Have you ever wished that you could keep track of and sort emails from a particular person or about a certain subject? (For instance sorting How-To articles or the morning/afternoon announcements.) Well, you can do that with the Rules Wizard in Microsoft Outlook. I find that by using Rules, I can keep track of emails and still keep my Inbox fairly un-cluttered and I don’t have to print every email to keep a copy for quick reference.
What is a Rule? Simply put, a Rule is a set instructions telling Outlook to perform certain tasks or functions automatically.
In this article I will explain the Rules Wizard and some of the features. It makes tracking and sorting email so much easier, rather than having them all in your Inbox.
I typically create a new Rule from scratch. However, you may wish to use the templates, experiment with it to see which one you like best. As always, if you have any questions, feel free to call (ext. 221) or send me an email.
In the article “Using Folders” we looked at creating and using folders. Before you start using the Rules Wizard, highlight your Inbox then click on File\New\Folder, type in the name of the new folder (i.e. How-To Articles), click on OK, click Yes or No to put a shortcut on the Outlook Bar (left side of screen).
Do one of the following:
Create a rule from a template or from scratch
Using a template with pre-specified actions and conditions
Using your own conditions and actions
Note: This option is not available when you create a rule for a public folder.
If you want to run a newly created rule on messages already in the Inbox, select the Run this rule now on messages already in Inbox check box on the last page of the Rules Wizard.
To have this rule apply to all your accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard.
Tip: If you want to run a rule periodically, after creating it, turn it off. Then, when you want to run it, click Run Now.
Create a rule based on a message
Tip: To run the rule as soon as you have created it, select the Run this rule now on the messages already in Inbox check box on the last page of the Rules Wizard.
Create a rule with an OR condition
To create a rule with multiple conditions, in the Which conditions do you want to check list, select a condition that contains the word "or".
1. Click Inbox .
2. On the Tools menu, click Rules Wizard.
3. In the Apply changes to this folder list, click the Inbox you want.
4. Click New.
5. Click Start creating a rule from a template.
6. Select the rule template, and then click Next.
7. In the Which conditions do you want to check list, select one or more conditions containing "or", and then click Next.
8. Follow the instructions in the Rules Wizard.
Tip: If you want to run a newly created rule on messages already in the Inbox, select the Run this rule now on messages already in Inbox check box in the last page of the Rules Wizard.