Micron
21-01-2006, 02:58 AM
A message rule defines the actions Outlook takes for a sent or received message if the message meets certain conditions specified by the rule. For example, you might create a rule that tells Outlook to move all messages from a specific POP3 account into a specified folder rather than leaving them in your default Inbox. Or you might want Outlook to place a copy of all outgoing High priority messages in a special folder.
In Outlook, you use several conditions for defining a message rule. These conditions can include the account from which the message was received, the message size, the sender or recipient, specific words in various fields or in the message itself, the priority assigned to the message, and a variety of other conditions. In addition, you can combine multiple actions to refine the rule and further control its function. For example, you might create a rule that moves all your incoming POP3 messages to a folder other than the Inbox and also deletes any messages that contain certain words in the subject field.
Although not a complete list, the following are some of the most common tasks you might perform with message rules:
● Organize messages based on sender, recipient, or subject.
● Copy or move messages from one folder to another.
● Flag messages.
● Delete messages automatically.
● Reply to, forward, or redirect messages to individuals or distribution lists.
● Respond to messages with a specific reply.
● Monitor message importance (priority).
● Print a message.
● Play a sound.
● Execute a script or start an application.
Whatever your message processing requirements, Outlook probably offers a solution through a message rule, based on either a single condition or multiple conditions. You also can create multiple rules that work together to process your mail. As you begin to create and use message rules, keep in mind that you can define a rule to function either when a message is received or when it is sent.
When you create a rule, you specify the event to which the rule applies. You create all message rules in the same way, regardless of the specific purpose of the rule. Rather than focusing on defining rules for specific tasks, this article explains the general process of creating rules. With an understanding of this process, you should have no problem setting up rules for a variety of situations.
In fact, creating message rules is relatively easy, thanks to Outlook’s Rules Wizard. To start the wizard in Outlook, choose Tools, Rules And Alerts. You’ll first see the Rules And Alerts dialog box. The E-Mail Rules list contains all the existing rules that you have defined. Outlook applies the rules in the order in which they are listed, an important fact to consider when you’re creating rules.
Set up a Rule
To start setting up a rule, open Outlook and click Tools > Rules & Alerts. You will be greeted with the Rules and Alerts dialog box. To start a new rule click New Rule as highlighted in red below, then click Next:
http://www.experiencewindows.co.uk/images/rule2.jpg
http://www.experiencewindows.co.uk/images/rule1a.jpg
http://www.experiencewindows.co.uk/images/rule1.jpg
Select the option you want from the list provided. For example, if you want mail sent to you moved into a folder select the option 'From the specified Account' You can then choose the mail account from the drop down list. Now select the bottom option 'Move to the specified folder' and select the folder you want the mail message to be moved to (please note: you must have the folder created first before starting the Rules. Do this by right clicking Personal Folders on the main outlook window and selecting New Folder. Give it a the name you want, either a company name or a persons name or even the name of a function like Banking).
So, back to the rules wizard, Now after selecting Move to the specified folder, navigate to the folder you want the mail moving to (if recently created it should already be highlighted) and click ok.
Now keep clicking next until you come to finish, then click ok.
Thats it. All set up. You can also set up a rule by right clicking a mail message in the outlook message window and select 'Create Rule' and follow the steps.
With either method, play around with the settings and you will see the various rules (as listed above) that you can create.
In Outlook, you use several conditions for defining a message rule. These conditions can include the account from which the message was received, the message size, the sender or recipient, specific words in various fields or in the message itself, the priority assigned to the message, and a variety of other conditions. In addition, you can combine multiple actions to refine the rule and further control its function. For example, you might create a rule that moves all your incoming POP3 messages to a folder other than the Inbox and also deletes any messages that contain certain words in the subject field.
Although not a complete list, the following are some of the most common tasks you might perform with message rules:
● Organize messages based on sender, recipient, or subject.
● Copy or move messages from one folder to another.
● Flag messages.
● Delete messages automatically.
● Reply to, forward, or redirect messages to individuals or distribution lists.
● Respond to messages with a specific reply.
● Monitor message importance (priority).
● Print a message.
● Play a sound.
● Execute a script or start an application.
Whatever your message processing requirements, Outlook probably offers a solution through a message rule, based on either a single condition or multiple conditions. You also can create multiple rules that work together to process your mail. As you begin to create and use message rules, keep in mind that you can define a rule to function either when a message is received or when it is sent.
When you create a rule, you specify the event to which the rule applies. You create all message rules in the same way, regardless of the specific purpose of the rule. Rather than focusing on defining rules for specific tasks, this article explains the general process of creating rules. With an understanding of this process, you should have no problem setting up rules for a variety of situations.
In fact, creating message rules is relatively easy, thanks to Outlook’s Rules Wizard. To start the wizard in Outlook, choose Tools, Rules And Alerts. You’ll first see the Rules And Alerts dialog box. The E-Mail Rules list contains all the existing rules that you have defined. Outlook applies the rules in the order in which they are listed, an important fact to consider when you’re creating rules.
Set up a Rule
To start setting up a rule, open Outlook and click Tools > Rules & Alerts. You will be greeted with the Rules and Alerts dialog box. To start a new rule click New Rule as highlighted in red below, then click Next:
http://www.experiencewindows.co.uk/images/rule2.jpg
http://www.experiencewindows.co.uk/images/rule1a.jpg
http://www.experiencewindows.co.uk/images/rule1.jpg
Select the option you want from the list provided. For example, if you want mail sent to you moved into a folder select the option 'From the specified Account' You can then choose the mail account from the drop down list. Now select the bottom option 'Move to the specified folder' and select the folder you want the mail message to be moved to (please note: you must have the folder created first before starting the Rules. Do this by right clicking Personal Folders on the main outlook window and selecting New Folder. Give it a the name you want, either a company name or a persons name or even the name of a function like Banking).
So, back to the rules wizard, Now after selecting Move to the specified folder, navigate to the folder you want the mail moving to (if recently created it should already be highlighted) and click ok.
Now keep clicking next until you come to finish, then click ok.
Thats it. All set up. You can also set up a rule by right clicking a mail message in the outlook message window and select 'Create Rule' and follow the steps.
With either method, play around with the settings and you will see the various rules (as listed above) that you can create.