OX mail rules can move, mark or forward incoming messages that match specified conditions. Start with one narrow rule and prove its behaviour before applying it to existing mail or adding destructive actions.
IN THIS ARTICLE
01 Create a tested rule
- Create the destination folder if the rule will move messages.
- Open Settings > All settings > Mail > Rules. Select the intended account if several are connected.
- Choose Add new rule, enter a meaningful name and add the required conditions.
- Check whether all conditions or any condition must match. Add the intended action and review Process subsequent rules.
- Save for future incoming mail. Use Save and apply only when you intentionally want to process an existing folder as well.
02 Verify the boundary
Send a matching test and a non-matching test. Check the destination and original folder. Review rule order if another rule also matches, because later actions can change the result you expected from the first rule.
03 Example: file supplier invoices without moving unrelated mail
Create a folder called Supplier invoices. Name the rule Invoices from approved supplier, choose the logic that requires all conditions, and match the sender [email protected] together with a subject containing Invoice. Set the action to move the message into that folder.
| Test message | Expected result |
|---|---|
| Approved sender, subject Invoice 1042 | Moves to Supplier invoices |
| Approved sender, subject Office opening hours | Does not match this rule |
| Different sender, subject Invoice 1043 | Does not match this rule |
Run the test with messages you can send from controlled accounts, substituting those addresses in the rule. Review other matching rules if the final folder differs. Start with future mail; apply it to an existing folder only after verifying the boundary.
Common questions
Will a new rule reorganise all old mail?
Only when you choose an applicable action for existing mail. Some rule actions cannot be applied retrospectively. Inspect the selected folder before starting a bulk operation.
Why is a message in the wrong folder?
Check condition logic, selected account and subsequent rules. A broad sender-domain match or an OR condition can include unrelated messages.
How do I stop a faulty rule?
Disable or edit the identified rule and send another test. Preserve its settings long enough to understand the problem. Search all folders and Trash for affected messages before recreating them.
Review unknown forwarding or deletion rules as possible account-security events. Remove unauthorised behaviour and investigate access rather than treating the rule only as an organisation preference.