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HOW TO: How to Create Rules in Outlook
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In this walkthrough, we will take a look at how you can better manage your email by having incoming mail automatically moved into separate folders based on what kind of messages they are. If you get a lot of email each day, this can save a lot of time rather than having to spend hours each week moving emails from your Inbox to separate, categorized folders. In order for rules to be useful, you should create some folders underneath your Inbox to categorize your email, maybe like Projects, Work, Family, Wife, etc. You can create folders by right clicking on the main folder and selecting New Folder. To get started, First, open Outlook. For Outlook 2007, go to Tools at the top and then Rules and Alerts.For Outlook 2010 and 2013 users, make sure the Hometab is selected at the top, then click on Rulesand Manage Rules and Alerts.... The Rules and Alerts main window will appear. Next, click the New Rule button to get started with your first Outlook email rule.Notice that I have many email rules already shown here Once you click New Rule, youandrsquoll get a wizard to help you through the process. Youandrsquoll see two radio buttons at the top one for creating a new rule and one for using the wizard stick with the default wizard for now. In the list box below the radio buttons, youandrsquoll see a few rule templates that you can use to get started. These are the most common, and theyand39re probably all youandrsquoll ever need. The most common rule is the first one listed, andldquoMove messages from someone to a folderandldquo. If this is the one you want, then go ahead and select it if itandrsquos not already selected. The bottom half of the window contains the actions for the rule. All of you have to do to setup the rule is click on the hyperlinks for each email address, and where you want it to go. Click andldquopeople or distribution listandrdquo and select the email address from your contact list. If the person is not in your contact list, you can type the email address into the text box. Then click on the word specified and browse to the folder you would like the email to be moved to, or click New and a new folder will be created under the currently highlighted folder. When you click OK, followed by Next, you can set conditions for your rules. These can usually be left at their default values, but if you want to get very specific with your settings such as emails marked as Important or with specific words in the email, you can read through the conditions. Click Next and youandrsquoll get to the screen to decide what you want to do with the message. Outlook automatically checks the first box with the name of the folder you wanted to move the emails to. You can also select many other options, such as moving the email, deleting it, putting it into a category which you can later use to search for emails, copy it to another folder if you want the email stored in two places, forward it to someone if you have project emails and want to update all the team members automatically if you get an email from a client, print the email, display an alert on your desktop, and even play some music if you want Once you check any of the boxes, you can edit the values in the bottom list box by clicking on the blue highlighted link. Click Next when you are done and youandrsquoll be brought to the Exceptions dialog, where you can choose conditions for when you donandrsquot want to have this rule processed. Unless you have some unique case, you can leave the default option, which is blank. Click Next, and weand39ve finally reached the end of the rule wizard Give the rule a name like andldquoEmail from Johnandrdquo so that you can remember what it does, and then if you have emails in your Inbox that would match your rule, check the box to andldquoRun this rule on messages already in Inboxandldquo. You can leave everything else like it is, and click Finish