Difference between revisions of "Draft:Use rules to organize email"
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| − | + | Creating '''Rules''' within your [https://learn.winona.edu/Microsoft_Outlook Outlook] inbox helps to organize your emails into specific folders automatically. | |
==Creating a New Folder== | ==Creating a New Folder== | ||
| Line 12: | Line 12: | ||
[[File:Creatingfolder.png | 400px]] | [[File:Creatingfolder.png | 400px]] | ||
| − | ==Creating a | + | ==Creating a Rule== |
1. To create a new rule, '''right click''' on any message | 1. To create a new rule, '''right click''' on any message | ||
| Line 22: | Line 22: | ||
4. In the new dialogue box that pops up, there are a variety of settings you can change to fit to your preferences. | 4. In the new dialogue box that pops up, there are a variety of settings you can change to fit to your preferences. | ||
| − | :1 | + | :4.1 At the very top, you can customize your rule name |
[[File:Rulename.png|500px]] | [[File:Rulename.png|500px]] | ||
| − | :2 | + | :4.2 In the next box, there are three default settings that can be added or taken away. When you click the '''+''' sign, a new set of criteria will be added. When you click the '''-''' sign, the criteria will be taken away. You can add or subtract as many lines of criteria as you need. |
[[File:Add-sub.png|500px]] | [[File:Add-sub.png|500px]] | ||
| − | + | :: In the small box that says "'''Is'''" can also be changed to "'''Contains'''" | |
| − | + | :::By setting it to <u>Is</u> - all emails from that address will follow your rule | |
| − | + | :::By setting it to <u>Contains</u> - If there is more than one email address included, all emails that contain that specific email address will follow the rule. | |
| − | :3 | + | :4.3 If you wish to add criteria, by default the new criteria will say '''Body'''. If you click it, a new drop down menu will appear with all the other options. You can customize them to your liking. |
[[File:Body.png|500px]] | [[File:Body.png|500px]] | ||
[[File:Ddm.png|500px]] | [[File:Ddm.png|500px]] | ||
| − | 5. After all your criteria is set, the next box that says, "'''Do the following:'''" is what happens to the email. | + | 5. After all your criteria is set, the next box that says, "'''Do the following:'''" is what happens to the email. You can customize these settings just like the criteria settings. Look back at steps 4.1-4.3. |
| + | 6. Click '''OK''' | ||
| + | |||
==Example== | ==Example== | ||
| − | + | If you would like certain emails from somebody to go into a specific folder instead of your inbox, you can add their email address to the '''From''' line in the criteria. | |
| + | |||
| + | 1. If you need to create a new folder to move the emails to, make sure you do so before setting up the rule. Visit [[#Creating a New Folder|Creating a New Folder]] | ||
| + | 2. To move it to a folder, make sure in the box "Do the following:" has '''Move to Folder''' selected. | ||
| + | [[File:mtf.png|500px]] | ||
| + | 3. Select the name of the folder you want the email(s) to be moved to. | ||
| + | [[File:folderofc.png|500px]] | ||
| + | 4. Click '''OK''' | ||
==More wiki articles== | ==More wiki articles== | ||
| Line 46: | Line 55: | ||
==External links== | ==External links== | ||
| + | For more information about creating rules in Outlook, click [https://support.office.com/en-us/article/Manage-email-messages-by-using-rules-C24F5DEA-9465-4DF4-AD17-A50704D66C59 here] | ||
[[Category: Communication]][[Category:Offie 365]][[Category:Outlook]][[Category:Rules]][[Category:Keep Learning]] | [[Category: Communication]][[Category:Offie 365]][[Category:Outlook]][[Category:Rules]][[Category:Keep Learning]] | ||
{{CC}} | {{CC}} | ||
Latest revision as of 17:48, 28 April 2020
Creating Rules within your Outlook inbox helps to organize your emails into specific folders automatically.
Creating a New Folder
In the case that you are moving emails to a specific folder, you will need to create a new folder first. This new folder will be the designated spot for all the emails that follow your new rule. To create a new folder:
- Find the Organize tab at the top of the screen.
- Click New Folder in the top left.
- Name this new folder.
Creating a Rule
1. To create a new rule, right click on any message
2. Go down to Rules
3. Click on "Create Rule..."
4. In the new dialogue box that pops up, there are a variety of settings you can change to fit to your preferences.
- 4.1 At the very top, you can customize your rule name
- 4.2 In the next box, there are three default settings that can be added or taken away. When you click the + sign, a new set of criteria will be added. When you click the - sign, the criteria will be taken away. You can add or subtract as many lines of criteria as you need.
- In the small box that says "Is" can also be changed to "Contains"
- By setting it to Is - all emails from that address will follow your rule
- By setting it to Contains - If there is more than one email address included, all emails that contain that specific email address will follow the rule.
- In the small box that says "Is" can also be changed to "Contains"
- 4.3 If you wish to add criteria, by default the new criteria will say Body. If you click it, a new drop down menu will appear with all the other options. You can customize them to your liking.
5. After all your criteria is set, the next box that says, "Do the following:" is what happens to the email. You can customize these settings just like the criteria settings. Look back at steps 4.1-4.3. 6. Click OK
Example
If you would like certain emails from somebody to go into a specific folder instead of your inbox, you can add their email address to the From line in the criteria.
1. If you need to create a new folder to move the emails to, make sure you do so before setting up the rule. Visit Creating a New Folder
2. To move it to a folder, make sure in the box "Do the following:" has Move to Folder selected.
3. Select the name of the folder you want the email(s) to be moved to.
4. Click OK
More wiki articles
External links
For more information about creating rules in Outlook, click here
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