You can use mail rules to move, forward, or delete new messages you receive that meet certain conditions. For example, you could create a rule that checks for messages from a certain sender or that contain a certain subject, then automatically move those messages to a certain folder, send copies of those messages, or delete unwanted messages before you ever see them in your Inbox.

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From the navigation pane of your mail Inbox, click the plus (+) sign beside Tools, then click Rules.

Screen displays a Notes mail inbox, with the left navigator shown. From the navigator, click (+) beside Tools. Click Rules.

Click the New Rule button at the top of the view.

Click New Rule; the New Rule dialog box is displayed.

Under Create condition, choose which email field you wish to check, for example sender or subject. You can also choose all documents to apply your new rule to all incoming email. For this example, we’ll choose subject.

Click the Create condition -> sender drop-down and display the available options. Click subject.

Next, choose a condition. In this example, we’ll leave contains as the condition.

Click the Create condition -> contains drop-down and display the available options. Click contains.

In the final field, add a rule variable for your condition. In this example, we’ll selectCustomer Survey.

Place your cursor in the Create condition blank field and type Customer survey.

Click Add to see your new mail rule condition. In this example, any incoming email that contains the words Customer survey in the email Subject field will be identified for special handling.

Click the Add button.

Now, you need to specify what to do with those emails. Under Specify actions, choose how to handle mail that meets your specified condition. For this example, we’ll choose copy to folder.

Click the Specify actions drop-down and display the available options. Click copy to folder.

Click the Select button, and choose which folder you want to copy your email into. For this example, we’ll choose Survey Data.

Click Select, then choose the Survey Data folder.

Click Add to see your completed mail rule action. In this example, any incoming email that contains the words Customer survey in the email Subject field will now be copied into a folder called Survey Data.

Click the Add button.

Verify that your new mail rule is turned on, then click OK.

Click or point to the On radio button at the top of the New Rule dialog. Click OK.

As you can see in this example, several items in the inbox contain Customer survey in the email Subject field.

Checking the Survey Data folder shows those same emails have been copied there as well.

In the inbox view, highlight several items that contain Customer survey in the email Subject field. Click the Survey Data folder to show copies of the highlighted e-mail items in that folder.

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