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How can I create and manage rules on Outlook?

Last Updated: Aug 08, 2016  |  107 Views
Topics: IT Services

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Rules help reduce manually filing or taking the same action when a similar message arrives. Unlike Quick Steps, rules typically are always on and run automatically. For example, when a message is received from a specified person, it’s automatically moved to the folder that you designate.

<Create a rule from Outlook Template>

1.     Click the File tab.

2.     Click Manage Rules & Alerts.

 

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

4.     Under Step 1: Select a template, select the template that you want from the Stay Organized or Stay Up to Date collection of templates.

5.     Under Step 2: Edit the rule description, click an underlined value.

To choose “From”, click “people or public group” , and your Address Book opens.

 

To choose the folder that you would like to move the email to, “click specified”, and the list of your folder is displayed

6.     Click Next.

7.     Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.

8.     Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value.

9.     Click Next.

10.  Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.

11.  Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.

12.  Click Next.

13.  Under Step 1: Select exception(s), select any exceptions (if any) to the rule, and then click Next.

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

15.  Click Next.

16.  Under Step 1: Specify a name for this rule, enter a name.

17.  Under Step 2: Setup rule options, select the check boxes for the options that you want.

  • If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in “Inbox" check box.
  • By default, the new rule is turned on. To turn off the rule, clear the Turn on this rule check box.
  • To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accountscheck box.

 

18.       Review the rule description

19.       Click Finish.

If you are unable to find the template that you would like to use, you can create a custom rule. 

<Create a Custom Rule>

1.     Click the File tab.

2.     Click Manage Rules & Alerts.

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

4.     Under Start from a blank rule, click either Check messages when they arrive or Check messages after sending.

5.     Click Next.

6.     Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.

7.     Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value.

8.     Click Next.

9.     Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.

10.  Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.

11.  Click Next.

12.  Under Step 1: Select exception(s), select any exceptions to the rule, and then click Next.

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

14.  Click Next.

15.  Under Step 1: Specify a name for this rule, enter a name.

16.  Under Step 2: Setup rule options, select the check boxes for the options that you want.

  • If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in “Inbox" check box.
  • By default, the new rule is turned on. To turn off the rule, clear the Turn on this rule check box.
  • To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accountscheck box.

17.    Review your rules

18.    Click Finish.

More Informtaion is available here.

Reviewed and Updated on 8/8/2016

Answered by Natsu AsakuraBookmark and Share

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