1. Open Zoho Mail and select the intended account if you have several mailboxes connected.
2. Go to Settings > Filters > Incoming filters and create a new filter.
3. Give it a purpose-based name, such as Supplier invoices. Set precise conditions using the sender, subject or other available fields.
4. Check whether all conditions must match or any one is sufficient. A broad OR condition can capture far more mail than expected.
5. Select the destination folder or other approved action and save the rule. Review its position relative to existing filters.

Send one message that should match and another that should remain unchanged. Check the target folder and Inbox, then test a realistic near-match. If several filters can affect the same message, examine their order and stop-processing behaviour before adding another exception.

In the intended account, open Settings > Filters > Outgoing Emails Filter and choose New Filter. Select the condition logic and actions available for outgoing mail, then save.

For example, create Sent quotes, match a subject containing Quote and choose Tag as with your quote tag. Send a harmless quote and an ordinary update, then verify that only the matching sent message receives the tag. Check rule order and Stop Processing Other Filters when more than one rule matches.

Test every sending method you use. Zoho documents that outgoing Auto Cc/Bcc, Add Signature, Ask Receipt and Change Priority actions do not apply to messages sent from external mail clients using IMAP, POP and similar client connections. Connected IMAP accounts also expose a more limited action set than the native mailbox.

Use the available run-on-existing-mail control only after checking the selection and action. Moving a large folder can confuse staff and synchronised mail applications. Forwarding actions may require separate destination verification and do not behave like a simple local move.

A supplier sends both invoices and ordinary project updates from one address. Create a rule that matches the sender and an invoice subject term together.

1. Open Settings > Filters > Incoming filters and create Supplier invoices.
2. Set a sender condition for [email protected] and a subject condition containing invoice.
3. Choose the option requiring all conditions to match.
4. Select a folder named Supplier invoices as the move destination and save.
5. Test an invoice message, a project update from the same sender and an invoice from a different sender.

Expected result: only the message matching both conditions moves. If another rule also affects it, inspect rule order before adding exceptions or running the new filter against historical mail.

Inspect rules for delete, archive, forward or move actions, including rules created before the current device was installed. Search all folders and review Trash. Disable the suspected rule while investigating instead of deleting every filter and losing the configuration history.

Keep a brief description of business-critical rules and their owners. Review them when a supplier changes address or a project closes so that old automation does not silently hide new enquiries.

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• Zoho: Incoming Filters
• Zoho: Filters
• Zoho Mail outgoing filter conditions, actions and client limitations

• Creating incoming and outgoing filters in Zoho Mail