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Create Rule or Filter for BCC Emails

ThinkReservations recommends that you configure your account to send a blind carbon copy (BCC) of all emails that go out to your customers to your own email. This way, you can review any email correspondence you have had with your customers via ThinkReservations through finding the BCC of the email your guest received.

Setup Outlook Rule
Setup Gmail Filter
 ▼ Setup your BCC email in ThinkReservations


Navigate to: https://manage.thinkreservations.com/settings/business-settings

ThinkReservations → Settings → Business Settings → BCC ALL CUSTOMER EMAILS TO

Enter a valid email, or multiple emails separated by a comma.

To prevent these emails from flooding your inbox, create a rule in your email client/program to automatically put those BCC emails into a separate folder.

Setup Outlook rule for BCC emails

You can create rules in Microsoft Outlook to automatically move your BCC emails to a folder other than your inbox. First, you will create a new rule or modify your existing rule.

   Open Rules and Alerts. (Keyboard shortcut: Alt + F, I, R)

Step 1 Conditions:

Check: "From people or public group"

Specify: reservations@thinkreservations.com

Step 2 Actions:

Check: "Move it to the specified folder"

Specify: Specify the folder you wish to move them to

Step 3 Exceptions:

Check: "except if my name is in the To or Cc box"

Finish rule setup...

Give your rule a name

Turn on this rule

Optionally run this rule now on messages already in your inbox.

Review the rule description. It should read similar to below:

"Apply this rule after the message arrives

from reservations@thinkreservations.com

move it to the CustomerCopies folder

except if my name is in the To or Cc box"

► The folder name "CustomerCopies" should be replaced with whatever folder name you have into which you want these emails to go.

 

How to set up a filter in Gmail

You can create rules in Gmail that will automatically move and flag emails as they come in to help automate your workflow. For example, you can have your ThinkReservations BCC emails and notification emails skip the inbox and automatically be put into a special folder. 

Move BCC Emails to Separate Folder:

  1. Log into your Google Mail account.
  2. Click here to navigate to "Labels" in settings.
  3. Under the "Labels" section, click the "Create new label" button.
  4. Enter any new label name like "BCCs to Guests" and click Create. Think of this as a folder for the emails to go to.
  5. Click here to navigate to "Filters and Blocked Addresses" in settings.
  6. Click "Create a new filter" link or click the small triangle in the search box at the top.
  7. Enter reservations@thinkreservations.com in the From box at the top of the popup.
  8. To filter the BCC emails enter -youremail in the To box. Note the hyphen in front of the email! (This hyphen is the only difference between these instructions and the ones in the next section below.)
    Replace youremail with your actual email address.
  9. Click "Create filter" to the left of the Search button.
  10. Check the following boxes:
    1. Skip the inbox (Archive it)
    2. Apply the label: Choose the label you created in step 4.
    3. Never send it to Spam
    4. Optional: Also apply filter to matching conversations.
  11. Click the "Create filter" button.
  12. Your BCC emails will move automatically into the folder/filter you created in step 4.


Move Notification Emails to Separate Folder:

Keep in mind that you are still responsible for checking your notifications to make sure you aren't missing important messages! For example, ThinkReservations uses this address to send you information about problems with OTA reservations.

  1. Log into your Google Mail account.
  2. Click here to navigate to "Labels" in settings.
  3. Under the "Labels" section, click the "Create new label" button.
  4. Enter any new label name like "Think Notifications" and click Create. Think of this as a folder for the emails to go to.
  5. Click here to navigate to "Filters and Blocked Addresses" in settings.
  6. Click "Create a new filter" link or click the small triangle in the search box at the top.
  7. Enter reservations@thinkreservations.com in the From box at the top of the popup.
  8. To not filter the BCC emails, enter youremail in the To box.
    Replace youremail with your actual email address.
  9. Click "Create filter" to the left of the Search button.
  10. Check the following boxes:
    1. Skip the inbox (Archive it)
    2. Apply the label: Choose the label you created in step 4.
    3. Never send it to Spam
    4. Optional: Also apply filter to matching conversations.
  11. Click the "Create filter" button.
  12. Your notification emails will move automatically into the folder/filter you created in step 4.


Having trouble?

Check to make sure that Don't override filters is selected under Settings → Inbox → Filtered Mail.

You can edit your filter if need be by going back to "Filters and Blocked Addresses" in settings.

S
Sean is the author of this solution article.

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