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MAILING LISTS

Message filtering

When they get busy mailing lists can generate quite a lot of email but most people find that they can cope with this much more easily if their mailing list emails are automatically moved or 'filtered' into separate folders.

All good email programs will do this for you, if you tell them to.

Here's how:

In Mozilla Thunderbird:

  1. Create the folder where you would like your messages to appear.
    Typically you will right-click on Inbox, select New folder and enter a name for the folder (e.g. RX-chat)
  2. From the Thunderbird menu go to Tools > Message filters...
  3. Click on New..
  4. Name the filter you are about to create, e.g. RX-chat
  5. In the upper section of the dialogue select Customise... from the first drop-down menu (which defaults to "Subject")
  6. Under New message Header enter Reply-To (with the capitals and the dash), click on Add then click on OK
  7. The first drop-down menu should now contain Reply-To as an option. Select it.
  8. Leave the second drop-down menu set to Contains
  9. In the next box type the address of the list whose message you wish to be moved e.g. rx-chat@mb21.co.uk
  10. In the lower section of the dialogue leave the first drop-down menu set to Move message to
  11. In the next box find the follder you wish to move the messages to and click on OK

In Outlook Express (Windows XP):

  1. In the Folders pane right-click on Inbox and select New folder...
  2. Enter a name for the new folder e.g. RX-chat
  3. In the Outlook Express menu go To Tools > Message Rules > Mail...
  4. In section 1 select Where the subject line contains specific words
  5. In section 2 select Move it to the specific folder
  6. In section 3 click on Contains specific words
  7. Enter [rx-chat] (include the square brackets} and click Add
  8. In section 3 click on Specified, select the appropriate folder and click on OK
  9. Name the rule (e.g. RX-chat) and click on OK.

    Of course the same sort of thing can be done in other email programs too and if you can, for preference, you should use the reply-to field as the sort criterion as on our server its value will always be the address of the list

    The above method for OE will work but is not 100% foolproof. For example, if someone decides to reply to a list posting by sending you a direct email it may still include [rx-chat] in the subject line but will not have been sent through the list. Sorting on the reply-to field is more rigorous in this respect but there is no provision for it in OE

In Outlook Express (Windows 7):

  1. In the Folders pane right-click on Inbox and select New folder...
  2. Enter a name for the new folder e.g. RX-chat. Click OK and exit dialogue box.
  3. In the Outlook Express menu go To Tools > Rules and Alerts >E Mail rules > New Rule.
  4. In the dialogue box ‘Rules Wizard’ go to Step 1: select a template >  Stay Organised. Select Move messages with specific words in the subject to a folder.
  5. In Step 2: Edit the rule description, click on ‘specific words’.
  6. A dialogue box opens. In Specify words or phrases to search for in the subject enter [rx-chat] This is case sensitive and you should include the square brackets. Click on Add, then OK.
  7. In the dialogue box ‘Rules Wizard’ > Step 2, click on ‘specified’.
  8. In the dialogue box ‘Rules and alerts’ click on the + sign to the left of the Inbox folder.
  9. Click on RX-chat, then OK.
  10. In the dialogue box ‘Rules Wizard’ click on Next>.
  11. In Step 1 under Which condition(s) do you want to check?  ensure that on this machine only and with specific words in the subject are ticked.
  12. Under step 2 check that the statement applying the rule is correct. If not use the Back button. If it is click Next>
  13. Under What do you want to do with the message> Step 1 check that ‘move it to the specified folder’ is ticked.
  14. Under What do you want to do with the message> Step 2 check that the statement of the rule description is correct. If not use the Back button. If it is click Next>
  15. A list of exceptions will appear. Select any you require by ticking the box, then click Next>
  16. Under Finish rules set up click on the box for turn on this rule now.
  17. Click on finish.
  18. In the Rules and Alert dialogue box click on Apply, and exit the dialogue box.
  19. Reach for a Beer.

Mailing list dos and don'ts


mb21 by Mike Brown
Hosted by Astrohosts

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