Outlook Rules Tutorial
Microsoft Outlook provides a convenient feature in its software known as "Rules." It allows you to specify a set of conditions and the action you want Outlook to take when an incoming or outgoing message meets those conditions. Using Rules can save you time and make you work more organized.
-
Categories of Rules
-
Outlook Rules fall into two categories: rules that keep messages organized and rules that give notification. Organizational rules can put incoming and/or outgoing messages that meet certain criteria into folders of your choosing. Notification rules will alert you when email messages meet your specified criteria.
Basic Steps for Creating a Rule
-
You can create rules by either starting from scratch or by using one of Outlook's rule templates. Go to the main navigation pane and click the "Mail" icon. From the "Tools" menu, click "Rules" and then click "Alerts." Chose the email account for which you want the rule to apply and then select "New Rule." Select a template from either the "Stay Organized" or "Stay Up to Date" templates. Edit the rule description(s) by clicking an underlined value. If you want the rule to apply to emails from certain individuals, click the people or distribution list link. This opens the Address Book so you can choose your contacts. Then choose the message condition(s) necessary for the rule to apply. You may also specify any exceptions to the rule.
Choose When You Want the Rules to Run
-
Outlook gives you the option to run a rule periodically, but not all the time. Click "Tools," and then select "Rules and Alerts." When the Rules and Alerts dialog box opens, you can turn off the rule by removing the check in the box next to it. You can also set the rule so that it only applies to the messages in a certain folder; click "Run Rules Now," and then click the box next to the rule in question. Select the folder to which you want the rule to apply, and then click your chosen category of messages.
-
