How to Manage Content Filtering

Content Filtering

Content filtering is an advanced method of performing actions on emails that meet specific criteria. For example, you can use content filters to delete messages with certain attachments, forward emails from a specific email address to another account, or even alter the subject of specific types of email. Content filtering is very open ended, in order to allow you to filter the way you want to.

To get started, click the Settings button on the main toolbar, and then select Content Filtering in the Filtering folder under the My Settings tree view.

Adding a Filter – Clicking the New Filter icon on the Action toolbar starts the Content Filter Wizard which is explained in more detail below.

Editing a Filter – Click on a filter’s row then click the Edit icon in the Action tool bar, or right click and select Edit .

Deleting a Filter – Click on a filter’s row then click the Delete icon in the Action tool bar, or right click and select Delete .

Deleting all Filters – Clicking the Delete All button will delete all content filters for your account. Once you confirm the action, it is not reversible.

Changing Filter Order – Content filters are executed in the order in which they show up in the list. When a content filter gets triggered and performs an action, no other content filtering is performed on that message. To change the order, click on the arrows next to a filter.
Content Filter Wizard

The New Content Filter wizard is three pages long, and it will walk you through each step necessary to create the filter.

Step 1 – Filter Criteria

In this step of the wizard, choose the type of things that the filter will look at. Possible filter criteria types are listed at the end of this help topic. Multiple criteria can be chosen, and you can choose in the next step whether all criteria must be met, or only one of the criteria for the filter to activate.

Step 2 – Filter Type and Criteria Details

Choose whether this filter requires one criterion to be met from each and every section, or just one of the criteria in any section to be met, before an action is performed. Then choose whether you will be using any wildcards in your search strings. Usually, wildcards will not be necessary, but there are times when some people may want them.

For each of the criteria you chose in step 1, you will be able to enter details. Many types of content filters allow lists of items to be entered in, and these will be indicated. For example, if you chose to filter on From Address, you can enter multiple email addresses in the box (one per line) and if a message is from any of them, that criteria will be met.

You also have the ability to reverse the logic of a specific criteria item by changing the "matches" box to "does not match."

Step 3 – Rule and Actions

A summary of your content filter rule will appear near the top of the page. Check that it is filtering the way you intend, and enter a name for the rule so that you can easily identify it later.

Choose one or more actions to take when a message matches this filter. The available actions are explained below:

* Delete message – Deletes the message so that it will never arrive at your Inbox. Messages deleted through content filtering are not recoverable.
* Bounce message – Sends a message back to the sender of the email saying that the message was bounced. Note that the message is still delivered to you unless you choose to delete it as well. Note: If the system administrator has disabled bouncing, this option will function the same as the delete action.
* Move message to folder – Delivers the incoming message to the folder you choose from the drop-down list. If you later delete that folder and leave the content filter active, the filter will automatically create the folder when the action is triggered.
* Prefix subject with comment – Useful for categorizing emails, the subject line will be altered to include the text you specify in the Comment box.
* Embed header line into message – Includes an email header into the message, which can be useful when performing additional filtering through Outlook or another email client. Headers should be formatted like "X-someheadername: value"
* Copy message – Forwards a copy of the message to another email address and leaves a copy of the message in your account as well.
* Reroute message to another email address – Forwards the message to another email address instead of this one. Will not store a copy of the email in your own account.

Content Filter Types

* From Address
1. From specific addresses
2. From specific domains
3. From trusted senders
* Contains Specific Words or Phrases
1. Subject
2. Body Text
3. Subject or Body Text
4. From Address
5. To Address
6. Email Headers
7. Anywhere in Message
* To Address
1. To Specific Addresses
2. To Specific Domains
3. Only to Me
4. My Address in To Field
5. My Address not in To Field
6. My Address in To or CC Field
* Attachments
1. Has any Attachment
2. Specific Filenames
3. Specific Extensions
4. Over Specific Size
* Other
1. Message over Size
2. Message under Size
3. Received in Date Range
4. Sent through a Specific Server (by IP)
5. Spam Probability
6. Flagged as High Priority
7. Flagged as Normal Priority
8. Flagged as Low Priority
9. Message is Automated (no return address)