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Creating Rules


Airmail has the capability of creating multiple customized rules to suit any incoming or outbound filtering scenario. Basically, the rules in Airmail work similar to the rules in any other email client, using a series of IF/THEN options tailored to your specific needs.

Even though most of the rules are self-explanatory, we’ll talk here about several to give you an idea of how they work. Since there are so many rules options, simply apply the logic in these examples to your particular rules requirements.

Rules are located in “Menu” - “System Preferences” - “Rules” as depicted in the following image. Click on “Rules” to get started.

1. Create a New Rule. To create a new rule, click on the “+” sign at the lower left of the interface, which will present a blank rule.

2. Move Message Rule. Our first rule example is one to move an incoming message to a particular folder (or label). First, create a new rule as described in item (1.), then name the rule (the example is named “Move Message”. Next, from the “If:” portion of the rule, select “any” and “incoming” message arriving to “Account” (select the account from the middle drop-down menu), and then ”inbox” from the drop-down menu in the third selector.

Click on the “+” sign at the end of the first line and choose “Message Subject” then “contains”, followed by the activator word(s) that will trigger the rule to move the message. In this case we’ve chosen “Family”.

Now, click on the “+” sign at the end of the second line to bring up the “Then:” portion of the rule. From the first selector box choose “Move Message” and then choose the email account from the middle selector box, followed by the folder/label to which you wish to ultimately move the message when it arrives.

Now, any message with “Family” in the subject line will be automatically moved to the email account you chose and further, to the folder/label you specified.

3. Label a Message. Automatically labeling a message works particularly well with a Gmail account, where labels are used instead of folders, though some other email accounts can also have folders. In this example we will assume the use of a Gmail account. 

First, create a new rule, as described in step (1.) and name it (we’ve used “Label Message” for our example). Next, go to the “If:” portion of the rule and select “any” and “incoming”, followed by choosing a desired email account from the middle selector box. In the third selector box, make sure to select “Inbox” so the rule is applied the instant the message arrives to the inbox. 

Next, click the “+” sign at the end of the first line and choose “Message Subject” from the drop-down list. In the next selector choose “contains” and in the third window add the activator word(s) for your rule (we’ve used “Label Message”). 

In the “Then:” portion of the rule you can add as many labels as you want (we’ve added two, “Family” and “Travel”). For each additional label you wish to add to an incoming message, just click on the “+” sign to present another “Then:” line and add the additional label.

4. Move to Trash. There are some messages that contain a word in the subject that tells us we want to always move that message to the trash. Airmail has a simple rule for this purpose which is applicable to any email account, thus saving you the effort of ensuring the trash folder is properly selected. 

Create a new rule in accordance with item (1.) and name it (for our example we used “Move to Trash”). Then in the “If:” portion of the rule, select “any” and “incoming”, followed by the “email account” and “Inbox”. Next, click on the “+” sign to present the next line, in and in the first selector box choose “Message Subject” followed by “contains” and finally add your activator word, in this case we used “Viagra”. 

Go to the “Then:” portion of the rule and choose “Move to Trash” from the selector box. Now, any time a message arrives to the selected account that contains “Viagra” in the subject line, it will automatically be moved to trash.

5. Archive a Message. If you want to automatically archive an incoming message, Airmail can also do this. Rules for archiving work particularly well in Gmail, though they will also work on IMAP servers that support archiving and which have an “Archive” folder. 

Suppose you wanted to archive all email containing “Vacation Plans” in the subject. All you need to do is create a new rule, name it (we chose “Archive Message”),and then choose “any” and “incoming” from the “If:” portion of the rule. 

Next, select the appropriate email account, followed by “Inbox”, and click the “+” sign at the end of the first line. In the line that is presented next, choose “Message Subject”, then “contains” and add the activator words of “Vacation Plans”. Now, any message arriving to the inbox with “Vacation Plans” in the subject will not be seen in the inbox, but be move to the Gmail All Mail folder, or Archive folder on an IMAP server.

Enabling Rules. You can easily turn on/off any rule(s) in Airmail. To enable a rule, make sure the “Enable” box shown in the following screenshot is enabled (it should be by default). To disable a rule, yet keep it, simply uncheck the “Enable” box.

Rule Actions. There are several common actions you can perform on a rule, including “Reset”, “Record a Shortcut”, “Test" and "Save”, as depicted in the screenshot below.

- Reset a Rule. If you click the “Reset" button, all parameters of the selected rule will be reset to a basic default rule so you can rebuild it. There is no warning for this action…as soon as you click the button the rule is gone.

- Record a Shortcut. Checking the “Action" button will cause the "Click to record shortcut" button to appear. Clicking this, will let you assign a shortcut by which you can invoke the rule. To disable the shortcut (but not delete it) just uncheck the "Action" box.

- Test a Rule. After you create a rule you can test it on existing messages. For example, if the rule is applicable to message in the inbox for a specific email account, by pressing the “Test" button Airmail will identify all messages in your inbox that meet the requirements of the rule. 

- Save a Rule. When you have created a rule that you want to keep, you must press the “Save” button for Airmail to keep the rule. This ensures the enabled rule will be applied against all incoming messages according to the rule parameters you have specified.

Summary. There are many rules and combinations of rules which can be used in Airmail, so it’s impossible to create examples for each of them. But most cases, the rules are very similar and require minimal effort to create, so experiment with them first if you’re having difficulty. All the rules in Airmail are designed to be easy to use, while still encompassing the power for any possible scenarios you may need.

4 Notes

System Requirements OS X v10.7 Any Intel Mac

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