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Affordable Email Lists and Domains since 2000
Affordable Email Lists and Domains since 2000
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Affordable Email Lists and Domains since 2000
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 INBOUND/OUTBOUND MAIL RULES

About Rules
You can use Inbound Rules to direct the disposition of inbound email messages based on the contents of the To, From, Sender, Subject, Header or Body fields of messages.
Outbound Rules can be used to direct the disposition of outbound email messages based on the contents of the To, From, Sender, Subject, Header or Body fields of messages.
For example, you could create an Inbound Rule for a sporting goods salesman to have all incoming messages with baseball, bat, base, homerun, or cap in the Subject automatically placed in his mailbox named baseball. You could bounce all incoming HTML emails. You could forward all incoming emails from PayPal.com to the Billing Department, and/or have all incoming emails without a subject automatically deleted. You could create Outbound Rules to have all emails sent from your Support Department automatically copied to a supervisor, and/or automatically delete all outbound emails containing the phrases, "viagra sale" or "free trial offer."
Inbound Rules can be created for mail domains, user accounts, and lists. If you are an IMail® list administrator using your own domain/subdomain, you may create Rules for your domain. The Rules you create will affect all user accounts on your domain/subdomain. If you are the administrator of an IMail® list, you may create Rules for your list. These Rules will be applied to all mail sent to the List Address. If you have a WebHelps WebMail/POP3 email account, you may create Rules that will affect what/how mail gets delivered to you.
Outbound Rules can only be created for mail domains, and only on domains running on their own IP Address. If several domains share an IP Address (virtual domains), all domains on that IP will be subject to any/all Outbound Rules in place on the primary domain. Most IMail® list domains are virtual domains under the primary domain, webhelps.com.
How to Create Rules
Inbound Rules are used most often to sort incoming email messages. Inbound Rules may contain multiple conditions. Rules and Conditions are processed in the order they appear on their respective lists, from the top down. It is therefore very important to pay close attention to the order into which you place your Rules and Conditions. If, for example, the first Rule in the list disposes of an incoming message by deleting it, the third Rule, which would have copied the incoming message to the Billing Department, will not be applied to the message.
WebHelps WebMail/POP3 User Accounts
  1. After logging into your WebHelps WebMail account, click the [Rules] button-bar near the bottom of the left pane
  2. On the Rules page, click the [New] button
    • Enter a short name for your Rule so you can easily identify what the Rule is for
    • Click the [Add] button to access the Add Rule Condition page
  3. You will use the Add Rule Condition page to select the message section you want to filter, use comparisons (contains/does not contain) to have the rule filter messages, enter search text, and match or not match search text case. You can also use this page to create multiple conditions for rules.
    • For Where, use the drop-down arrow to choose the section of inbound emails that is to be searched. Choices are Header, Subject, From, To, Sender and Body. The From and Sender sections are *not* the same. The From section is what you see in the top-right pane of WebMail when you view the list of messages in the mailbox and is often the sender's name. The Sender is always an email address. To view all sections of an email you have received, you will need to view the email's header. To do this, click the Show Header link in the bottom-right pane of WebMail. To find the Sender of the email, look for a line in the header that looks similar to: From: "Demo User" <demouser@webhelps.com>
    • For Comparison, select either contains or doesn't contain depending upon whether or not the search word or phrase you are about to enter should be included or not included in the Where: section you selected above. Generally you will choose contains.
    • For Search, enter search text or specify an external file that contains the text for which you are searching. Not all types of punctuation can be entered into this field. Please be sure to read these instructions in their entirety before creating your first Rule, or unexpected results will occur. Enter the text by doing one or more of the following:
      • Enter the literal text that you want to search for. For example, if you want to filter for the word "mortgage," enter mortgage.
      • Type search expressions and quantifiers known as shown in Text Patterns below.
      • Paste a portion of a mail message that meets your search criteria. For example, you could copy and paste text such as XMSMailPriority(High) from the header of an email message; this would search for High Priority messages.
    • Check the Match Case box if you want to search for the exact text, in small and capital letters, you entered in the Search: field. Normally you will leave this blank.
  4. Click the [Save and Close] button.
  5. The Condition you just added will now display on the Rules page, and buttons will display below the Conditions box that allow you to add, edit, delete, and move Conditions. To add additional Conditions to this Rule, you must first click either the [Insert AND] or [Insert OR] button, as applicable, then click the [Add] button to create another Condition by repeating the steps above. See Adding Multiple Conditions to a Rule below.
  6. When finished adding Conditions, you must set the action to take when Conditions you created are met by selecting an Action Type from the drop-down menu. If your Action will Move, Copy, or Forward emails that match the Conditions you have entered, you must include a Target. If the Target is a particular mailbox in your WebMail account, simply type in the mailbox name (e.g. SPAMBOX). If no such mailbox exists, it will be automatically created by WebMail when needed. If the Target is an email address, enter it in the box.
Mail Domain
Inbound Rules
  1. After logging into your WebHelps WebMail account as the domain administrator, click the Web Admin link in the top-right corner. A new, Web Administration, page will open.
  2. Click the Inbound Rules link in the Domain Properties navigation menu in the left pane
  3. You may see the names of several X-IMAIL-SPAM rules already listed on the Inbound Rules page. (To view/edit the Conditions and/or Action for a Rule, click the name of the Rule in the list.)
  4. Click the [Add] button to access the Rule Settings page
    • Under 1. Enter a Name for this Rule, enter a short name for your Rule, replacing the default Rule Name with a name that describes what the Rule is for.
    • Under 2. Add the Rule Conditions,
    • click the radio button to select Use conditions from this table; then
    • click the [Add] button to access the Add Rule Condition page
  • You will use the Add Rule Condition page to select the message section you want to filter, use comparisons (contains/does not contain) to have the rule filter messages, enter search text, and match or not match search text case. You can also use this page to create multiple conditions for rules.
    • For Where, use the drop-down arrow to choose the section of inbound emails that is to be searched. Choices are Header, Subject, From, To, Sender and Body. The From and Sender sections are *not* the same. The From section is what you see in the top-right pane of WebMail when you view the list of messages in the mailbox and is often the sender's name. The Sender is always an email address. To view all sections of an email you have received, you will need to view the email's header. To do this, click the Show Header link in the bottom-right pane of WebMail. To find the Sender of the email, look for a line in the header that looks similar to: From: "Demo User" <demouser@webhelps.com>
    • For Comparison, select either contains or doesn't contain depending upon whether or not the search word or phrase you are about to enter should be included or not included in the Where: section you selected above. Generally you will choose contains.
    • For Search, enter search text or specify an external file that contains the text for which you are searching. Not all types of punctuation can be entered into this field. Please be sure to read these instructions in their entirety before creating your first Rule, or unexpected results will occur. Enter the text by doing one or more of the following:
      • Enter the literal text that you want to search for. For example, if you want to filter for the word "mortgage," enter mortgage.
      • Type search expressions and quantifiers known as shown in Text Patterns below.
      • Paste a portion of a mail message that meets your search criteria. For example, you could copy and paste text such as XMSMailPriority(High) from the header of an email message; this would search for High Priority messages.
    • Check the Match Case box if you want to search for the exact text, in small and capital letters, you entered in the Search: field. Normally you will leave this blank.
    • Click the [Save] button.
    The Condition you just added will now display on the Rule Settings page, and buttons will display below the Conditions box that allow you to add, edit, delete, and move Conditions. To add additional Conditions to this Rule, you must first click either the [Insert AND] or [Insert OR] button, as applicable, then click the [Add] button to create another Condition by repeating the steps above. See Adding Multiple Conditions to a Rule below.
  • Under, 3. Set the action to take when conditions listed above are met, you will select an Action Type from the drop-down menu. If your Action will Move, Copy, or Forward emails that match the Conditions you have entered, you must include a Target. If the Target is a particular mailbox in your WebMail account, simply type in the mailbox name (e.g. SPAMBOX). If no such mailbox exists, it will be automatically created by WebMail when needed. If the Target is an email address, enter it in the box.
  • Click the [Save] button
  • Outbound Rules
    1. After logging into your WebHelps WebMail account as the domain administrator of a domain running on its own IP, click the Web Admin link in the top-right corner. A new, Web Administration, page will open.
    2. Click the Outbound Rules link in the Domain Properties navigation menu in the left pane and follow the same instructions as if creating Inbound Rules, keeping in mind that these Rules will be applied to all email messages sent from your domain.
    Text Pattern Expression
    Any character .
    Any of the values separated by vertical bars within the parentheses; the vertical bar represents "or" (this|that|other)
    Any word character (a-z, A-Z, 0-9) \w
    Any non-word character \W
    Any digit (0-9) \d
    Any non-digit \D
    Any white space (spaces and/or tabs and/or carriage returns) \s
    Any non-white space \S
    Any punctuation character (any character other than \w or \s) \p
    Any non-punctuation character \P

    Quantifier Expression
    Zero or more *
    One or more +
    Exactly 100 {100}
    At least n1, but not more than n2 (where n1 and n2 are numbers) {n1,n2}

    Characters with Special Meanings
    The following characters have special meaning in a rule:
    { } ( ) | * + , . : \


    If you want to use one of these characters in a search string, you must precede it with a backslash. For example, to search for a plus sign, enter \+ in the search string.


    Adding Multiple Conditions to Rules
    Sometimes, a Rule with only one Condition is adequate to fulfill your requirements. However, there are often times when you may want to create more complex Rules. In these cases, you may want to use multiple Conditions.
    Example:
    If you want all emails from your supervisor containing text about "project updates" to be sent to a specific mailbox in your account, you would set a rule with two conditions: 1) the message must be from your supervisor; and 2) the message must contain the words "project updates" in the subject or message body of the email.
    To create a Rule with multiple conditions:
    1. Follow steps 1 and 2 above under Creating a Rule and then click either the [Insert AND] or [Insert OR] button. Click [Insert AND] if all Conditions must be met in order for the message to be trapped. Click [Insert OR] if only one of the Conditions must be met in order for the message to be trapped.
    2. Create the second Condition as you did the first
    3. Continue adding Conditions until you are satisfied with the Rule
    4. Select an Action Type. If your Action will Move, Copy, or Forward emails that match the Conditions you have entered, you must include a Target. If the Target is a particular mailbox in your WebMail account, simply type in the mailbox name (e.g. SPAMBOX). If no such mailbox exists, it will be automatically created by IMail® when needed. If the Target is an email address, enter it in the box.
    5. Click the [Save] button
    Processing Order
    Conditions are processed in the order that they appear from top to bottom as boolean expressions. To change the processing order of a Condition, select it in the Rules dialog box, and click the [Move Up] or [Move Down] button to move it into its new position. If you need to reorder multiple Conditions, this can be a very time-consuming process. Therefore, we recommend you submit a Help Ticket to your Support Team and request that they reorder the Conditions for you.
    Inbound Rules are processed from the top down until a match is found. Therefore, you should sequence the Rules in the order in which you want them processed. To move a delivery Rule up or down in the list, select a Rule and click the [Move Up] or [Move Down] button. If you need to reorder multiple Rules, this can be a very time-consuming process. Therefore, we recommend you submit a Help Ticket to your Support Team and request that they reorder the Rules for you.
    Limitations
    Each Inbound Rule is limited to 5000 characters. Inbound Rules search the first 32,000 bytes of a message. If a message contains fewer than 32,000 text characters plus attachments, the Rule will scan the attachment as though it is text. Rarely, when the message text is only a few characters, a Rule could find something in an attachment that looks like a match, but is not.
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