If you’ve already had WebSpawner help you set up your own domain for your website, any and all email sent to your domain will automatically be delivered to your WebMail account, where you can retrieve it. Messages addressed in the format of firstname.lastname@example.org (for example, email@example.com, firstname.lastname@example.org, or email@example.com) will arrive by default in your WebMail Inbox.
In a few easy steps you can set up a WebMail Folder and then define a WebMail Filter to look for all incoming email sent to a specific address and automatically move it to the Folder you’ve specified. In this post, we’ll take a look at how you can use WebMail Filters to automatically organize your incoming messages for easier handling.
Let’s say for example that you want all mail sent to firstname.lastname@example.org to go directly to a Folder in your WebMail titled “Sales.” To begin, login to your WebSpawner account and then click the WebMail icon under the orange Add-Ons tab in the Member Menu, as shown below. WebMail is available to all WebSpawner Members who have Enhanced accounts.
Next, click on the Folders link located on the left menu as pictured below.
On the right you will see a Create Folder button next to a space for the name of the Folder you want to create. Type “Sales” into that space and then click on the Create Folder button.
The screen will refresh and should now display a Sales Folder listed along with any other Folders you have created… this is the location where your incoming Sales emails will arrive once the Filter setup is completed.
Now we can proceed to set up the Filter which will do the automatic sorting. Click on the Options link on the left menu.
In the lower right area of the Options screen you will see a Filters link – click on it.
Next, in the upper right click the link to Add New Filter.
Now you should see the Options-Filters screen with a blank form. Fill out the form in the following manner (as shown in the sample below):
- Enter a Filter Name such as “Sales Filter” and be sure to keep the Enable Filter option checked, as it is by default. A Filter Description is optional; enter the purpose of the Filter if you want to complete that field (for example, “This filter sorts all Sales email to the Sales Folder”).
- Under Rules you will want to have Filter messages where all of the following rules apply selected (it is the one selected by default).
- Complete the next part by changing the pulldown menus and entering the e-mail address so that line reads “If To: exactly matches email@example.com“… it is recommended to leave the Case Sensitive option unchecked.
- Under Action leave the Move to: option selected, and then select the “Sales” Folder you created from the pull-down menu.
- When all the settings and changes are correct as shown below, click the Update Filter button.
Setup of your Filter is now complete, and the new Filter will appear in the Filters List as shown below.
The Filter will cause any mail that is sent to firstname.lastname@example.org to automatically be placed into the Sales Folder when it arrives. To view any new email to that address at any time, simply enter your WebMail account and click the Folders link on the left menu, then click on the Sales Folder, where you will find any new messages.
You can create additional Filters and Folders in the same manner as you like to organize all incoming email to your domain.