SmarterMail 13.x Help

Folder Auto-clean

Setting up auto-clean rules for your email folders is a simple, yet effective, way to limit how much of your account disk space is used by the Junk E-Mail, Sent Items, Deleted Items and/or any custom folders you created. By placing limits on the size of these folders, or by automaticlly deleting mail older than X number of days, you can help ensure that your email account does not fill up unnecessarily. In addition, if you want to set a size limit on a folder, messages are deleted in the order that they were received so that older messages get deleted first.

To access the folder auto-clean settings, click the settings icon. Then expand the My Settings and Filtering folders and click Folder Auto-Clean in the navigation pane. Note: Depending on the policies your administrator has established, you may or may not be able to change the settings on this page.

The folder auto-clean settings will load in the content pane and the following tabs will be available:

Options

Use this tab to specify the following options:

  • Use default auto-clean settings - Select this checkbox to adopt the auto-clean policy set by your email host or domain administrator. Note: If the administrator changes the policy, yours will automatically change as well.
  • Override auto-clean settings for this account - Select this checkbox to override the settings set by your administrator so that you can create your own rules. Any changes you make will not be affected if the administrator changes their policy, unless they disable your ability to create your own rules.

Rules

If you are using the default auto-clean settings set up by your administrator, this tab will be greyed out and you will not be able to click on it to open it. If you chose to override the settings, and if your administrator allows you to override the default settings, this tab will be active. In addition, if there are custom rules already created, a number will appear nex to the Rules name on the tab showing how many rules there are. Once you open it and you can click Add Rule in the content pane toolbar to create your own auto-clean policies based upon size or date.

Auto-clean by Size

These options will be visible if you set up the rule by folder Size:

  • Folder - This dropdown will show you all folders for your mail account.
  • Type - This allows you to create rules based on folder Size or by Date.
  • Start Auto-Clean - The size the folder needs to reach BEFORE the auto-clean rule will run.
  • End Auto-Clean - The size the folder will be reduced to once the auto-clean rule finishes.
  • Enable auto-clean for this folder - Select this box to activate auto-cleaning of the selected folder.

Once the rule is saved, it will dislpy on the Rules tab as follows:

  • Folder - The folder the rule was created for.
  • Type - The rule type, either Size or Date.
  • Settings - A description of the rule. For example, if you set a Size rule to start when a folder is 10MB and to reduce the folder to 5MB, the Settings will show as "Over 10MB, reduce to 5MB"

Auto-clean by Date

These options will be visible if you set up the rule by Date:

  • Folder - This dropdown will show you all folders for your mail account.
  • Type - This allows you to create rules based on folder Size or by Date.
  • Mail Age - This allows you have mail that is over a certain number of days old automatically deleted from the folder.
  • Enable auto-clean for this folder - Select this box to activate auto-cleaning of the selected folder.

Once the rule is saved, it will dislpy on the Rules tab as follows:

  • Folder - The folder the rule was created for.
  • Type - The rule type, either Size or Date.
  • Settings - A description of the rule. For example, if you set a Date rule to run on mail that is over 120 days old, the Settings will show as "Over 120 days old"