Filter Rules
Filter rules can be used to create out-of-office notifications, forwarding rules, or exclusion lists. These rules are applied as soon as the email arrives on the server.
To create or change filters, move the mouse pointer to Webmail at the top of the menu. A menu with the Filter entry will then open.
The filter options open when you click on Filter.
The menu on the left now shows the available options: New Rule, Filter Rules, Positive List, Exclusion List, Absence, Forwarding, Spam, and Script.
Set up an out-of-office message
The vacation function can be used to send an out-of-office notification to the senders of incoming emails.
Please remember to enter all the email addresses you use under: “Advanced settings” / field: “My email addresses”!
Example:
- mailaddress@studium.uni-hamburg.de(adresse"AT"studium.uni-hamburg.de)
- b-userid@studium.uni-hamburg.de
Mail Forwarding
With the help of the forwarding function, all email traffic can be forwarded from one email address to another.
Please note:
The RRZ recommends that you refrain from using forwarding! An increasing number of email providers are prohibiting the acceptance of forwarded emails. Therefore, the RRZ cannot guarantee that forwarded emails will actually arrive. This applies, for example, to Microsoft activation codes sent by email.
If you still activate forwarding, please ensure that the forwarding refers to a valid and ready-to-receive email inbox (keyword: quota!).
Instructions
After selecting “Forward” in the Surfmail filter settings, enter the email address in the “Address(es) to forward to” field.
Please note that forwarding is not a mailing list, so you can only enter a maximum of 10 addresses there.
Important: Don't forget to save and activate your entry.
Exclusion List
If you no longer wish to receive messages from a particular email address, you can add this address to the exclusion list.
If you later encounter the issue of no longer being able to receive emails from a specific email address, you should first check the exclusion list and, if necessary, remove this address from the list.
Create anew filter rule
A new filter rule can be created via “New Rule”.
Example of a filter rule
In this example, all emails with the sender domain @gmail.com, i.e. regardless of whether they are thomas.unimann@gmail.com or meine-beste-Freundin@gmail.com, are moved to the test1 folder immediately after delivery. Emails ending in @gmail.com will no longer end up in your inbox.
Note: Emails from the @gmail.de domain will still end up in your inbox.
To save the new rule, click on “Save” after creating it.
If many filter rules have been created and you want to ensure that emails from a specific sender still arrive in the mailbox, this sender email address should be added to the whitelist.
It is also important to pay attention to the order of the filter rules, as they are all processed from top to bottom. It therefore makes sense to have the positive list at the top, followed by all other filter rules.
Moving filter rules
If you want to move a rule, move the cursor behind the rule until the crosshairs with arrows appear. Then click the left mouse button and move the rule up or down.
