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Outlook for Mac 2011 Power Shortcuts turns Outlook for Mac users into power users, with time-saving tips and tricks to maximize efficiency and productivity. Author David Rivers shares his top 10 tips, a master list of little-known features such as text messaging and the ability to work offline in Outlook, and reveals shortcuts for organizing email and dealing with the inbox, working with the calendar and contacts, and customizing the Outlook interface.
Now keeping track of every single message as it comes in and then dealing with those messages appropriately can take a lot of work to stay organized. That is unless you let Outlook handle some of that workload for you. In this movie we're going to look at two rules to help you stay organized automatically. It requires setting up Rules. And Rules can be created a couple of different ways. Let's say, for example, you receive messages on a regular basis with a similar topic; for me it's the Employee Holiday Event. Instead of cluttering up the Inbox maybe a message like this should go to its very own folder and we're going to tell Outlook to do it automatically by creating a Rule.
You can do this by clicking the Rules button on the Home tab of the Ribbon. Here you'll see two options at least; one for applying Rules and one for editing or creating Rules. You can also go to a message where such a Rule might apply and right-click it, and from that pop-up menu you can go down to Rules and say the same options. To create a brand-new rule, this requires us to choose Edit Rules. Now we can create Rules for the different accounts, an Exchange server if you've connected; Hotmail or Gmail, for example, to an IMAP or POP account; you can select those as well.
I am going to go with Exchange, and now to create the new Rule I just click the Plus sign at the bottom left-hand corner of the Rules Pane. This opens up an Edit Rule dialog and now I can type in the name of my new Rule. For me it's going to be Holiday Event; you can type in whatever you like. That's the name of the Rule and now we have two sections to fill in, the If or the Then section. Now the If section is where we set up Criteria. So what happens is it all messages or just certain messages? You can see there is one criteria here already and we can add more if we wanted to.
We'll click where it says All messages and you'll see there's quite a long list of criteria to choose from. For me it's going to be Subject. And when I select Subject I now get options for Contains and then look at that, the text is already there because of the message that was selected when I created this Rule. So instead of Contains I could choose Does not contain, Is, Is not, Starts with, Ends with; but in this case Contains is perfect and maybe I don't need Employee Holiday Event; just the words Holiday and Event, just like that.
So if the Subject contains Holiday Event, then what? That's the action portion. Down below we can add additional actions, remove existing actions, and you'll see there's already a couple there to start working with. And we don't want it to Change status so we'll click that button to see some other options. Instead we want to move it to a folder, so we're going to select Move message. Now where is it going to? Not the Inbox. I'll click that button to choose a folder. And you can choose an existing folder or if you need to create a new folder.
I don't have one called Holiday Event so I am going to click New Folder, and I am going to type in Holiday Event, just like so. And now I am going to choose where that folder is going to go. I want it in my Twotreesoliveoil account so I am going to select it and click OK. There it is; that's already selected. All I have to do is click the Choose button to choose it, and it now appears in my Action section. If I wanted additional ones, I could add them down below, but that's okay; I am going to click OK. And I've got my brand-new Rule.
So when I close this up, this will apply to any new messages coming in where the words Holiday Event appear in the subject. What about the existing ones? Well, I can apply Rules to selected messages. If I want to make sure I get every one of them, Command+A selects every message and I'll go to the Rules button. I can apply all my Rules to the selected messages, or look at this. We've got one, Holiday Event. That's the one I want to apply, give it a click. Now any messages that had Holiday Event in the subject have been moved to a new folder over here on the left- hand side, called Holiday Event.
There's only two of them so far, but both of them are moved to that folder. Any new ones regarding the Holiday Event will be moved there automatically as well, nice little time-saver. All right, another option is to have some kind of notification appear just to let you know that a new message is coming in. Maybe the new message should make a sound or maybe a little notification icon should appear. Well, you have those options by setting up Rules as well. Click the Rules dropdown and Edit Rules.
Now of course, we can edit existing Rules by double-clicking them, or we can select existing Rules and delete them using the Minus sign. We want to add a new Rule so we're going to click the Plus sign. Again, untitled appears. Let's call this one New Mail and it can be from a person if you wanted to. I am going to choose Olivia. I get a lot of mails from her and it's usually important. So I want some kind of notification. Criterion, not All messages so I am going to click where it says All messages and choose From.
Over here, Contains, or Is is a good option. And I'll see the existing email there, but instead I am going to type in firstname.lastname@example.org, perfect! So any messages from her, what's going to happen, not Change status. We'll click that button and instead go down to the section for notifications. We can play a sound, animate the Outlook icon, display a dialog or a notification; I want a notification to appear.
And then what's going to appear in that notification? Just the Subject and Olivia's name or subject and a preview; it's up to you, and click OK. You've got that new Rule. Any mail now coming in from Olivia, you'll see a little icon up here. A little notification window with the subject. You'll know that you've got the new mail. It's usually urgent, perfect! Go to your Inbox to see what it's all about. When you're done with your Rules, just close it up and go back to working with Outlook.
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