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In the previous movie, I created two folders in my Inbox to store messages sent to my Gmail account and to my Comcast account, but right now I have to drag messages from my Inbox into their respective folders manually. What I'd like to do in this movie is show you how to create rules in Entourage to do this sort of thing for you automatically. Rules are basically a collection of criteria that you set up. Entourage then checks messages against the rules you created and if the messages fit that profile, Entourage performs whatever task you've set up for that scenario. For example, you can set up rules to put a copy of all outgoing mail sent to your mom into a Mom folder or to automatically delete attached files from certain people, if you know that they always include say, a graphic of their signature or some other cutesy image that you don't really need to see every time you get an e-mail from them.
The possibilities aren't really endless, but they come pretty close. So let's take a look at how rules work. I'm going up to the Tools menu and pull up Rules. That opens up your Rules window here. You can see we have options here for POP mail rules, IMAP, if you're working with Hotmail or an Exchange server, you can create rules for those as well. If you're working with Microsoft News Server or you can set up rules for outgoing mail. Each different e-mail account you have should have its own set of rules if you're going to create rules. So I'll create a new rule for my Gmail account to start off with. So let's go ahead and click New.
That creates an Edit Rule and I'll call this Gmail. And you can see we basically have an If section and a Then section. In the If section you determine what properties the mail will have and in the Then section you determine what will then happen to the e-mails have that particular property. So you can see we can continue to Add Criterion to those sections or Remove Criterion and we can choose to execute this if all criteria are met, if any are met, so if I have multiple criteria I can say that they all have to met or just any of them have to be met. We also the choice of unless any criteria are met or unless all criteria are met.
I'm going to choose if all criteria are met. I'm going to say... Any to recipients, Contains- it actually has my Comcast address in here but since this is my Gmail rule I'm setting up here, I'll put my Gmail address in here. garricklynda@Gmail.com So it's basically saying any e-mail that comes in, if it has this address in it, then do something down here. Notice we can do things like change the status so I can say, it's not junk e-mail. I can change the priorities so basically any e-mail that came to this account I can make high priority. We can do things like automatically forward an e-mail to another address or save any attachments that might be attached. We could even play sounds or notify or even do things like print the message. In this case, I'll say OK, if the e-mail has my Gmail address in it, I want to move the message to my Gmail folder. I don't need to set a category or anything like that. So basically I'll click down here, you can see the highlight that appears around that set of criterion and I'll remove that action.
So basically all this says right now is if I get an e-mail and it's to this address, move it to my Gmail folder, on my computer, and I'll make sure that's enabled. Click on OK and there's my first rule. Incidentally, you can enable and disable rules just by clicking this box here. Now I'll create one for my Comcast account. Call this one Comcast and I'll say Any To recipient, Contains, email@example.com, and again, I'll just say Move message, to my Comcast folder and again I don't need this second criterion here. So let's remove that and there's my second rule.
So now I have two rules. I'll go ahead and close that. Now unfortunately the rules to work on mail I've already received. but any mail that I get from this point on that fits my criteria, should get routed correctly. So I'll check for new mail to see if this works. And yup. Looks like I got a Gmail and notice nothing changed in my Inbox here, even though I have the Inbox selected, this mail from Carl, which was sent to my Gmail account automatically got sent to my Gmail folder because of that rule. Now my suggestion to you is to play around in the Rules area. Just pull up Tools, go to Rules.
Click Create New Rule and just play around and see what's available in here and you'll get yourself better acquainted with the things that are available in here and you can figure out some cool rules you can set up. So if you find yourself doing repetitive actions in Entourage, check out the Rules section, play around with the criteria and see if you can get Entourage to do all the work for you.
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