Mail Folders & Filters

Learn how to keep your inbox organized using folders and automatic message filters (Sieve scripts).

Part 1: Managing Folders

Step 1: Open the Mail Module

Click Mail in the sidebar. Your folders are listed on the left:

• Inbox — Received messages
• Sent — Messages you've sent
• Drafts — Unsaved messages
• Trash — Deleted messages
• Spam — Junk mail (if enabled)

Step 2: Create a New Folder

1. Right-click on any folder (e.g., Inbox)
2. Select New Folder or Add Folder
3. Enter a name (e.g., "Projects", "Clients", "Archive")
4. Click OK

Alternatively, click the + icon next to the folder list header.

Step 3: Create Nested Subfolders

To organize further, create subfolders:

1. Right-click on a folder you created
2. Select New Subfolder
3. Name it (e.g., "Projects/Active", "Projects/Completed")

Result:

📁 Inbox
📁 Sent
📁 Projects
  📁 Active
  📁 Completed
📁 Clients

Step 4: Move Messages to Folders

Drag and drop: Click a message and drag it onto a folder Right-click: Right-click a message → Move to folder → select destination Keyboard: Select messages, press V, then choose folder

Step 5: Rename or Delete a Folder

• Rename: Right-click folder → Rename
• Delete: Right-click folder → Delete (empties folder first)

warning

Deleting a folder also deletes all messages inside it. Move important messages elsewhere first.

Part 2: Automatic Filters (Sieve)

SOGo 5 uses Sieve scripts for server-side mail filtering. Filters run when email arrives — before you see it in your inbox.

Step 1: Open Filter Settings

1. Click the gear icon ⚙ (Settings) in the top toolbar
2. Select Mail → Filters

Step 2: Create a New Filter

Click Add Filter or the + button.

Step 3: Define Conditions

Choose when the filter should apply:

Condition	Example: When this condition matches
From contains	@example.com → all mail from that domain
Subject contains	[Spam] → flag potential spam
To contains	team@company.com → mailing list messages
Size larger than	5M → large attachments

You can combine multiple conditions:

• All conditions must match (AND)
• Any condition can match (OR)

Step 4: Define Actions

Choose what happens when conditions are met:

Action	Use Case: When to apply
Move to folder	Sort into the right folder
Copy to folder	Keep a copy in inbox + file in folder
Forward to	Send to another address
Mark as read	Auto-archive newsletters
Mark as flagged	Highlight important senders
Discard	Delete spam (use with caution)
Reject with message	Bounce unwanted email with a custom message

Step 5: Set Filter Priority

Filters run in order from top to bottom. Drag filters to reorder them. The first matching filter's action is applied.

Step 6: Save the Filter

Click Save or Apply. The Sieve script is compiled and activated on the server immediately.

Example Filters

Example 1: Sort Work Emails

Condition: From contains "@company.com"
Action:    Move to folder "Work"

Example 2: Flag Urgent Messages

Condition: Subject contains "URGENT"
Action:    Mark as flagged

Example 3: Archive Newsletters

Condition: From contains "newsletter@"
Action:    Move to folder "Newsletters"

Troubleshooting

Filters not working

• Check that Sieve is enabled (SOGoSieveScriptsEnabled = YES)
• Verify your Sieve server address in the SOGo 5 configuration
• Test with a simple filter first (e.g., move all mail from yourself)
• Check server logs for Sieve compilation errors

Folder not showing

• Click the Refresh button in the folder list
• Log out and log back in
• Check that the folder was created (not accidentally named with slashes)

Conclusion

Folders and filters help you maintain a clean inbox without manual effort. Start with 2–3 filters for your most common email patterns.

Accessibility

Keyboard Navigation

SOGo 5 supports full keyboard navigation for mail folders and filters.

Action	Keyboard Shortcut: What key to press	Notes: Additional information
	Navigate to Mail	Alt+M, Tab to Mail
	Open folder management	Right-click folder, gear icon
	Create folder	Ctrl+Shift+N
	Open filters	F or gear icon → Filters
	Create new filter	Ctrl+F or "+" button
	Navigate filter conditions	Tab between fields
	Add action	A to add, D to delete action

Screen Reader Workflow

Setting Up Mail Folders and Filters

Step 1: Navigate to Mail Module

1. Alt+M to focus sidebar
2. Arrow keys to "Mail"
3. Enter to open mail view

Step 2: Create Folder

1. Right-click on mail account or press gear icon
2. Navigate to "New Folder" or press Ctrl+Shift+N
3. Type folder name
4. Press Enter to create

Step 3: Open Filters

1. Gear icon settings
2. Arrow to "Filters"
3. Press Enter

Step 4: Create Filter

1. Focus on "+" button or press Ctrl+F
2. Type filter name
3. Tab to condition dropdown
4. Select condition (e.g., "From contains")
5. Tab to value field, enter value
6. Tab to actions, set action (e.g., "Move to folder")
7. Tab to "Save" button, press Enter

Common Screen Reader Announcements:

Announcement: What screen reader says	Meaning: What it means	Action: What to do
"Mail, tree view"	Mail folder list	Navigate folders
"New folder, button"	Create folder action	Press Enter, type name
"Filters, dialog"	Filter management open	Create new filter
"Condition, combo box"	Filter condition dropdown	Arrow key to select
"Action, list grid"	Available filter actions	Arrow to select action
"Filter saved"	Success	Filter now active

Visual Content Descriptions

folders-filters.png: This 4.5-second animated GIF shows creating mail folders and filters.

• Frame 1 (0-1.2s): Mail view showing folder list on left
• Frame 2 (1.2-2.5s): Folder creation dialog open, typing new folder name "Archive"
• Frame 3 (2.5-4.5s): Filters dialog open, creating new filter with condition "From contains @example.com" set to move to Archive folder

High Contrast Mode

SOGo 5's dark mode and high contrast mode work with all sections described above. Toggle via: Settings button (gear icon) → General → Theme → Dark/High Contrast.