Outlook 2010 - 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

Please note that the first step of this guide is different for Staff/Postgraduate research students and Taught students. Staff/Postgraduate research students have been upgraded to the new Exchange 2010 email server|, and will navigate to the Rules and Alerts dialog box slightly differently to students.

The remainder of the guide is the same for Staff/PGRs and Taught students.


1.

Taught students

Click Home | Rules |  Manage Rules and Alerts... The Rules and Alerts dialog will pop up 

Rules

If you are a member of staff or a postgraduate research student who has been upgraded to the new Exchange 2010 server, the way you reach the Rules and Alerts dialog box is slightly different.

Staff/PGRs:

 rules01

The remaining steps in this guide are the same for Staff/PGRs and Taught Students.

 2. Click New Rule... on the Email Rules tab. The Rules Wizard dialog will pop up

Create rule

3. In the area marked Step 1: Select a template, choose the template that most closely resembles the action you would like to take. Ensure you select a template from the Stay Organized or Stay Up to Date sections

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

Rules Wizard

4. 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). Check carefully to make sure that the details are correct and complete.

5. Click Next

6. Select any additional criteria you would like to set in Step 1: Select condition(s) by clicking on the underlined words and adding in your criteria.

7. Specify the details for those criteria in the Step 2: Edit the rule description box (optional)

Rule conditions

8. Click on Next

9. Select any additional actions you want Outlook to perform in Step 1:  Select action(s)

10. Specify the details for those criteria in the Step 2: Edit the rule description box (optional)

Rule action

 11. Click on Next

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

Exceptions

13. Click on Next

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

Finish rule setup

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

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

17. When you are certain of the details of the rule and want to commit to it, click Finish

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

Manage rules

 

Editing and deleting rules

To edit an existing rule:

1. Taught students: Click Home | Rules | Manage Rules and Alerts... The Rule and Alerts dialog will pop up

Staff/Postgraduate Research students: Click File | Info | Manage Rules and Alerts

The remainder of this guide is the same for both Staff/PGRs and Taught students.

2. Click on the rule of interest and then click Change Rule. Choose the action you wish to perform. You can Edit Rule Settings or Rename the rule.

Change rule

 

 To turn off an existing rule:

1. Click Home | Rules | Manage Rules and Alerts... The Rule and Alerts dialog will pop up

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

Unselect rule

3. Click OK. The rule will still remain in the list for you to turn back on when you wish.

 

To permanently delete an existing rule:


1. Click Home | Rules | Manage Rules and Alerts... The Rule and Alerts dialog will pop up

2. Select the rule you wish to delete by clicking on it once so that it is highlighted

3. Click the delete button

Delete rule

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

 Confirmation message

5. Click on OK to close the Rules and Alerts dialog box.

Creating rules via web access

Rules also can be set using your own computer or any other web-enabled computer off campus. For a practical example and guidance, please see our guide Outlook 2010: Forward Your Email (Staff and PGRS)|. If you are a taught student and are using Office 365, see Microsoft's guide on how to forward your email in Office 365|. Please note, only Option 1 will do for use at the School.

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