{"id":9721,"date":"2017-12-06T11:55:08","date_gmt":"2017-12-06T11:55:08","guid":{"rendered":"https:\/\/www.targetintegration.com\/?p=9721"},"modified":"2017-12-06T11:55:08","modified_gmt":"2017-12-06T11:55:08","slug":"how-to-write-rules-in-outlook","status":"publish","type":"post","link":"https:\/\/targetintegration.com\/en_in\/how-to-write-rules-in-outlook\/","title":{"rendered":"Step-by-step guide for creating rules in Outlook"},"content":{"rendered":"

A rule is an action that Outlook for Windows runs automatically on incoming or outgoing messages. You choose what triggers the rule as well as the actions the rule takes. For example, you can create a rule to move all messages from your manager into another folder, or you can delete all messages with “Buy now!” in the subject line. There are many ways that you can use rules in Outlook to better manage your preferences, and make life that bit easier. We’ve created a detailed ‘how to’ guide to help you master rules in Outlook.<\/span><\/p>\n

How rules in Outlook can help you manage email messages<\/span><\/h3>\n

By using rules, you can reduce manual and repetitive actions needed to manage your email messages. When you turn rules on, they run continuously and automatically.<\/span><\/p>\n

Rules generally fall into one of two categories\u2014organization rules, or notification rules. You can use the Rules Wizard to help you design rules to manage your messages.<\/span><\/p>\n

The Rules Wizard includes templates for the most frequently used rules. If you need some extra advice about how to use the Rules Wizard, there’s a handy one here<\/a>. We’re now going to go through how to create rules in detail.<\/span><\/p>\n

The kinds of rule templates to choose from<\/h3>\n
    \n
  1. Stay organised<\/strong><\/span>
    \nThese are rules that help you to file and follow up on messages. For example, you can create a rule for messages from a specific sender, such as Bobby Moore, with the word “sales” in the subject line. This can be flagged for follow-up, categorized as Sales, or moved to a folder called Bobby’s Sales.<\/span><\/li>\n
  2. Stay up-to-date<\/b><\/span>
    \nThese are rules that notify you in some way when you receive a particular message. For example, you can create a rule that automatically sends an alert to your mobile when you receive a message from a family member.<\/span><\/li>\n
  3. Start from a blank rule<\/strong><\/b><\/span>
    \nThese are rules that you create from scratch.<\/span><\/span><\/li>\n<\/ol>\n

    Now let’s talk about how to create rules in Outlook:<\/span><\/h2>\n

     <\/p>\n

    Step 1: Choose an Outlook rules template<\/h3>\n

     <\/p>\n

    1. Choose ‘rules’ > manage rules & alerts’ from the ribbon or choose the ‘file’ tab and then choose ‘manage rules & alerts’.<\/span><\/p>\n

    2. In the ‘rules and alerts’ dialog box, on the ‘e-mail rules’ tab, choose ‘new rule’.<\/span><\/p>\n

    3. In the Rules Wizard, under Step 1: Select a template. Pick one of the default templates under ‘stay organized’, ‘stay up to date’, or, ‘start from a blank rule’.<\/span><\/p>\n

    Step 2: Edit the rule description<\/span><\/h3>\n

    When you create rules in Outlook, each one of the rule templates that you chose in Step 1 has slightly different options for Step 2. <\/span><\/p>\n

    When the options require you to make a choice, for example, to specify a sender or choose a folder, the option will be underlined. For this example, we’ve picked one of the most common rules; to move messages from a person to a folder.<\/span><\/p>\n

    1. Choose ‘people or public group’ in the edit description box to display your address book. Either choose a name from your address book, or type the person’s address in the ‘from’ box, then choose ‘OK’.<\/span><\/p>\n

    2. Choose ‘specified’ to display a list of your folders. You can choose an existing folder, or choose ‘new’ to create a new folder. When you’ve selected the appropriate folder, choose ‘OK’.<\/span><\/p>\n

    If you want to explore advanced options for the rule, choose ‘n<\/strong>ext’<\/b> and then skip to ‘advanced rule options’ below. Otherwise, choose ‘f<\/strong>inish’<\/b>. This returns you to the ‘r<\/strong>ules and alerts’<\/b> window. From here, you can create another rule or choose ‘<\/strong>OK’<\/b> to save your changes.<\/span><\/p>\n

     <\/p>\n