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Outlook rules
perform actions on messages that match a specific set of
conditions. After you create a rule, Microsoft Outlook
applies it each time a message arrives in your Inbox or when
you send a message.
Rules fall into two general categories: notification and
organisation. Notification rules can alert you when you
receive a particular message. For example, you can create a
rule that automatically sends an e-mail message to your home
account when a message is received from a family member.
Organisation rules can perform one or several actions on a
message such as moving messages to a folder or adding
follow-up flags.
So you could automatically:
•
Forward a copy of all messages from Joe Bloggs to your
manager
•
File incoming messages from John Smith in a folder you have
created
•
Add
a coloured flag to any message from Mary Jones and play a
sound when it arrives
You can also add exceptions to your rules for special
circumstances, such as when a message is flagged for
follow-up action or is marked with high importance.
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How to create your first Outlook rule
Rules in different versions of Outlook are presented
slightly differently so please be aware that the
instructions below are based on Outlook 2007.
Consider your needs.
Identify messages that fit particular criteria, such as
common senders, subjects and email groups. Now you can
create a rule based on these criteria.
Getting started.
Make sure you are in the folder to which you want the rule
to apply (Inbox, for example). Then from the menu, select
‘Tools,’ then ‘Rules and Alerts.’ Here you will either see
an empty list if you have never created a rule before or
maybe a list of previous rules you have configured. All
active rules will be checked.
Select a template.
In the ‘E-mail Rules’ tab, click on ‘New Rule.’ Under ‘Step
1: Select a template,’ select the task you want Outlook to
apply to the relevant messages. Alternatively you can use a
blank template to create your rule from scratch (under the
heading ‘Start from a blank rule’). Click Next to continue.
Set the conditions.
Choose the conditions you wish to apply under ‘Step 1:
Select condition(s).’ In ‘Step 2: Edit the rule condition
(click an underlined value),’ you should select the
appropriate highlighted value and provide the required
information. For example, to select a sender, select from
the Contacts list or enter an email address in the field
next to ‘From ->,’ then click OK. Click Next to continue.
Choose the appropriate actions.
Under ‘Step 1:
Select action(s),’ click on the actions you want Outlook to
perform on relevant messages. Under ‘Step 2: Edit the rule
description (click an underlined value),’ select the
appropriate highlighted value and enter the required
information. For example, to select a folder, select from
the list. To create a new folder, click ‘New…,’ enter the
folder name, select its location, then click OK. Click OK at
the actions dialog. Click Next to continue.
Any exceptions?
Under ‘Step 1: Select exception(s) (if necessary)’ choose
any exceptions you want Outlook to make. Under ‘Step 2: Edit
the rule description (click an underline value),’ select the
appropriate highlighted value and enter the required
information. Click OK to close the dialog box. Click Next to
continue.
Finish the rule.
Under ‘Step 1: Specify a name for this rule,’ enter a
memorable name. Under ‘Step 2: Setup rule options,’ decide
whether to run your rule immediately on the indicated
folder, whether to turn the rule on and whether to create
the rule for all accounts. This last option will be greyed
out if you do not have more than one active Outlook profile.
Hit ‘Finish.’ At the ‘Rules and Alert’ dialog box and click
OK.
Congratulations. Your rule will now run on every new message
that arrives in the specified folder. |
