How to use OutLook Rules
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A rule in Outlook allows you to automatically apply actions to emails that meet specified conditions. Rules help organize incoming messages by sorting, flagging, categorizing or moving emails. The Rules and Alerts Wizard guides you through setting up rules by identifying conditions like sender or subject and assigning actions like applying a category or reminder. Implementing rules can help keep your inbox organized and save time.
How to use OutLook Rules
- 2. WHAT IS A RULE? How rules help you manage messages A rule is an action that Microsoft Office Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. Rules do not operate on message that have been read, only on those that are unread. Rules fall into one of two general categories: organization and notification. The Rules and Alerts Wizard contains templates for the most commonly used rules.
- 3. LET’S MAKE A RULE
- 4. TOOLS – RULES & ALERTS
- 5. CHOOSE – NEW RULE
- 6. START A NEW RULE HERE
- 7. IDENTIFY THE EMAIL YOU WANT TO RUN THE RULE ON
- 8. CLICK ON THE BLUE LINKS TO ASSIGN THEM ITEMS
- 9. WHEN YOU CLICK A BLUE ITEM, A BOX WILL LET YOU BROWSE TO YOUR SPECIFIC CHOICE
- 10. YOU CAN ASSIGN MORE SET OF “WORDS” TO WATCH FOR BY CLICKING ADD
- 11. YOU WILL SEE YOUR WORD CHOICES APPEAR BELOW
- 12. CONFIRM YOUR CHOICES THEN HIT NEXT
- 13. NOW YOU DECIDE WHAT TO DO WITH THE MESSAGE YOU IDENTIFIED IN YOUR LAST RULE SET
- 14. CLICK YOUR BLUE ITEMS AGAIN TO ASSIGN THEM AND CLICK NEXT
- 15. ARE THERE ANY EXCEPTIONS TO YOUR RULE? DEFINE THEM HERE!
- 16. NAME YOUR RULE, & CHOOSE HOW AND WHEN TO RUN IT – THEN FINISH!
- 17. HERE IS WHERE YOU WILL SEE YOUR NEW RULE, YOU CAN CHANGE IT FROM HERE, OR DELETE IT
- 18. GOT AN EMAIL YOU GET A LOT OF, YOU CAN RUN A RULE RIGHT FROM THE MESSAGE!
- 19. COLORS LOOK PRETTY & THEY CAN KEEP YOU ORGANIZED…
- 20. CHOOSE TO ORGANIZE USING COLOR!
- 21. CHOOSE YOUR ELEMENTS AND COLORS AND APPLY! SEE INSTANT RESULTS!
- 22. ORGANIZE IN MORE WAYS! CHOOSE AUTOMATIC FORMATTING:
- 23. CHOOSE ADD, THEN NAME YOUR FORMAT ITEM AND CHOOSE FONT
- 24. ASSIGN YOUR FONT FOR THIS ITEM ANY WAY YOU WANT! CHOOSE OK!
- 25. CHOOSE CONDITION FROM THE MENU, THEN ASSIGN WHAT TO FORMAT WITH THE NEW STYLE.
- 26. YOU CAN SEE THE DIFFERENCE IMMEDIATELY!
- 27. SORTING TO SAVE TIME!
- 28. SORTING BY CONVERSATION CAN BE VERY HELPFUL WHEN TRACKING BACK FOR ANSWERS.
- 29. FOLLOW UPS ARE A GREAT HELP! USE FLAGS TO REMIND YOURSELF OF IMPORTANT DEADLINES
- 30. CATEGORIES CAN HELP YOU FIND THINGS AT A GLANCE
- 31. ADD A REMINDER TO AN EMAIL THAT YOU HAVE TO ATTEND TO LATER.
- 32. KEEP YOUR FOLDERS ORGANIZED FOR FAST SEARCH
- 33. MAKE YOUR OWN DISTRIBUTION LISTS TO MAKE COMMON TASKS FASTER!
- 34. USE SHORTCUTS TO SAVE TIME! Email Corey for a list of useful keyboard shortcuts that may save you time. Other Useful Lessons to ask me about: Using Macros to automate common tasks. Using AutoText to finish your thoughts. Managing your Tasks with Outlook Fast & Easy Powerpoints
- 35. REMEMBER TO IMPLEMENT WHAT YOU HAVE LEARNED TODAY AS SOON AS POSSIBLE.