How to automatically sort your incoming
You can easily set up your email system to automatically sort your
We have directions for
Yahoo Mail, Gmail, Hotmail, Outlook,
Eudora, Thunderbird, and Apple Mail.
This is the easiest way to use any
email distribution list, online forum, or
newsletter subscription. (Or just to send every note on a certain
subject or from a certain person to a special folder.)
All the messages from the list, forum, or newsletter are automatically
placed in one folder – so that you can deal with them together:
You can quickly scan the new messages by subject line or author and
delete the ones you are not interested in.
Since they are individual messages – rather than lumped into a giant
single daily digest – you can easily participate by replying to either
the message author or to the entire group.
Once you take a couple of minutes to set up your email to automatically
sort major topics out of your incoming mail, you will never go back to
having one overwhelming random inbox!
How to do it:
1. Create a folder in your email program. (If you name the folder with
an exclamation point or hyphen as the first character – for
example, ! alumni or -alumni – it will be first in the alphabetical list
2. Make a filter that sends all incoming messages with
"HPAA" in the
subject line to the ! alumni folder. Note: If you want the job posts in
a separate folder, use HPAA Jobs, not [HPAA Jobs] – some email systems
don't recognize punctuation characters.
Yahoo Mail: "Options" / "Mail
Options" / "Filters", then "Create or edit filters." Enter HPAA in
the "subject" field and leave the other three criteria boxes blank.
(For up to 200 filters and no ads, pay $20 per year for Yahoo Mail
Gmail: "Settings" icon (a
gear) / select "Settings" / then the "Filters" tab.
Hotmail – Full Version: "Options" /
"More Options" / "Automatically sort e-mail into folders"
Hotmail – Classic Version: "Options"
/ "Automatically sort e-mail into folders"
Outlook.com: icon (a gear) / "Options" /
"Mail" / "Automatic processing" / "Inbox and sweep rules"
Outlook 2003, 2007: "Tools" / "Rules
Outlook 2010: "Rules" in the Move
group of the Home top menu
Outlook Express 5 or 6: "Tools" /
"Message Rules" / "Mail"
Outlook Express 4: "Tools" / "Inbox
Assistant" / "Add"
Thunderbird: "Tools" / "Message
Filters". Select account and folder in the dropdown menus. "New".
Name the filter. You can have multiple filter criteria and multiple
actions. Select when it is to be run.
EarthLink Web Mail: No filtering
capability; move emails manually to folder and read later.
Apple Mail: "Mail" / "Preferences" /
"Rules" (For additional email processing capabilities, one member
recommends two Mail add-ons: MailTags and Act-On from Indev
AOL: Members report that AOL's very
old mail reader doesn't provide this capability.
3. If you have email distribution lists or online forums set to digest mode,
change them to send individual emails. (To quickly change the settings for
your Yahoo Groups subscriptions – such as HPAA lists and forums – go to
your "Edit My Groups" page on Yahoo Groups
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