Mappings

The rules that decide where each sender's mail goes.

A mapping is a rule that tells Sortfully where a sender's mail should go. The Mappings page is where you see every rule, fine-tune them, and add your own. You can search the list by domain or folder.

The kinds of mapping

Auto — created for you from a sender's domain. Choose Customise to turn one into an editable rule.
Custom — a rule you made for one or more senders, pointing at a folder or category.
Grouped — several senders that share a single destination, bundled into one rule (for example, all your suppliers into a Suppliers folder).
Excluded — domains or addresses that should stay in the Inbox and never move.

Move, Tag, or Both

Each mapping has a mode toggle:

Move — mail leaves the Inbox into a subfolder.
Tag — mail stays in the Inbox with a coloured category label.
Both — tag, then move.

If you switch a rule down from Move (or Both) to Tag, Sortfully asks what to do with the existing folder: keep the folder as it is, or move the mail back and delete the folder. (What the modes mean.)

Adding a mapping

Press Add mapping and the modal walks you through it:

Choose Sort it (route the mail somewhere) or Keep in Inbox (exclude it).
Enter one or more domains (which also catch their subdomains) or specific addresses. Press Enter between entries to add several at once.
If sorting, set the destination folder or category name — it's pre-filled from the domain — and pick the mode.

Renaming and re-running

Rename changes the real Outlook folder, or a group's category name. After renaming a category, existing tagged mail keeps the old label until you re-run.
Re-run re-sorts mail that's already filed under a rule, applying the current destination and mode. Use it after you change where a rule points. It runs in the background.
Delete removes the rule. Mail that was already filed stays where it is.

Renaming a folder directly in Outlook is safe. Sortfully tracks each destination by Outlook's stable folder ID, not its name — so if you rename a Sortfully folder yourself in Outlook, the mapping isn't affected, mail keeps filing into that same folder, and no duplicate is created. Sortfully also notices the new name within a few minutes and updates it here on the Mappings page to match.

"Only when read" vs "File immediately"

Each mapping (or group) can file only after a message is read — the default, which keeps your phone notifications working — or immediately on arrival. This mirrors the mailbox-wide reply-safe delay but lets you override it for a specific sender.

Working with groups

Expand a group to manage its members:

Add member — fold another domain or address into the group.
Remove member — drop a single sender without deleting the group.
Change mode, Rename, Re-run — apply to every member at once.
Delete group — removes the rules; filed mail stays put.

Why folders are named the way they are

Auto folders use the root organisation domain with the public suffix removed, and subdomains collapse into one folder. So mail.github.io becomes github, and everything from acme.com — whatever the alias — lands in acme. The page includes this explainer inline, plus the resolution order Sortfully uses when rules overlap.