Notes stores the mail rules you create in the Rules folder in your mail database. You can go there to add new rules as well as work on the ones you've created. For example, you can edit rules, change their order so that one rule has priority over another, turn them off when you don't want to use them, or delete them entirely. Click any of these topics:
1. Open your mail database and in the navigation pane, click Tools and then Rules.
3. Under "Specify Conditions," select a part of messages to check (such as "sender" or "subject"), select a state (such as "contains" or "is"), and enter the criteria to check for (such as the name of a certain person or a certain word). Don't use quotation marks for the criteria you enter.
Note The "contains" condition works on partial words, and is not case sensitive. For example, you could select "sender" and "contains," and then enter Al or al to filter all messages sent to you by anyone named Al, Alice, Alex, or Alicia. Don't quote entries in the "contains" or "is" field, or you may see an error message.
Tip The "all documents" condition, new in Lotus Notes 6, lets you perform an action on all messages that arrive in your mail while the rule is enabled. For example, you might select "all documents" and specify sending a copy to email@example.com while you are out of the office.
5. Do any of the following:
7. Do one of the following:
9. Do any of the following:
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To manage rules
Examples: Mail rules
The following rule automatically changes the importance of all messages from Tom Jenkins to high (which means Notes shows them with an exclamation point in the Inbox to catch your attention).
The following rule automatically moves all messages that have the word "status" in the subject from the Inbox to the Status Reports folder unless (an exception) the subject also has the word "sales" or "project" in the subject.
Items in the rule conditions correspond to fields in the document properties of a mail message. Many of the items, such as Subject, have the same name as the field. The following table lists items whose names are different from the fields to which they correspond.