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Outlook 2010 Power Shortcuts

Three automatic rules for incoming messages


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Outlook 2010 Power Shortcuts

with David Diskin

Video: Three automatic rules for incoming messages

I've never liked repeating the same task, so I'm glad Outlook has extensive support for rules to deal with the e-mails I receive. A rule is something that's applied to incoming e-mails, and if they match a certain criteria, a set of actions are carried out. Here I'll give you three examples of rules that I use, and how to create each one. Rule number one: creating a newsletter folder. Here is an e-mail newsletter I subscribe to. I don't want it to clutter up my Inbox, so I'm going to tell Outlook to automatically move these newsletters to their own folder.
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  1. 1m 7s
    1. Welcome
      1m 7s
  2. 15m 24s
    1. Finding a contact in seconds
      47s
    2. Viewing Outlook in multiple windows
      54s
    3. Sending a text (SMS) message from Outlook
      53s
    4. Viewing the schedule for an entire group
      1m 55s
    5. Setting your default Address Book
      1m 14s
    6. Color-coding important messages
      1m 17s
    7. Sending business cards via email
      1m 27s
    8. Using Quick Parts to avoid retyping
      1m 55s
    9. Adding hyperlinks to an email
      2m 36s
    10. Conducting a vote via email
      2m 26s
  3. 34m 52s
    1. Working with folders and subfolders
      2m 52s
    2. David's Rule of Email Organization
      2m 9s
    3. Staying organized with shortcut keys
      1m 49s
    4. Conversation view
      2m 9s
    5. Three ways to change how your Inbox displays
      2m 48s
    6. Deleting old messages
      2m 20s
    7. Three automatic rules for incoming messages
      4m 47s
    8. Creating a rule that replies with a message
      2m 39s
    9. Four ways to deal with junk email
      2m 50s
    10. Two ways to find an email
      2m 33s
    11. Repeating searches with Search Folders
      1m 12s
    12. Applying Quick Steps
      4m 42s
    13. Using the Activity Feed
      2m 2s
  4. 31m 1s
    1. Seven shortcut keys for sending emails
      1m 27s
    2. Three ways to use your Address Book
      2m 14s
    3. Three ways to send email to lists or groups of people
      2m 38s
    4. Five ways to use the Bcc field
      3m 27s
    5. Five ways to use formatting effectively
      2m 25s
    6. Three ways to spice up the occasional email
      2m 18s
    7. Four faster ways to attach a file to email
      2m 46s
    8. Skipping attachments altogether
      1m 45s
    9. Sharing your Calendar via email
      1m 43s
    10. Marking an email for follow-up
      1m 9s
    11. Setting up multiple signatures
      3m 0s
    12. Two unusual ways to use the Drafts folder
      2m 25s
    13. Holding an email in your Outbox
      2m 2s
    14. Inserting a screenshot
      1m 42s
  5. 8m 42s
    1. Five ways to create a task
      2m 50s
    2. Three ways to view your tasks
      2m 9s
    3. Three ways to change task due dates
      1m 10s
    4. Four ways to customize your Tasks folder
      1m 36s
    5. Setting task reminders (alarms)
      57s
  6. 17m 41s
    1. Four ways to reschedule an appointment
      2m 42s
    2. Four ways to track appointment details
      2m 14s
    3. Creating recurring appointments
      2m 0s
    4. Two ways to clone an appointment
      1m 37s
    5. Working with time zones
      2m 57s
    6. Setting the time zone of an appointment
      2m 10s
    7. Changing the time scale
      55s
    8. Finding an appointment quickly
      1m 1s
    9. Using the Calendar with shortcut keys
      2m 5s
  7. 13m 9s
    1. Adding a photo to a contact
      58s
    2. Tracking birthdays and anniversaries
      1m 19s
    3. Getting directions to a contact's address
      46s
    4. Three ways to customize your Contacts list
      2m 3s
    5. Adding a field to your Contacts list
      1m 13s
    6. Filtering your Contacts list
      1m 38s
    7. Merging your contacts into Microsoft Word
      2m 12s
    8. Customizing a business card's appearance
      1m 48s
    9. Quickly view and add a new contact
      1m 12s
  8. 19m 7s
    1. Using Outlook Today
      1m 16s
    2. Navigating through Outlook with the keyboard
      53s
    3. Windows 7 Quick Tasks
      42s
    4. Organizing by category
      3m 23s
    5. Setting an out-of-office message
      3m 1s
    6. Working offline
      1m 59s
    7. Ten email netiquette tips
      5m 4s
    8. Six tips for supervisors and managers
      2m 49s
  9. 6m 52s
    1. Customizing the Navigation pane
      1m 8s
    2. Customizing other panes
      3m 11s
    3. Customizing the Quick Access Toolbar
      2m 33s
  10. 54s
    1. Additional resources
      54s

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Outlook 2010 Power Shortcuts
2h 28m Intermediate Jan 18, 2011

Viewers: in countries Watching now:

In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.

Topics include:
  • Navigating Outlook with keyboard shortcuts
  • Conducting a poll through email
  • Sending automated replies using rules
  • Managing junk mail
  • Utilizing search folders for repeating searches
  • Sharing a calendar via email
  • Creating multiple signatures
  • Mail merging contacts into Microsoft Word
  • Customizing Outlook's panes and the Quick Access Toolbar
Subjects:
Business Productivity
Software:
Office Outlook
Author:
David Diskin

Three automatic rules for incoming messages

I've never liked repeating the same task, so I'm glad Outlook has extensive support for rules to deal with the e-mails I receive. A rule is something that's applied to incoming e-mails, and if they match a certain criteria, a set of actions are carried out. Here I'll give you three examples of rules that I use, and how to create each one. Rule number one: creating a newsletter folder. Here is an e-mail newsletter I subscribe to. I don't want it to clutter up my Inbox, so I'm going to tell Outlook to automatically move these newsletters to their own folder.

I can either pull down the Rules menu here, or right-click on the message and choose Rules here. I'll get the same options either way. Outlook has built-in rules ready to go. I can just choose Always move messages from and the e-mail address that follows to begin creating the new rule. A dialog box appears asking me where to place messages that are from that e-mail address. Since I don't yet have a folder for it, I'm going to create a new one.

I'd like this new folder to exist inside my Inbox. So I'll choose Inbox, hit New, and then create a new one called Newsletters. The folder is now created inside my Inbox, and I'll click OK. Not only was the rule created, but Outlook automatically ran it on my Inbox. This means that now any newsletters that are from that e-mail address, anywhere in my Inbox, are automatically gathered up and moved to my Newsletters folder.

Now, let me show you a second rule. I'm going to create a pop-up alert when I get an e-mail from my boss, Judith. Just like before I'm going to find an e-mail that I already have from her in my Inbox. When I right-click on her e-mail this time and choose Rules, there's no rule that says to create a pop-up alert, so I'm going to create a new one. This dialog box is the simple version of the Create Rule Wizard. I can select the condition--from my boss-- and an action--display the New Item Alert window.

That's all I'm going to have to do here. Notice that there is an Advanced button for more options, and we'll try that out in our third example. For now, I'm going to create the rule and hit OK. Outlook lets me know that the rule will only be effective when Outlook is running; in other words, it won't run on the server. Now, I just sit back and wait for Judith to send me a new e-mail. And there it is: a new message from Judith. There is the subject line of the message, along with the date it was received.

I can open it or close the alert. In my third example, I'm going to show you how to create a rule that automatically assigns a category to an e-mail. Since I'm planning the company picnic, I'd like for every e-mail that contains the word "picnic" to automatically be assigned to the Picnic category. To do this, I'm going to use the Advanced Rule Wizard. I'll pull down the Rules menu and choose Create Rule. Since the simple version doesn't offer the options that I need, I'll click Advanced Options.

Now, I'll specify a condition. My condition is going to be with specific words anywhere in the subject or body. So I'll choose this option here, and specify not new candidate, but rather, picnic. Since some people are calling it the party, I'm going to add that term as well. Together, this forms my condition. I'll hit Next to move on and specify an action. With every e-mail that contains the words "picnic" or "party," I'd like to assign them to the Picnic category.

I can choose this box here to make that happen. Finally, I can move on to the third step which allows me to specify any exceptions. And since there are none, I'll finish things up, and my rule is finished. Now, if I would like to run the rule on those messages already in my Inbox, I can. I'll go to the Folder tab, click Run Rules Now, specify the rule I'd like to run, and click Run Now.

Now, if I scan through my Inbox, I'll see all the messages with the word "picnic" or "party" indicated with the purple category. As you can see, the flexibility and ease of the Rules feature makes it one of Outlook's most powerful and useful features.

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