Filters are rules that run on the server when a message arrives. They can file mail into a folder, send a copy to another address, or delete it, before you open WebMail or a mail app. They apply to that mailbox whether you read it in the browser, Outlook, or on a phone.
This article is for LochStudios Mail (hosted business email on Axigen). Set the rule in WebMail so it runs even when your laptop or phone is off. Outlook, Apple Mail, Thunderbird, and phone apps have their own local rules. Those only run on that one device.
If the address lives on shared hosting (cPanel) instead, use Create Email Filters (Mailbox Rules). Unsure which product you have? Open a support ticket and we will check with you.
Open WebMail
Use the portal first. You do not need to guess a hostname.
- Sign in at the portal.
- Open the mail service for the domain.
- Click Log in to WebMail.
Once DNS and MX for the domain are on our mail, you can also open https://mail.yourdomain.com (swap in your domain) and sign in with the full email address and mailbox password. Confirm the hostname on the mail service in the portal if you are unsure.
Need a refresher? What is Axigen webmail and how to sign in.
Create a folder first (if you will file mail)
Move to folder and Copy to folder only work if the folder already exists.
- In the folder list on the left, create the folder (look for New Folder in the list or its menu).
- Name it and save.
- IMAP clients see the same folder.
See Webmail basics: compose, reply, folders, search if you need the folder steps.
Open Filters
- In WebMail, click Settings (gear, usually top-right).
- Open Filters.
The list shows every rule on this mailbox, including Out of office if you have set a vacation reply. You can enable, disable, or change the order of those rules here. Do not delete Out of office if you still want that reply. See Set up an out-of-office auto-responder in Axigen.
If you cannot see Filters, open a support ticket and we will walk through it with you.
Create a filter
- Click Add Filter (or New Filter).
- Enter a name you will recognise later, for example
NewslettersorInvoices. - Tick Enable so the rule is on when you save.
- Under conditions, choose whether the message must match ALL of the conditions (every row) or ANY of the conditions (at least one row).
- Add one or more conditions.
- Add one or more actions.
- Click Save (or Save changes).
New incoming mail is checked against the rule from this point on. Existing messages already in the inbox are not moved.
A rule with no extra conditions (or match any message, if you see that option) applies to every incoming message. Use that only for a copy or redirect you really want on everything. Never pair it with Delete.
Conditions
| Condition | What it looks at |
|---|---|
| From (sender) | The sender address |
| To | The address on the To line |
| Cc | The address on the Cc line |
| To or Cc | Either recipient field |
| Subject | Words in the subject |
| Body | Text in the message body |
| Size | How large the message is |
| Custom | A specific header you name |
Start with contains on From or Subject unless you need an exact address. Be specific so the rule does not catch mail you still want in the inbox.
Match the real address, not the display name. Jane Smith in the From line is not the same as jane@example.com.
Use Custom only if you know the header name. If you need a header we have not listed, open a support ticket.
Actions
| Action | Result |
|---|---|
| Move to folder | File the message in a folder you already created. It leaves the Inbox |
| Copy to folder | Keep the message where it is and put a copy in another folder |
| Redirect (forward) | Send the message to another address. Some screens let you keep a copy here |
| Delete | Remove the message. Use only on a tight match |
You can add more than one action. A common pair is Copy to folder and Redirect, so you keep a local copy and send one on.
Redirect is not the same as a catch-all. A filter sends only the messages that match. If you need every message for an address copied, use a rule with no extra conditions, or open a support ticket.
Filters do not send a reply. For out-of-office text, use the auto-responder.
Examples
| Purpose | Condition | Action |
|---|---|---|
| File a newsletter | From contains news@example.com | Move to folder Newsletters |
| File invoices | From contains billing@ or Subject contains Invoice | Move to folder Invoices |
| Copy urgent mail | Subject contains URGENT | Redirect to another address, and Copy to folder Important |
| Drop a known junk phrase | Subject contains a phrase you never want | Delete (keep this tight) |
After you save, send a test from another address (not this mailbox) that should match, then check the folder (or the other address) in WebMail.
Manage existing filters
Still under Settings → Filters:
- Edit changes the name, conditions, or actions.
- Enable / Disable turns the rule on or off without deleting it.
- Delete removes the rule. Incoming mail then follows the remaining filters, or lands in the inbox.
- Filters run from the top of the list down. The first match applies, then processing stops for that message. Put the most specific rules above general ones. Use the up and down arrows to change the order.
Out of office is in this list. Changing its order changes when the vacation reply runs relative to your other rules.
Filter, forward, or auto-reply?
| Tool | What it does |
|---|---|
| Filter | Files, copies, or deletes only the messages that match a rule |
| Redirect action | Sends matching messages (or every message, if the rule has no extra conditions) to another address |
| Auto-responder | Sends a reply. Mail still arrives in the inbox |
Auto-replies: Set up an out-of-office auto-responder in Axigen.
On shared hosting, forwarding every message is a cPanel forwarder, not a WebMail filter.
Tips
- Create the destination folder in WebMail before you choose Move to folder or Copy to folder.
- Prefer filing over delete until you are sure the match is safe. Do not auto-delete banks, invoices, or our own mail.
- Review old filters after you change addresses or senders.
- Filters only apply to new incoming mail. Move older messages by hand in WebMail.
- Filed mail still counts toward the mailbox quota (500 MB to 100 GB, depending on the mailbox). See Managing your mailbox storage and quota in Axigen.
- Redirected copies count toward the 2000 emails per hour send limit on this product. Split large forwards, or open a support ticket if you need a different setup.
- Mail has to arrive at this mailbox. If MX for the domain points somewhere else, these rules never see the message. See MX records and how email routing works.
- Our spam filtering still applies. Mail that never reaches the mailbox will not match a user filter. See Manage spam and the quarantine in Axigen.
If a filter misbehaves
- Nothing moves: confirm you edited Filters for the same address the mail is delivered to. Check spelling, spaces, and whether you used contains when you meant an exact match.
- Too much mail vanished: open Trash and Spam in WebMail first. Then Edit or Delete a Delete rule that is too broad.
- The same message is handled twice: you may have two rules that both match, or a Redirect that keeps a copy. Disable the extra one.
- A later rule never runs: that is the list order doing its job. The first match stops the rest. Move the rule you want higher, or make the earlier condition tighter.
- You only set it in Outlook or Thunderbird: that does not run on the server for this mailbox. Set it in WebMail.
- The folder is missing: create it first, then edit the rule and pick it again.
- Unsure which product or DNS the domain uses: open a support ticket and we will check with you.
Related
- What is Axigen webmail and how to sign in
- Webmail basics: compose, reply, folders, search
- Set up an out-of-office auto-responder in Axigen
- Manage spam and the quarantine in Axigen
- Managing your mailbox storage and quota in Axigen
- Create Email Filters (Mailbox Rules)
- Set up email forwarders
- MX records and how email routing works
- Email is not sending or receiving