Setting up Rules & Folders for Automatic Mail Processing

Automate your mail processing at your Private Box address with Folders & Rules.

Why set up rules on my account?

Setting up automatic rules on your account means you can specify what you want done with your mail, and it will all be taken care of without any further input from you.

Lets look at a couple of examples:


1. Automatic mail scanning

John sets up a mailbox with Private Box, and he just wants things to be taken care of so he doesn't have to worry about it.  He only ever receives paper mail - things like bank statements or invoices.  So he doesn't want to deal with the physical papers.  

John uses an automatic mail scanning rule on his Private Box account.  That way, as soon as mail arrives for him our staff immediately open and scan the document so he can read it online.  He doesn't need to provide any input, and he just gets his mail digitally.


2. Automatic mail forwarding

Sharon does a lot of shopping online.  She lives in Australia and likes buying products from some New Zealand stores that won't ship internationally.  By using the Private Box mailbox, she has an NZ address to provide to these stores.

She doesn't want to have to worry about her mail, and just wants things to be taken care of without worrying about it, or forgetting to have them shipped.  So she sets up an automatic mail forwarding rule so that once a month, all of her packages are bundled together into a single package then gets sent to her home address over in Australia.



Folders are a great way to organise your mail into different departments for your organisation, or for sorting mail between your family members. You can read more about setting up folders here >>


There are 3 types of rules that you can combine to create powerful automatic processes:

  • Sorting rules - these are rules to sort incoming mail into folders based on the recipient
  • Folder rules - these are actions that you can take on the mail while it is at Private Box (like scanning & destruction)
  • Mail Forwarding Rules - these rules define the destination, service and frequency for forwarding your mail. 

Popular configurations

By default there are minimal rules setup on new Private Box accounts. Below are examples of the most popular tasks: 

  • Scan all new mail
  • Email PDF scans of all new mail, then securely destroy the hard copy
  • Hold your mail, then forward it every week (or fortnight or 28 days)

These, and many other configurations are possible.

You are in control

You can add, remove, or change the rules on your Private Box account when it suits you.

To access the rules for your account, simply open the drop down list at the top right of your screen when you are logged in, and select 'Mailbox' then the 'Rules' tab. 

'How to..' guides 

Below are how to guides for common rules:

  1. Automatic Mail Scanning
  2. Setting up Automatic Mail Scanning and Destruction
  3. Automatic Mail Forwarding

Save time and have piece of mind knowing that your mail is processed automatically with Rules & Folders.

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