Creating
& Managing Mailbox Rules
Manage email
messages by using rules
A rule is an
action that Outlook 2016 or Outlook 2013 for Windows runs automatically on
incoming or outgoing messages. You choose what triggers the rule as well as the
actions the rule takes. For example, you can create a rule to move all messages
from your manager to a folder or to delete all messages with "Buy
now!" in the subject.
How rules help
you manage email messages
By using rules,
you can reduce manual and repetitive actions needed to manage your email
messages. When you turn on rules, they run continuously and automatically.
Rules generally
fall into one of two categories—organization or notification. You can use the
Rules Wizard to help you design rules to manage your messages.
The Rules Wizard
includes templates for the most frequently used rules.
·
Stay Organized
These rules help you not only to file messages, but also to
follow-up with messages. You can create a rule for messages from a specific
sender. So you could set a rule, for example, that messages received from Keri
Mills with the word "sales" in the Subject box are to be
flagged for follow-up, categorized as Sales, and moved to a folder named Keri’s
Sales.
·
Stay Up to Date
These rules notify you—based on choices you make—when you
receive a particular message. You can create a rule, for example, that
automatically sends a message to a mobile device when you receive a message
from a family member.
·
Start from a blank rule
These are rules that you can create and customize without a rule
template.
Create a rule
Step 1:
Choose an Outlook rules template
1.
Choose Rules > Manage Rules & Alerts from
the ribbon or choose the File tab and then choose Manage Rules &
Alerts.
2.
In the Rules and Alerts dialog box, on the E-mail
Rules tab, choose New Rule.
3.
In the Rules Wizard, under Step 1: Select a template,
pick one of the default templates under Stay Organized, Stay Up to
Date, or, Start from a blank rule.
Step 2: Edit
the rule description
Each one of
the rule templates that you chose in Step 1 has slightly different options for
Step 2. When the options require you to make a choice, for example to specify a
sender or choose a folder, the option will be underlined. For this example,
we've picked one of the most common rules, to move messages from someone to a
folder.
1.
Choose people or public group in the edit description box
to display your address book. Either choose a name from your address book or
type the person's address in the From box, then choose OK.
2.
Choose specified to display a list of your folders. You
can choose an existing folder or choose New to create a new folder. When
you've selected the appropriate folder, choose OK.
If you want
to explore advanced options for the rule, choose Next and then skip to
Advanced Rule Options, below. Otherwise, choose Finish. This returns you
to the Rules and Alerts window. From here, you can create another rule
or choose OK to save your changes.
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|
• Move
messages from someone to a folder
1.
Choose the people or public folder
link.
2.
In the Rule Address dialog box, do
one of the following:
a.
In the Search box, type a name.
or
b.
In the Address Book list, choose a
source.
3.
When your selection is displayed in the From
box, choose OK.
4.
Choose the specified folder link, and
in the Rules and Alerts dialog box, choose a folder, and then choose OK.
5.
Choose Next and go to Step 3: Set
conditions for a rule.
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|
|
• Move
messages with specific words in the subject to a folder
1.
Choose the specific words the subject
link.
2.
In the Search Text dialog box, in the
Specify words or phrases to search for in the subject box, type a word
or phrase to be searched for.
3.
Choose Add to add your entry to the Search
list pane, and then choose OK.
4.
Choose the specified folder link, and
in the Rules and Alerts dialog box, choose a folder, and then choose OK.
5.
Choose Next and go to Step 3: Set
conditions for a rule.
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|
|
• Move
messages sent to a public group to a folder
1.
Choose the people or public folder
link.
2.
In the Rule Address dialog box, do
one of the following:
a.
In the Search box, type a name.
or
b.
In the Address Book list, choose a
source.
3.
When your selection is displayed in the To
box, choose OK.
4.
Choose the specified folder link, and
in the Rules and Alerts dialog box, choose a folder, and then choose OK.
5.
Choose Next and go to Step 3: Set
conditions for a rule.
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|
|
• Flag
messages from someone for follow-up
1.
Choose the people or public folder
link.
2.
In the Rule Address dialog box, do
one of the following:
a.
In the Search box, type a name.
or
b.
In the Address Book list, choose a
source.
3.
When your selection is displayed in the From
box, choose OK.
4.
In the Flag Message dialog box, in
the Flag to box, accept the default setting of Follow up, or
choose another item in the list.
5.
In the For box, accept the default
setting of Today or choose another item in the list.
6.
Choose OK > Next, and then
go to Step 3: Set conditions for a rule.
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|
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• Move
RSS items from a specific RSS Feed to a folder
Note: To use this option, you must subscribe to an RSS feed.
When you choose this option, there is a prompt to continue. If you choose No,
you can't proceed, but if you choose Yes, you can.
|
Stay Up to
Date template
|
|
•
Display mail from someone in the New Item Alert Window
1.
Choose the people or public folder
link.
2.
In the Rule Address dialog box, do
one of the following:
a.
In the Search box, type a name.
or
b.
In the Address Book list, choose a
source.
3.
When your selection is displayed in the From
box, choose OK.
4.
Choose the specific message in the
New Item Alert window link.
5.
In the Alert Message dialog box, in
the Specify an alert message box, type a message, and then
choose OK.
6.
Choose Next, and then go to Step
3: Set conditions for a rule.
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|
|
• Play
a sound when I get messages from someone
1.
Choose the people or public folder
link.
2.
In the Rule Address dialog box, do
one of the following:
a.
In the Search box, type a name.
or
b.
In the Address Book list, choose a
source.
3.
When your selection is displayed in the From
box, choose OK.
4.
Choose the play a sound link, and in
the Select a Sound to Play window, choose a file (for example, a .wav
file), and then choose Open.
5.
Choose Next, and then go to Step
3: Set conditions for a rule.
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|
|
• Send
an alert to my mobile device when I get messages from someone
1.
Choose the people or public folder
link.
2.
In the Rule Address dialog box, do
one of the following:
a.
In the Search box, type a name.
or
b.
In the Address Book list, choose a
source.
3.
When your selection is displayed in the From
box, choose OK.
4.
Choose the forward it to people or public
group link.
5.
In the Rules Address dialog box, do
one of the following:
a.
In the Search box, type a name.
or
b.
In the Address Book list, choose a
source.
6.
When your selection is displayed in the To
box, choose OK.
7.
Choose Next, and then go to Step
3: Set conditions for a rule.
|
Start from a
blank rule template
1.
Choose one of the following.
a.
Apply rule on messages I receive
or
b.
Apply rule on messages I send
2.
Choose Next, and then go to Step 3: Set conditions for
a rule.
Step 3: Set
conditions for a rule
You now have
the opportunity to add conditions to the options you chose in Step 2: Choose
a template option. Based on the conditions you select, the options
available to edit the rule description will vary.
1.
Under Step 1: Select condition(s), select the check box
for the condition you want to add.
Note: You can select multiple check
boxes.
2.
Under Step 2: Edit the rule description (click an underlined
value), choose a link, complete the required actions, and when done, choose
OK.
3.
Choose the next link, complete the required actions, and when
done, choose OK.
4.
If another link is available, choose it, complete the required
actions, and when done, choose OK.
5.
Choose Finish when done.