Outlook 2003 - Creating Rules to Manage Your Email

Introduction

Rules in Outlook allow you to manage the email arriving in your Inbox. For example, you could create a Rule so that Outlook places all email from a distribution list into a specific folder so you can read it at a convenient time. You can set rules based on words in the subject line, sender's name, or play alerts when certain mail arrives. There are several other options available in Rules as well.

Creating a Rule from an LSE Computer

To create a rule:
1. Click Tools | Rules and Alerts...

Email-18

2. Click New Rule... on the Email Rules tab

Email-19

3. On the Rules Wizard dialog box, ensure Start creating a rule from a template is selected

Note: Advanced users may want to select Start from a blank rule to have more freedom in constructing their rule criteria

Email-20

4. In the area marked Step 1: Select a template, choose the message that most closely resembles what you would like to do

5. In the area marked Step 2: Edit the rule description, click on the underlined text in order to specify the details of your rule (e.g. move messages from OfficeWatch mailing list into the Newsletters folder)

6. Click Next

7. Select any additional criteria you would like to set and specify the details for those criteria in the Step 2: Edit the rule description box (optional)

Email-21

8. Click on Next

9. Select any additional actions you want Outlook to perform and specify the details for those criteria in the Step 2: Edit the rule description box (optional)

Email-22

10. Click on Next

11. Select any exceptions to the rule and specify the details for those criteria in the Step 2: Edit the rule description box (optional)

Email-23

12. Click on Next

13. Type a name for the rule in the box for Step 1: Specify a name for this rule

Email-24

14. Tick the box next to Run this rule now... if you want to apply the rule to messages already received

15. Review the settings you have selected in Step 3: Review rule description

16. Click Finish

17. Your rule will now appear listed, with a description of the settings, in the Rules and Alerts dialog box

Email-25 

Editing and Deleting Rules

To edit an existing rule:
1. Click Tools | Rules and Alerts...

2. Click once on the rule you wish to edit so that it is highlighted

3. Click Change Rule and select the action you would like to perform

Email-26

To turn off an existing rule:
1. Click Tools | Rules and Alerts...

2. Untick the box next to the rule you wish to turn off

To permanently delete an existing rule:
1. Click Tools | Rules and Alerts...

2. Click once on the rule you wish to delete so that it is highlighted

3. Click the delete button
Email-27

4. Click Yes when asked if you want to delete the rule

Email-28 

Share:Facebook|Twitter|LinkedIn|