Filters for e-mails

When e-mail arrives at TU Chemnitz on your behalf, the automatic filters for rejecting unwanted and dangerous mail are processed via the DFN-MailSupport service. If the e-mail is not rejected, it is delivered to the mailbox server responsible for your e-mail address. The following information applies to the central mailbox server of the TU Chemnitz.

Usually, all e-mails arriving for you are sorted into your standard mailbox (the INBOX). However, if you receive more than a dozen e-mails a day, perhaps because you have subscribed to mailing lists or receive system messages by e-mail, you will quickly feel the need for automated processing: The mails from the list should be sorted into a special folder, for example, and from the system messages only the critical messages should end up in the INBOX.

Such routine work can be done by filter settings in the mail program (e.g. Thunderbird, Outlook, alpine). However, if one works with several programs or PCs and mobile devices, these rules would then have to be set everywhere (as equally as possible). If you are absent, they do not work at all because the mail programme is usually not running.

A way out is offered by individually adjustable mail filters on the mailbox server. These rules work independently of the mail program used. When the e-mail arrives, certain actions can be triggered on the basis of specified conditions (e.g. sender or subject):

file in another folder (this folder can be retrieved if you use the IMAP protocol),
send an automatic reply tot the sender, e.g. in case of absence,
refuse acceptance – send back or ignore,
forward to another mail address, possibly file a copy to your INBOX. Attention: When forwarding to external addresses, we cannot guarantee delivery. For technical and legal reasons we dont’t recommend this.

If none of the specified conditions apply, the e-mail is filed in the INBOX as usual.

Instructions to set mail filters

Set automatic out-of-office message for email (in German)
You’ll find Mail filters in Webmail SOGo under "Preferences" (gear symbol next to your name on the left) → Mail in tabs "FILTERS" and "FORWARD".

Filter settings in SOGo

If you see a message there stating that the an external Sieve script is active, you have not transferred the filters from the old Horde Webmail. By clicking on “LET SOGO HANDLE EVERYTHING” the previous mail filters in Horde will become ineffective and must be set up again in SoGo.

By clicking "CREATE FILTER" you may define conditions under which actions are performed.

Create a filter rule in SOGo

Please note:

Set a meaningful filter name (top green field), otherwise tjhe "OK" button isn't activated.
To stop the processing after the conditions of this rules match, add the action "Stop processing filter rules"

Once you have created all the rules, click on the green save icon (“floppy disk”) in the top right-hand corner. This will activate your new filters on the mail server.

You can change the order of the rules by clicking and dragging the symbols left to the check marks on the left.
You can temporarily disable rules by unchecking the check mark.
You can change rules by clicking on the pencil icon on the right.
You can also delete a rule on the far right.

After making changes, you must activate them in the upper right corner by clicking on the green save icon (“floppy disk”).