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Mail, the inbox

Rules: sort mail as it arrives

Make rules that file, label, star, mark read, forward or delete mail as it arrives, see what they would catch before saving, run them on mail already there, and change their order.

Updated 2 min read

On this page

A rule says: when a message arrives that matches these conditions, do these things. Rules run on the mail server, so they work in every app and while Rykon Mail is closed. They belong to the mailbox, and only people with Full access change them.

Make a rule

  1. Step 1: Open Mail settings, then Rules, and choose New rule. Or open a message, choose More (the three dots), then Create rule from this message: the rule starts with its sender.
  2. Step 2: Under When a message arrives that matches, choose all or any, then each condition: From, To or Cc, Subject or Mailing list with contains, does not contain, is or is not; Attachment (has one, or has none); or Size over or under so many KB or MB. Add a condition adds another.
  3. Step 3: Under Then, choose what happens: Move it to a folder, Label it, Mark it as read, Star it, Forward it to an address, or Delete it (to Trash). Add an action adds another.
  4. Step 4: Below, see what it would catch among the newest messages in the Inbox (or another folder), as you write it.
  5. Step 5: Give it a name, or keep the one suggested, and choose Create rule.

Each rule is shown as a sentence, such as: When the sender contains billing@: label it Invoices and star it.

What a rule cannot do

  • A rule is refused, with the reason, when the mail server could not do exactly what it says: is on a sender needs a whole address, a folder or label must exist, a rule cannot both move and delete.
  • Forwarding is to addresses at your account's own domains, and a mailbox forwards with one rule or with its Forwarding setting, never both.
  • If a rule's folder is deleted in another app, the rule says so in red and stops until you change it.

Run a rule on mail already there

  1. Step 1: Choose Run on existing mail under the rule, pick the folder, and Run now.
  2. Step 2: It works newest first and says how many it looked at and changed. Stop ends it early.
  3. Step 3: When it is done, Undo puts back everything it changed: moved mail returns, and stars, read marks and labels it added come off.

Order, switch off, delete

  • Rules run top to bottom, and a rule that moves or deletes a message is the last one it meets. Drag a rule by its handle to reorder, or focus the handle and use the up and down arrow keys.
  • The On switch turns a rule off without deleting it.
  • Delete removes it; Undo brings it back in its place.

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