Filters are created in the Settings menu under the Mail Filters section. You define one or more conditions, choosing a field to check and a value to match, such as “From contains @vendor.com” or “Subject contains Invoice”. You then choose one or more actions to apply when those conditions are met. Multiple conditions can be combined with AND or OR logic. Filters run in the order listed, and you can prioritise them by dragging them into the correct sequence.
Filters are most useful when you receive a predictable category of messages that need consistent handling. Finance teams can filter all messages with “Invoice” in the subject line into a dedicated folder so they are easy to batch-process at the end of the week. Sales staff can filter competitor domain addresses into a low-priority folder and keep the main inbox focused on customer messages. Filters also help manage automated system notifications by routing them away from the primary inbox.
Filters are evaluated in order, and the first matching filter applies its action. If you have multiple filters that could match the same message, check the sequence carefully. Avoid creating a filter that automatically deletes messages unless you are certain the condition will never match a legitimate sender. Test new filters on a small set of messages by applying them to existing mail before setting them to run on incoming messages.
An accounts executive at a trading firm in Jaipur received over 50 automated GST portal notification emails per week. She created an email filter in Zoho Mail that matched emails from the GST portal sender address and moved them automatically to a folder named “GST Notices”. This kept her inbox clean and made the notifications easy to find when her CA needed to review them at month-end.
Yes. When creating or editing a filter in Zoho Mail, you can choose to apply it to existing messages in addition to future incoming messages. This lets you organise historical mail with the same rules without moving messages manually.
Yes. Zoho Mail’s admin console includes organisation-level email filters that apply to every mailbox. These are useful for compliance rules, such as blocking messages from known spam domains or tagging all messages containing specific legal notices.
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