A Guide To Rule Your Outlook Profile

At present every 7 out of 10 organizations; big or small, is ruled by Microsoft Outlook by being one of the most preferred choices for communication. But what sets a well organized organization from rest of the world’s Outlook users is the skill of ‘ruling it’ and not ‘being ruled’ by it. The messaging platform comes with a facility named as Rules using which one can easily regularize exchanged emails in the specified folder as per their wish and convenience.

The ‘How-To’ Guide

NOTE: This action will allow you to implement a setting particularly for emails to be stored into a specified folder or be moved into a respective folder if consisting of the specified word.

Applicable For: Microsoft Outlook versions 2003, 2007, 2010, as well as 2013.

Create Rules: Section 1

In order to make a Rule, Outlook must be launched and you are supposed viewing emails.

For Outlook 2003 and 2007 Users

1. Go to Menu, click on Tools, and select ‘Rules and Alerts’.

2. Click on ‘New Rule’

Once done, proceed to Step 3.

For Outlook 2010 And 2013 Users

1. 1.    Click on File tab and select ‘Manage Rules and Alerts’

 

1. 2.    Click ‘New Rule’

Creating Rules: Section 2

3. You will see a Rules Wizard now. You can either use a generic template or blank rule to create a Rule. To create rule for placing mails from a specific user into a particular folder; choose first template that is listed under Stay Organized column and click on Next. This will explain the procedure when using a template.

4. From section 1, choose the desired conditions that match your rule by clicking on their respective checkboxes. Here select the underlined terms to set conditions that were specified in Section 1.

 

Creating Rules: Section 3

5. When you proceed after selecting underlined words in Step 2, a new window open up giving you the option to specify conditions.

NOTE: If a person or distribution list has been clicked on, you need to choose the same from Global Address List or account Contact list.

6. Choose the action for your rule which includes; moving a message to the folder, deleting a message, or forwarding a message to another recipient. Under step 1; select the checkbox for all the actions that will be applied to your rule which is in process of being created. Within step 2, click on underlined word and choose a value which is appropriate for your rule. Like; if messages are to be moved into a folder, choose folder name from given list or create new folder. Click on Next once actions have been selected.

Creating Rules: Section 4

1. 7.    Apply exceptions to the rule if needed. NOTE: You might want to transfer all mails from Folder1 to Folder2 with an exception for the mails that have been flagged important. Click on Next once exceptions have been selected.

 

1. 8.    Give a name to the rule, turn it on, and then review description of the rule. Click on Finish to save newly created rule.