|Rule sets for Microsoft Outlook|
Why the need for set of rules in Microsoft Outlook?
Rules are used in Microsoft Outlook to organize incoming Emails. Setting up rules in Outlook automates various actions that can be taken on incoming mails depending on the criteria set. For example, mails from a particular colleague or friend can be automatically forwarded or placed in a special folder, messages with a specific subject line or containing a certain word or phrase can be redirected.
The Rules in Microsoft Outlook 2003 once set, allows the user to automate and organize his/her emails in the following way:
How to set up rules in Outlook?
Tools → Rules and Alerts
The next screen obtained is shown below:
3. In step 1: Select a template section; select the desired Rule, in our case we’ll take rule “Move messages with specific words in the subject to a folder” as an example:
4. Next move to step 2:
(Refer to the marked space X in screen 1.5)
Setting up conditions.
Setting up destination folder.
You can choose the destination folder for the mails that you want to transfer from the list of existing folders or you can create one specific folder for that purpose by clicking on the Button “New”.
Setting up more Conditions to filter the incoming mail.
Together with the rules that you have already set, this screen allows you to add more conditions to filter your mail. We will take “With specific words in the body” as an example.
The actions that can be taken on the specific email:
You can apply the new rule set to all the messages that are already in your inbox by ticking the check box “Run this rule now on messages already Inbox”.
Rule Sets For Outlook Express
Step 1 Launch Outlook express and from the Message Rules sub menu of the Tools Menu, select the Mail option. The following window should appear:
From the first part of the screen marked X in screen 2.2 tick the following Check Boxes:
“Where the Subject Line contains specific words” and “Where the message body contains specific words”.
Click on the links “contain specific words” (refer to the region marked Z in screen 2.2) to add the specific words that could be in the Subject line and Message body. After typing the words click on “Add” and then on the “OK” button
Step 4 Tick the check box “Move to specified folder” from section 2. (The region marked Y in screen 2.2)
Step 5 Click on the link “Specified” and select one of the existing local folders as destination. You can also create a new folder for that purpose. Click on the “New Folder” button and add the name of the new folder.
Step 6 Press “OK” button and then from the section 4 of the screen, name the rule that you just created. Refer to the part marked P in the screen below:
Step 7 Click on “OK” button and from the screen obtained below, click on the “Apply Now” button.
Step 8 Specify on which folder you want the rule created to act on m the screen below. You can click on the button “Browse” to search for any existing folder or one that you have created. Also you can tick the check box “Include subfolders” to make the rule apply to all sub folders found in the main folder that you have created.
Step 9 Click on the button “Apply Now” to complete the process.