---
title: "WebMailPRO: Creating Mail Rules (Automatically Sort or Block Emails)"
description: "## 📧 WebMailPRO: Creating Mail Rules (Automatically Sort or Block Emails) ## 📖 Overview WebMailPRO allows you to create **mail rules** to automatically organize incoming email messages based on specific conditions. Mail rules can help you: - Move unwanted emails…"
url: "https://www.k12usa.com/docs/webmailpro-creating-mail-rules-automatically-sort-or-block-emails/"
updated: "2026-04-27"
category: WebMailPRO
---

# WebMailPRO: Creating Mail Rules (Automatically Sort or Block Emails)

## 📧 WebMailPRO: Creating Mail Rules (Automatically Sort or Block Emails)

## 📖 Overview

WebMailPRO allows you to create **mail rules** to automatically organize incoming email messages based on specific conditions.

Mail rules can help you:

- Move unwanted emails to Trash
- Organize messages into folders
- Mark messages as read automatically
- Filter emails by sender, subject, or other fields

Using rules can significantly reduce inbox clutter and save time.

## 🔎 When to Use

Use mail rules if you want to:

- Automatically block or ignore specific senders
- Sort emails into folders, such as newsletters, alerts, or staff emails
- Reduce spam or repetitive messages
- Keep your inbox organized without manual effort

## ⚙️ Accessing the Rule Wizard

1. Log into **WebMailPRO**
2. Click **Personal Settings**
3. Select **Rule Wizard**

> **Tip:** We recommend using the **Advanced** option. It allows you to configure the rule on one screen and provides more flexibility.

## 🚫 Example: Block a Specific Email Address

Follow these steps to automatically send emails from a specific address to your Trash:

1. Go to **Personal Settings > Rule Wizard**
2. Click **Advanced**
3. Enter a name for the rule, such as the sender’s email address
4. Check **From field**
5. Under actions, check **Move it to the specified folder**
6. Click the **specified** link and select **Trash Can**
7. In the **Please specify the regular expression** field, enter the sender’s email address
8. Click **Finish**

> **Result:** Once saved, any emails from that address will automatically be moved to your Trash.

## 📁 Example: Move Emails to a Folder

You can organize incoming emails by moving them into folders automatically.

**Example:** Move all emails from a specific sender to a folder.

1. Go to **Personal Settings > Rule Wizard**
2. Click **Advanced**
3. Enter a name for the rule
4. Check **From field**
5. Under actions, check **Move it to the specified folder**
6. Click the **specified** link and select the desired folder
7. In the **Please specify the regular expression** field, enter the sender’s email address
8. Click **Finish**

## 📌 Example: Filter by Subject

You can filter messages based on keywords in the subject line.

**Example:** Move all emails with “Invoice” in the subject to a folder.

1. Go to **Personal Settings > Rule Wizard**
2. Click **Advanced**
3. Enter a rule name, such as **Invoices**
4. Check **Subject field**
5. Under actions, check **Move it to the specified folder**
6. Click the **specified** link and select the desired folder
7. In the **Please specify the regular expression** field, enter **Invoice**
8. Click **Finish**

## 📖 Understanding Fields

When creating a rule, you can filter based on different parts of the email:

- **From field** — Sender’s email address
- **To field** — Recipient address
- **Cc field** — Carbon copy recipients
- **Subject field** — Words in the subject line
- **Entire Message Header** — Advanced filtering, rarely needed for basic rules

## ⚠️ Important Notes

- Rules are processed in order from top to bottom
- If multiple rules apply, the first matching rule will run first
- Be careful when creating broad rules, such as common words, because they may affect more emails than expected

## 💡 Tips

- Use clear rule names so you can easily identify them later
- Keep rules simple whenever possible
- Periodically review your rules to ensure they are still needed

## 🆘 Need Help?

If you need assistance setting up mail rules or troubleshooting email behavior, please contact us:

📧 [support@k12usa.com](mailto:support@k12usa.com)
 📞 1-877-225-0100