Zimbra Weekly: Filtering best practices
K-State Zimbra offers advanced mail filtering, which you can take advantage of whether you use the web client (webmail.ksu.edu) or a local client (Thunderbird, Mac Mail) to access your K-State e-mail. By creating mail filters in the K-State Zimbra web client, you are creating them at the server level. This means that if you use multiple clients to access your mail, you do not have to replicate your filters in each client.
- Using filters to ensure mail is delivered to your Inbox (and not your Spam folder). If you’ve noticed mail that is definitely not Spam, such as mail from K-Staters, ending up in your Spam folder rather than your Inbox, create a “white list”, which is a mail filter that will force the delivery of designated e-mail to your Inbox. To create this filter, see the instructions available on the K-State Zimbra Tips & Tricks website.
- Over-filtering and not receiving any mail. Be careful that you don’t over- filter your mail and get to a point where you prevent mail from being delivered. If you think a filter is faulty or causing problems with mail delivery, simply deselect the “Active” setting in the filter. This will disable the filter. If needed, you can always reactivate the filter later.
- The “Discard” action. Do not use this unless you understand that “discard” means “gone forever and not recoverable”. Discarded mail does not appear in the Trash folder, but rather is removed from the e-mail system. Instead, it’s recommended that you filter questionable mail to a folder for later review, and then discard at your leisure.
- Organizing your mail with filters. The basic purpose of a mail filter is to help organize your Inbox. Add filters to automatically move mail to a folder, forward to another e-mail address, tag an item, and much more.
- “Contains” versus “matches exactly”. Use “contains” instead of “matches exactly” when setting the conditions of a filter. In general, using “contains” or “does not contain” produces more predictable results.
For more helpful tips, see the K-State Zimbra website or attend an open question and answer session scheduled for 1:30-3 p.m. June 12 and June 19 (Fridays) in the Big 12 Room, K-State Student Union.
Go to the K-State Zimbra website to read frequently asked questions, getting started information, and helpful tips and tricks.