Managing email messages by using rules with Outlook 2010

A rule is an action that is based on the conditions you have set that enables Microsoft Outlook to perform automatically upon incoming or outgoing messages. You are able to create a rule from a template, from a message, or using your own conditions.

Rules fall in one of two categories – organization and notification. Rules don’t operate on messages that have been read, only on those that are unread.

i. Create a rule

Outlook includes rule templates for common scenarios. Use these templates, or create design your own custom rules.

1. Go to [File] tab -> [Manage Rules & Alerts].

Managing email messages by using rules

2. In the [Rules and Alerts] dialog box, on the [E-mail Rules] tab, click [New Rule].

Managing email messages by using rules Outlook 2010

3. Under [Step 1: Select a template] select from collection of templates, under [Step 2: Edit the rule description], click an underlined value, and then click [Next].

Managing email messages by using rules Outlook 2010

4. Under [Step1: Select conditions], select the conditions that you want the messages to meet for the rule to apply, Under [Step 2: Edit the rule description], click an underlined value for any condition that you added, and then specify the value, and then click [Next].

Managing email messages by using rules Outlook 2010

5. Under [Step 1: Select Exceptions], select any exceptions to the rule then click [Next].

Managing email messages by using rules Outlook 2010

6. Under [Step 2: Edit the rule description], click an underlined value for any exception that you added, and then specify the value and click [Next].

Managing email messages by using rules Outlook 2010

7. Under [Step 1: Specify a name for this rule], enter a name then under [Step 2: Setup rule options], select the check boxes for the options that you want.  Once you are done, click [Finish].

Managing email messages by using rules Outlook 2010

ii. Design a custom rule

Repeat steps 1 & 2 from ‘Create a rule’

1. Under [Start from a blank rule], click either [Check messages when they arrive] or [Check messages after sending], then click [Next].

Managing email messages by using rules Outlook 2010

2. Under [Step 1: Select condition(s)], select the conditions that you want the messages to meet for the rule to apply, Under [Step 2: Edit the rule description], click an underlined value for any condition that you added, and then specify the value, and click [Next].

Managing email messages by using rules Outlook 2010

3. Under [Step 1: Select action(s)], select the action that you want the rule to take when the specified conditions are met, under [Step 2: Edit the rule description], click an underlined value for any action that you added, specify the value and then click [Next].

Managing email messages by using rules Outlook 2010

4. Under [Step: 1 Select exception(s)], select any exceptions then click [Next].
5. Under [Step 2: Edit the rule description], click an underlined value for any exception that you added, and then specify the value. Then click [Next].

Managing email messages by using rules Outlook 2010

6. In the next two steps, specify a name for this rule, and setup rule options then click [Finish].

Managing email messages by using rules Outlook 2010

iii. Create a rule based on senders or recipients of a message

A rule can be quickly created from any message. The advantage of creating a rule in this manner is that rules are suggested based on the message sender or recipients. For example, when you start with a message, one rule that is suggested moves all messages from that sender to a folder that you choose.

1. Click on the message which you want to create a rule for, and then go to [Home] tab -> [Move] group -> Click [Rules]. You can either click on one of the suggested rules or you can also click on [Create Rule].

Managing email messages by using rules Outlook 2010

If you chose [Create Rule],

2. Under [When I get e-mail with all of the selected conditions], select the check boxes for the conditions that you want.
3. Under [Do the following], select the check boxes for the action that you want the rule to take when the specified conditions are met.
4. Select the [Move the item to folder] check box, click an existing folder or click [New] to create a folder to store the messages and then click [OK].

Managing email messages by using rules Outlook 2010

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