Creating and managing mail rules

You can create mail rules to act automatically on new messages you receive that meet certain conditions. Any rules that you create in HCL Notes® also display in HCL iNotes®


  1. From your Inbox, click the arrow next to More, and then click New Rule.
  2. Enter a name for the mail rule.
  3. Select one:
    • Not Enabled -- to turn the mail rule off.
    • Enabled -- to turn the mail rule on.
  4. Select a part of the email message to check, such as Sender or Subject.
  5. Select a state, such as contains or is. The contains condition works on partial words, and is not case-sensitive.
  6. Enter the criteria to check for, such as a word in the subject or body of a message. Do not use quotation marks when you enter the criteria. If your condition is Sender or To, enter a name or click the button to browse a directory.
  7. Click Add.
  8. (Optional) Select Exception and create conditions, as you did in step 4, that are the exception to the rule. The Exception option does not display until you have added the first condition.
  9. (Optional) Select Condition, and create additional conditions. Select one of these:
    • AND -- to filter mail using the initial conditions and any other conditions you create.
    • OR -- to filter mail using either the initial conditions or any new conditions you create.
  10. Under Create actions, select an action, then click Add.
  11. Click OK to save and close the mail rule.

What to do next

The mail rules you create display in the Tools > Rules view in your mail file. This view displays the existing rules, and shows the condition and action for each rule. You can edit a mail rule by right-clicking on it and opening it.

You can use a "stop processing" action when you set up mail rules, to stop the processing of all rules following the rule that contains the "stop processing" action. The "stop processing" action is especially useful when more than one rule could apply to a message, but you want execution of mail rules to stop after the first action is executed.