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Two rules for handling incoming messages

From: Outlook for Mac 2011 Power Shortcuts

Video: Two rules for handling incoming messages

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.

Two rules for handling incoming messages

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 olivia@twotreesoliveoil.com, 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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This video is part of

Image for Outlook for Mac 2011 Power Shortcuts
Outlook for Mac 2011 Power Shortcuts

63 video lessons · 3931 viewers

David Rivers
Author

 
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  1. 1m 19s
    1. Welcome
      1m 19s
  2. 20m 26s
    1. Switching identities inside Outlook
      3m 45s
    2. Sending text (SMS) messages from Outlook
      1m 10s
    3. Speeding up your typing with AutoCorrect
      1m 35s
    4. Working offline
      2m 24s
    5. Choosing what prints from an email message
      1m 40s
    6. Replying with an excerpt only
      47s
    7. Scheduling when the Trash is emptied
      2m 48s
    8. Backing up Outlook data with Time Machine
      1m 45s
    9. Searching for content across multiple items
      1m 9s
    10. Six timesaving keyboard shortcuts
      3m 23s
  3. 36m 4s
    1. Using a folder system
      2m 52s
    2. Email organization best practices
      2m 25s
    3. Four keyboard shortcuts for organizing email efficiently
      2m 39s
    4. Changing how a folder displays
      3m 1s
    5. Tracking messages with conversation view
      2m 17s
    6. Best practices for deleting messages
      2m 59s
    7. Two rules for handling incoming messages
      6m 5s
    8. Creating a rule to automatically reply
      2m 20s
    9. Two ways to find the right email quickly
      4m 25s
    10. Saving searches with Smart Folders
      2m 2s
    11. Creating a custom arrangement
      2m 7s
    12. Automating junk email protection
      2m 52s
  4. 33m 59s
    1. Sending email with shortcut keys
      2m 13s
    2. Two address book tricks
      3m 5s
    3. Three ways to send email to groups of people
      4m 13s
    4. Five BCC tricks
      3m 59s
    5. Two attention-grabbing formatting options
      1m 30s
    6. Three email attachment tricks
      2m 16s
    7. Sending content without using an attachment
      2m 23s
    8. Reminding yourself to follow up on a message
      2m 6s
    9. Customizing multiple signatures
      2m 30s
    10. Using the Drafts folder
      2m 0s
    11. Inserting a line separator in a message
      54s
    12. Setting up an out-of-office notification
      2m 19s
    13. Five email etiquette tips
      2m 34s
    14. Five tips specifically for managers
      1m 57s
  5. 24m 3s
    1. Three ways to reschedule appointments
      2m 12s
    2. Two ways to create a recurring appointment
      3m 40s
    3. Four ways to track appointment details
      2m 35s
    4. Duplicating appointments
      1m 43s
    5. Working with time zones
      3m 11s
    6. Changing the time scale
      1m 25s
    7. Finding appointments fast
      1m 24s
    8. Seven calendar keyboard shortcuts
      2m 7s
    9. Using My Day
      3m 55s
    10. Creating your own custom calendar
      1m 51s
  6. 12m 25s
    1. Adding photos to contacts
      1m 19s
    2. Keeping track of anniversaries
      1m 26s
    3. Getting address directions
      1m 41s
    4. Three ways to view a contacts list
      1m 45s
    5. Adding a new field to a contacts list
      1m 54s
    6. Forwarding contact information
      1m 19s
    7. Adding and viewing contacts quickly
      1m 12s
    8. Syncing Outlook, Apple, and MobileMe address books
      1m 49s
  7. 9m 17s
    1. Three methods for creating tasks
      2m 47s
    2. Three options for viewing tasks
      2m 16s
    3. Three ways to change task due dates
      2m 8s
    4. Setting task reminders
      2m 6s
  8. 5m 21s
    1. Customizing the Outlook toolbar
      2m 0s
    2. Customizing the Navigation pane and the Ribbon
      2m 14s
    3. Customizing the Reading pane
      1m 7s
  9. 46s
    1. Additional resources
      46s

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