Sorting with Outlook Rules Lunch and Learn

Workshop Outline Defining Key Terms Running the Wizard Testing the Rule

Defining Key Terms A Rule is a feature in which Outlook enables the user to sort mail automatically with specific words, circumstances and/or addresses. The Rules Wizard is an Outlook tool that assists the user in creating and modifying rules.

Defining Key Terms Forethought is highly important. You’ll never create a rule without it. Typically, you’ll create a rule because you realize:  I need a rule right now.  I will need a rule very soon. In both cases, you’re thinking ahead to realize you don’t want your Inbox to be a mess.

Defining the Process Determine why you need the rule. Launch the wizard. Identify conditions. Declare what you want to do with the mail in question. Define any exceptions to the rule. Name the rule.

Defining the Process Determine why you need the rule.  I don’t want to flood my Inbox with Jeff’s TechTips, but I will want to read them later. Launch the wizard. Identify conditions.  Include all messages with the subject TechTip. Declare what you want to do with the mail in question.  Move it to a new folder called TechTips. Define any exceptions to the rule. Name the rule.

Launching the Wizard Switch to the Inbox. Access the Tools menu. Choose Rules Wizard.

Creating a New Rule Note the new window. As with any wizard, all of your options will be presented on separate screens in this window. Click the New button to create a new rule.

Creating a New Rule Note the Office Assistant (the cat in this example). Since this is a training workshop, we’ll turn this feature off.

Using a Rule Template Choose from two options:  Start creating a rule from a template (pre-defined examples)  Start from a blank rule Select the first option.

Choosing a Rule Template Select a template from the top list.  Use Move messages based on content for subject-based rules. Click any links in the lower box to apply details to the rule. Each link will result in a new window.

Defining Specific Keyword(s) Click the Specified Words link. Type in the appropriate word(s). Click the Add button to add the word(s) to the criteria list. Click the OK button to continue.

Defining a Specific Folder Click the Specified link to identify a particular folder. Select the desired folder for your rule. To create a new folder, click the New button and name the folder. Click the OK button to continue. Click the Next button.

Identifying Conditions Change or add to the selected conditions by clicking in the appropriate checkbox(es). Reapply or Re-input words as needed. Click the Next button to continue.

Defining an Action Change or add to the target action as needed. Click the Next button to continue.

Declaring an Exception Declare any exceptions. Remember to define the details for any link you select. Click the Next button to continue.

Naming and Reviewing the Rule Rename the rule as needed. Check the appropriate box to Run this rule now, if needed. Leave the rule turned on. Verify you included the correct details. Click the Finish button.

Closing the Rules Wizard See your new rule in the list. Click the OK button to exit the wizard.

Testing the Rule Test each rule as you create it. See the new mail re-route into the appropriate folder.