We launched a new IT training category! Check out the 140+ courses now.

Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Creating message rules

From: Entourage 2008 for Mac Essential Training

Video: Creating message rules

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.

Creating message rules

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, garrickchow@comcast.net, 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.

Show transcript

This video is part of

Image for Entourage 2008 for Mac Essential Training
Entourage 2008 for Mac Essential Training

40 video lessons · 8272 viewers

Garrick Chow
Author

 
Expand all | Collapse all
  1. 1m 2s
    1. Welcome
      1m 2s
  2. 14m 53s
    1. The toolbar
      5m 22s
    2. The Favorites bar
      2m 14s
    3. The main window and the Quick Filter
      3m 58s
    4. Components overview
      3m 19s
  3. 24m 21s
    1. About identities and accounts
      2m 30s
    2. Creating a new account
      11m 13s
    3. Configuring POP and IMAP settings
      5m 32s
    4. Importing data from other mail applications
      3m 19s
    5. Making Entourage your default email application
      1m 47s
  4. 27m 57s
    1. Importing contacts from the Address Book
      3m 26s
    2. Adding contacts
      6m 49s
    3. Display and search options
      6m 53s
    4. Creating groups
      3m 1s
    5. Working with vCards
      3m 22s
    6. Exporting contacts
      4m 26s
  5. 24m 3s
    1. Viewing the Calendar
      6m 26s
    2. Adding events
      10m 59s
    3. Sending and receiving invitations
      6m 38s
  6. 33m 42s
    1. Working with notes
      5m 58s
    2. Creating tasks
      5m 9s
    3. Flagging an item as a to-do
      6m 20s
    4. Linking items
      5m 2s
    5. Using My Day
      11m 13s
  7. 28m 56s
    1. Creating a new message
      7m 17s
    2. Formatting text
      3m 33s
    3. Adding a signature
      4m 33s
    4. Adding attachments
      5m 19s
    5. Replying to email
      2m 44s
    6. Forwarding and redirecting email
      3m 0s
    7. Sending email
      2m 30s
  8. 25m 13s
    1. Checking for new mail
      3m 10s
    2. Receiving and saving attachments
      4m 42s
    3. Managing junk mail
      7m 58s
    4. Creating message folders
      5m 0s
    5. Creating message rules
      4m 23s
  9. 16m 31s
    1. Creating a new project
      4m 55s
    2. Adding items to the project
      8m 59s
    3. Backing up the project
      2m 37s
  10. 22s
    1. Goodbye
      22s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Entourage 2008 for Mac Essential Training.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.