conditions for when this rule will be applied to a message.
The Data field is the item you want to match on, such as the name
of the sender or the subject line from the message, and the Parameter
field is where you enter the information to be matched, such as
an e-mail address, date, or keyword.
Continuing our example, we know that the weekly report always
has the same subject line, so we can select Subject in the Data
pull-down, then type the subject to be matched in the Parameter
Just to be safe, we want this rule to only act on messages that
come from the person we know is sending the report, so click on
the Save button ( ) to update the rule and add an additional condition
by selecting From as the data type and entering in the email address
of the sender as the Parameter. After saving this addition, the
rule would look like this:
Some of the commonly selected fields to match on include:
- From: matches the email address of the sender
- To: matches
who the message is sent to. Normally this is your address, but
it may also be a mailing list name.
- Subject: the subject of
- Header Field: this allows matching something found
in any header field
Selecting the Operation
In most cases, you will select either “is” or “is
not” to control whether an item should or should not be
present. “Greater than” and “less than” can
be used with numbers and dates. Select “in” or “not
in” to match one of a number of possibilities in the Paramter
field separated by commas. For example, a rule condition set to
match on subject using the “in” condition and a parameter
of hello, goodbye will match
on a subject containing either the word hello or goodbye.
Defining the Actions
After defining what messages to act on, one or more actions to
be taken must be assigned. The Action pull-down menu details the
available actions that can be taken on a message, and any action
that requires a parameter, such as a destination mailbox name,
is entered to the right of the selected action.
For our example, we want to move the message to a mailbox in
our account. To do this, we would first select Store
In as the
Action to take, then enter in the name of the mailbox to store
the message in as the Parameter.
Because the “Store In” command stores a copy of the
message but doesn’t remove the original, if we stopped here
we’d still get a copy of the message in our Inbox. To prevent
this, save the rule if you haven’t already, and add a second
Action of Discard. Discarding a message requires no target parameter.
Save this again and the rule would look like this:
When editing a rule, you can remove a condition
or action by selecting the “---“ entry and saving
Some of the commonly selected actions include:
- Store in: store a message in a mailbox (folder)
- Mark: flags
a message as described in the parameter field (e.g., Flagged)
- Tag Subject: insert additional text into the subject line
- Discard: remove the message and stop processing rules
processing: stops any further rules from being applied to this
- Forward to: send this message to one or more other accounts
The Rules in your account will be listed from highest priority
to lowest, with disabled rules at the bottom of the list. This
is the order that they will be applied to your messages. Rules
that are more specific should be given a higher priority than
rules that are more general.
To change the priority of a rule, select the new priority from
the pull-down priority menu for that rule. Remember to save (
) the changes you make.