More Cool Outlook Rules Wizard Tricks
Tech Tips. Vol. 2004 No. 16
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In a prior Tip, we explained the basics of Outlook's Rules Wizard. Because
of its simple format, you may underestimate the Wizard's usefulness. Here,
we'll help you expand your thinking with rules for some more scenarios.
Before you start
The Rules Wizard can help you configure Outlook to automatically keep your
messages organized exactly the way you want. Many rules may involve the
creation of new folders. It's easiest to create the folder before you create
the corresponding rule. To create a new folder in your Inbox (or any other
existing [sub]folder), left click on it and go to File | New | Folder.
Basic scenarios
For all these scenarios, open the Rules Wizard and select "New".
- File all in-coming messages from a specific person (or people) in a specific folder.
This can help you differentiate between coworkers, separate corporate and personal mail,
keep private messages out of your inbox, etc. To apply: Choose 'Move new messages from
someone'. In the 'Rule Description' window, click on ' from people or distribution list';
select the person (or people) to whom you want the rule to apply. Click 'specified
folder', choose the desired folder; click 'Finish'.
- File all messages received during a certain date range in a specific folder.
Use this rule to file your mail while you're on vacation, segregate new mail into folders
for each month, etc. To apply: Choose 'Check messages when they arrive', click
'Next'; check 'Received in a specific date span'. Click 'in a specific date span',
specify your desired dates, and click 'Next'. Put a check next to 'Move it to the
specified folder', click the 'specified folder' link, and select the correct folder.
Click 'Finish'.
- File all messages about a particular subject in a specific folder.
This can help you keep track of various simultaneous projects, and much more. To
apply: Choose 'Move messages based on content'; click 'specific words'. In the window that
opens, enter words that identify the subject, clicking the 'Add' button after each word.
(The rule will apply to a message with any of the given words in the subject line or
body.) When you're done, click 'Ok'. Click the 'specified' folder link, choose the
folder, and click 'Finish'.
Note: All of these scenarios move new messages to folders other than your Inbox, as
they arrive. Be sure to check the other folders for new messages!
Hints and cautions
Rules won't always work the way you expect. Before you rely on a rule for anything
important, we recommend that you test it. Here are two common problems and their
solutions:
- A contact may have more than one email address. Be sure to include all
applicable addresses in your rule.
- Some kinds of bulk messages may be delivered from an address with a constantly
changing prefix. Instead of using the "From person or distribution list" option,
begin with "With specific words in sender's address", and enter key words in the
sender's address that don't change.
If you just can't get a rule to work properly, please contact us; we'll help. Also,
if you have a scenario that we haven't addressed or a rule that you think would be
useful to others, email it to us; we're always on the lookout for future Tip topics.
Copyright 2003-2004 by Shulman Clark Associates, LLC. All rights reserved.
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