How to Create User Level Email Filter in cPanel?

While global email filters apply to all email accounts under your domain, sometimes you need more specific control over a single inbox. User Level Email Filters in cPanel allow individual email account holders to create their own rules for managing incoming messages, providing a personalised way to fight spam and organise emails.

This guide will walk you through the process of setting up a User Level Email Filter in cPanel, enabling you to filter, discard, or deliver emails to specific folders based on criteria you define.

What You'll Need:

Before you begin, make sure you have the following:

• Access to your cPanel account via your EncodeDotHost customer portal.
• The specific email account for which you want to create a filter.
• A clear idea of the criteria you want to use for filtering (e.g., specific words in the subject or body, sender addresses).
• A decision on the action you want the filter to take (e.g., discard, deliver to a specific folder).

Step 1: Access Email Filters in cPanel

Your first step is to navigate to the email filter management section of your cPanel.

1. Log in to your cPanel account.
2. In the "Email" section, click on the "Email Filters" icon. This icon typically looks like an email envelope with a filter symbol.
   

Step 2: Manage Filters for a Specific Email Account

On the "Email Filters" page, you'll see a list of your email accounts. You need to select the one you want to manage.

1. Under "Filters by Users", you can see all of your existing email accounts.
2. Click on "Manage Filters" next to the appropriate email account for which you want to create a filter.
   

Step 3: Create a New Filter

You are now on the page to manage filters for the selected email account. Here, you'll begin setting up your new rule.

1. Click on the "Create a New Filter" button.
2. Enter a descriptive Filter Name in the provided text box (e.g., "Personal Spam Blocker", "Newsletter Sorter"). This helps you identify the filter later.

Step 4: Define Your Filter Rules

This is where you specify the conditions that an email must meet for the filter to take action. You can combine multiple rules for more precise filtering.

1. Under the "Rules" section, you can filter emails based on various options.
   • From the first dropdown list, select the part of the email you want to inspect (e.g., "Body", "Subject", "From", "To").
   • From the second dropdown list, select the condition (e.g., "Contains", "Does Not Contain", "Equals", "Does Not Equal").
   • In the text box provided, enter the word, phrase, or email address you want the filter to look for.
     
     • Example: To discard emails containing the word "Lottery" in the body, you would select "Body" and "Contains", then type "Lottery" in the text box.
2. To add more rules, click the "+" button next to a rule. You can then choose whether "all" rules must be met or "any" rule must be met for the filter to apply.

Step 5: Choose the Filter Action

Once an email matches your defined rules, you need to tell cPanel what to do with it.

1. Under the "Actions" section, click the "+ Add Action" button.
2. From the dropdown list, select the desired action:
   • "Discard Message": This deletes the email completely without delivering it to any inbox. Use with caution!
   • "Deliver to folder": Moves the email to a specific folder (e.g., a "Spam" folder you create).
   • "Redirect to email": Forwards the email to another email address.
   • "Fail with message": Rejects the email and sends a bounce-back message to the sender.
   • Example: To get rid of unwanted messages, select "Discard Message".

Step 6: Create the Filter

Finalise your filter and activate it.

1. Now, click on the "Create" button (or "Create Filter" button).
2. You will receive a confirmation message that your filter has been successfully created.

Important Considerations:

• User-Specific Impact: User Level Filters only apply to the specific email account for which they are created. They do not affect other email accounts under your domain.
• Testing: Always test your filters after creating them by sending a test email that should trigger the filter.
• Order of Filters: Filters are processed in the order they appear. If you have multiple filters, their order can affect how emails are handled.
• Specificity: Be as specific as possible with your rules to avoid accidentally filtering legitimate emails.

Troubleshooting Tips:

• Legitimate emails being filtered:
  • Review your filter rules for overly broad conditions.
  • Consider changing the action from "Discard Message" to "Deliver to folder" so you can review filtered emails.
• Spam still getting through:
  • Check for typos in your filter rules.
  • Try adding more specific keywords or sender addresses to your rules.
  • Consider creating additional filters for different types of spam.
• Still having trouble? Contact EncodeDotHost support with details of the issue and your filter rules, and they'll be happy to assist further.

By effectively utilising User Level Email Filters in cPanel, you can gain precise control over your individual inbox, ensuring a cleaner and more organised email experience.