Message Filters allow you to add automation to your email workflow. When you’re dealing with multiple email accounts and bombarded with messages on a daily basis, filters can help organize, label, mark, and reply to them automatically.
In Postbox 5, when you create a new filter you can set the filter to either run per account, or "globally" across all accounts. If creating a global filter, it must be set at creation time, as you cannot convert an existing per-account filter to global filter once created.
Here are the filters that Postbox 5 supports:
- by subject
- by sender
- by Address Book
- by Address Book Group – New in Postbox 5
- by message body – New in Postbox 5
- by date
- by priority
- by status
- by status is Pending – New in Postbox 5
- by To
- by Cc
- by age in Days
- by size
- by Topic – New in Postbox 5
- by attachment status – New in Postbox 5
- add Topic
- remove Topic – New in Postbox 5
- move message
- copy message
- forward message
- reply with Template
- Quick Post – New in Postbox 5
- play sound file – New in Postbox 5
- run AppleScript (macOS only) – New in Postbox 5
- mark as read
- mark as unread – New in Postbox 5
- mark as reminder
- mark as not reminder – New in Postbox 5
- mark as Pending – New in Postbox 5
- mark as Not Pending – New in Postbox 5
- set priority
- set junk status
- delete message
- stop filter execution
How to create a Message Filter
Creating a message filter is easy. Simply go to Tools > Message Filters, and choose the account to which the filter will apply. Then, click the New... button to create a new filter. The subsequent window should look very familiar to those who have ever created a Smart Playlist in iTunes. Name the filter, choose the search criteria which will narrow down the messages to a select few, and then decide which actions Postbox should perform.
Here is an example of a filter that finds messages sent from Postbox or contains the word Postbox in the subject, and automatically adds a Topic and marks them as a Reminder:
This is how the filter window reads: Match any message that is either from someone using a Postbox email address or mentions Postbox in the title. With those messages, Add the topic “Postbox” and mark them as a “To-Do”.
Now that the filter is created, any messages that come in will be automatically filtered by Postbox. For emails that have already been received, there’s a Run Now button at the bottom of the Message Filters window that will run the filter on the selected folder.
Note: For an explanation of Topics check out this article:
Message Filter Ideas
- Send an automatic message to senders who aren’t in your address book
- Add a “Large Attachment” topic to messages that are larger than 5mb
- Set a High priority for messages sent from your bank or significant other
The possibilities are endless!
Run Filters on Messages
If you'd like to run Message Filters on a particular message, first select the message and then go to Tools > Run Filters on Message.
Additionally, if you'd like to run filters on a group of messages, select them, and go to Tools > Run Filters on Selected Messages