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Earlier in this chapter we set some automatic replies. Automatic replies are a specific kind of rule that are available in OWA, but you can write other rules as well. So for example, I can create an Inbox rule about how email is handled when it comes in. Let's see how that works. After I choose Options in Inbox Rule, it says choose how mail will be handled, rules will be applied in the order shown. I can create a new rule. Now there are four built-in templates; one is to create a new rule for an arriving message.
Then this one allows you to move messages from a person or from a specific email account. The third allows you to move messages that include specific words in the subject. And then you have the ability to move messages that are sent to a group and then finally, you can delete messages with specific words without ever having seen them yourself. This is a dangerous thing to do, but you can do it if you wish. I want to create a new rule for arriving messages. The first thing I have to do is say when the message arrives. and these are my possible categories, it was received from a particular person, it was sent to a particular person, it includes these words in the subject and so on.
So different choices you can make. The last choice here apply to all messages is actually the built-in type of rule that we use when we use out of office. Every message that comes in sends back and reply, that says; hey I am out of the office. But I'm actually looking for message that was received from a particular person and includes these words in the subject or the subject to body, so I am going to say it includes these words in the subject. Planning is one of the choices and I can specify some other words in the subject, too. Perhaps I'd like Budget as well, but I want planning or plan or Long Range that's also another Planning word, so three choices here and I am going to click OK.
So when the message arrives, it includes these words in the subject. I can choose to move the message to a folder, mark it with a category, redirect the message, delete it or send a text message to someone. I'm going to mark the message with the category, Planning. It's okay. Now I have a few more options. So when message arrives, do this. I can say except if and add an exception. I don't really want to add an exception here, but let me give you an example when we might. I might say when the message arrives that is from the CEO's assistant, who sends out lots and lots of messages to different people about organizational issues, then put it in the Announcements folder that I created in my Inbox, except if my name is in the to box or the only recipient listed.
So if the CEO's admin writes to me only or puts my name in the To box, well then break the rule, because maybe the CEO is invited me to lunch. But normally if it was sent from the CEO's assistant, who sends out all of these announcements kinds of things, then go ahead and move it to the Announcements folder. So that's what an exception is for. I don't need to have an exception here. This is my rule. It says subject contains long range or Planning and I'm going to go ahead and click Save. So if I have a new email that comes in, this rule will be processed and it will then do the actions that I detailed, that I would like it to do.
I can see the details about it by clicking the Details button, it will mark it with the category Planning automatically when the message comes in. So I can move items, I can delete them I can mark them, I can flag them, any of those things that I might choose to do when I create a new rule, who it was from and do these following actions as I wish. That's the heart of rules in OWA. If you want stronger rules, if you want rules that say well, if it's from this company, this domain for example, if I get a message from Microsoft.com and it's not sent to a distribution list, it's sent to me directly do this with it; or let's say you manage clients and all of the emails that come from a particular client, you want put in back clients folder unless it's marked as having importance.
If you want to do two or three or four different conditions together, then you'll want to sign in to Outlook. The Outlook client lets you write stronger rules. So there's another possibility is that for more complex rules you actually want a more complex piece of software. But for most of your rules that you'd like to do, move a message, categorize a message and so on, OWA is going to do a great job for you.
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