Content filtering is a great way to perform actions on emails that meet specific criteria. For example, you can use content filters to delete messages with certain attachments (e.g., attachments with a .exe extension), forward messages from a specific email address to another account, or even alter the subject of specific types of email. Content filters are most commonly used to organize email by moving messages to specific folders. However, content filtering is extremely flexible and allows you to filter messages the way you want to.
To access your content filtering settings, log into Enterprise Email and click on the Settings icon. Then click on Content Filtering.
Note: If you have used the Block Sender option in an email header, an Internal Blocked Senders rule will be displayed. Only the list of email addresses and/or domains in this rule can be modified.
To add a new content filter, click New. The following options will be available:
Name – The friendly name chosen to describe the rule.
- Order – Content filters are executed in the order in which they appear. In addition, when a content filter gets triggered and performs an action on a message, no other content filtering is performed on that message. In this field, enter the position number for your filter. If a filter already exists in the position number that was entered, the filter currently being edited will override that position and existing filters will adjust accordingly.
- Match Type – Because multiple conditions can be configured per content filter, Enterprise Email provides the option to require ALL conditions to be met or only ONE of the conditions to be met in order for the rule’s action to be triggered. Select the appropriate option from this list.
- Enable wildcards in search strings (* and ?) – Toggle the slider to the right to enable wildcard functionality. Wildcards can be used to replace a specific word, phrase or character, where a question mark (?) represents a single character and an asterisk (*) represents any text. For example, if you wanted to block email@example.com, firstname.lastname@example.org and email@example.com, you could enter firstname.lastname@example.org. If you wanted to block all sales addresses, you could enter sales* instead.
Click on New Condition to specify the criteria that triggers the rule’s action(s). For each condition selected, you will be able to add specifications and enter any necessary details, as required. For example, if you choose to filter on ‘From Address’, you can enter one or multiple email addresses. If you choose to filter on ‘Contains specific words or phrases’, you can enter the specific text and choose to look for that text in an email’s subject, message body, header, etc.
On many conditions, you also have the ability to reverse the logic of the criteria item by changing the Comparison selection. For example, imagine you only want to accept email from specific domains. You would choose the ‘From specific domains’ condition and set the Comparison field to ‘Does Not Match”. Any messages sent from domains that do not match what you’ve entered in the text box can be deleted.
Note: If you select a condition that requires a value to be entered, and the field is left blank, Enterprise Email will ignore this rule.
The following conditions are available, separated by Condition Type:
- From specific addresses
- From specific domains
- From trusted senders
Contains Specific Words or Phrases
- Subject or Body
- From Address
- To Address
- Email header
- Anywhere in message
- To specific addresses
- To specific domains
- Only to me
- My address in to field
- My address not in to field
- My address in to or cc field
- Has any attachment
- Specific filenames
- Specific extensions
- Over specific size
- Flagged as high priority
- Flagged as normal priority
- Flagged as low priority
- Message automated (no return address)
- Sender authenticated
- Message over size
- Message under size
- Received in date range
- Sent through a specific server (by IP address)
- Spam probability
Click on New Action to specify what should occur when an email triggers the content filter condition(s). Note: If you select an action that requires a value to be entered, and the field is left blank, Enterprise Email will ignore this rule.
The following actions are available:
- Delete message – Deletes the message so that it will never arrive at your Inbox. Note: Messages deleted through content filtering cannot be recovered.
- Reroute message – Forwards the message to another email address. Unlike ‘Copy message’, this option will not store a copy of the email in your own account.
- 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 – Delivers the incoming message to the folder you choose from the drop down list. Note: If you later delete that folder and leave the content filter active, the filter will automatically create the folder when the action is triggered.
- Add Header – Adds an email header within the incoming message, which can be useful when performing additional filtering through Outlook or another email clients. Headers should be formatted like “X-some header name: value”
- Prefix subject – Appends a prefix to the subject line of the email. This is useful for categorizing emails as the subject line will be altered to include the text you specify in the text box.
- Copy message – Forwards a copy of the message to another email address and leaves a copy of the message in your account as well.
- Mark as read – Automatically marks the messages a read, which means it will not show up in your inbox, or any other folder, as unread.
- Set Priority – Automatically elevates the priority of a message. For example, if you create a content filter that flags a message from a VIP, you may want to set the priority of the message to High as well to denote its importance.
- Flag message – Automatically flags the message for follow-up. This makes it easy to find messages that have been acted upon by your content filter.