📧 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
📞 1-877-225-0100