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This tutorial covers steps on how to setup email rules in Apple Mail. Email rules (also know as filters) enables you to create automated filters that sort your incoming emails based on specified criteria. This feature is useful for organizing your inbox and ensuring important messages are easily accessible. Follow this guide to learn how to create and manage rules in Apple Mail for your email accounts.

How To Setup Email Rules In Apple Mail

Setting up email rules on Apple Mail can significantly enhance productivity by automating how incoming messages are handled. By following this guide, you can create effective filters that organize your inbox and prioritize important emails. 

1. Launch the Mail application on your Mac.

2. In the top menu bar, click Mail. Now, select Preferences from the dropdown list. 

3. In the Preferences tab, navigate to Rules. Here, you’ll see any existing mail rules you’ve created.

4. Click Add Rule to set up a new filter.

Setup Email Rules in Apple Mail - Add New Rule

5. In the configuration window, provide a name for your rule in the Description field. This will help you identify it later. 

6. Under If any of the following conditions are met, decide whether you want the rule to apply if specific or all the conditions are met. Select a condition from the dropdown menu (e.g., From to specify an email address or domain).

7. If you want to include additional conditions, click the Plus (+) next to your first condition and set up more criteria as required. (Optional).

8. Specify what action should be taken when an incoming email meets your defined conditions.

For example, you can move messages to a specific folder or mark them as read. To move messages, select Move Message from the Actions dropdown and choose the destination mailbox (e.g., Support).

Setup Email Rules in Apple Mail - Set Actions for Emails

9. After configuring your conditions and actions, click OK to save your rule.

10. You will be prompted to apply these email rules in Apple Mail to existing messages in your mailbox. Click Apply if you want to sort those messages immediately.

Setup Email Rules in Apple Mail - Apply Changes

That’s it! You have successfully created Apple Mail email rules that will help manage your incoming messages automatically. 

Additional Information

Email rules in Apple Mail are used to filter incoming emails based on set conditions, for example, sender, subject, or certain keywords. Once applied, they perform automatic actions like moving messages to a designated folder, flagging emails from specific addresses, or deleting them completely.

Best Practices for Email Rules and Filters

  • Managing Existing Rules: You can edit or delete existing rules in the Preferences section by selecting a rule and clicking either Edit or Remove as needed. 
  • Rules Order: The rules are applied in the order they appear in the list. You can drag and drop rules to rearrange their order; the first matching rule is applied, so the order can affect how emails are sorted. 
  • Limitations of Local Rules: Remember, these rules only function when your Mac is running the mail application. For server-side filters that operate independently of your device, consider using filters provided by your email service provider. 
  • Testing Your Filters: After creating a new rule, test it by sending an email to your address, one that meets the specified conditions to ensure it works as expected. 
  • Combining Actions: You can set multiple actions for a single rule; for example, moving a message and marking it as read or flagged. 
  • Using AppleScripts: Advanced users can incorporate AppleScripts into their rules for more complex automation tasks. 

If you need further assistance or have questions about using Apple Mail with your email or web hosting account, contact our support team.

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