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In Outlook 2010: Effective Email Management, author Gini Courter demonstrates techniques to streamline the Outlook mailbox workflow. The course covers strategies for customizing views, adding filters, utilizing flags, and creating and organizing folders. The course also shows how to automate tasks as well as make effective use of QuickSteps to process email, and more.
Outlook rules are a lot like Quick Steps, but they run in the background. With Quick Steps, you choose when to initiate the series of actions. With rules, they run automatically, whether you click on anything or not. We are going to take a look at how we can create a rule from an existing message, and in the next video we will see how we can create rules from scratch. Let's start with a message from LinkedIn. Now we get all these LinkedIn that come, and the more connected we are, the more of them we will get. These represent links that we have to folks that we do business with.
So we want to have them in our Inbox. But we don't necessarily want to handle them first as soon as we come back from vacation. There is a good reason to keep them all together in one place. So what we are going to do is we are going to create a folder called LinkedIn in our Inbox and then create a rule that says if I get an e-mail that comes from LinkedIn, I'd like you to automatically move it to that folder so I can do all of my networking work at one time; maybe during my lunch break or late in the week. Let's start then by creating that folder.
I will click the Inbox. We will go to Folder > New Folder, and we will create a folder called Linked In, in our Inbox a Mail and Post Items folder click OK. So there is our new folder that we will use to store LinkedIn items in. I return to my Inbox, and I am going to find any of the messages that come from LinkedIn, and here is one of them right here. Now I have two ways that I can approach this; I can go Home, and I can choose Rules, and you will notice that the very first choice is Always Move Messages From: LinkedIn.
Or I can right-click the message and choose Rules, and you will notice I see exactly the same menu. So I am going to say always move messages from LinkedIn. I am now prompted with the Rules And Alerts dialog box that asks me okay, what folder would you like to put it in? You will note that I could have created the folder right now because I have a new folder button, but I felt comfortable creating it. First, I am going to choose my Linked In folder and say OK, and that creates the rule. Now you might notice that the message from LinkedIn I was sitting on a moment ago is gone.
If I go to the Linked In folder, those items have already been moved, and every incoming e-mail that has LinkedIn as the sender will automatically be moved to my LinkedIn folder. If I worry at all that I won't see messages when I want to see them, I could choose to put the LinkedIn folder up in my Favorites list, and that way I wouldn't have 80 or 90 messages from LinkedIn appearing, and all of a sudden realize, I haven't checked that folder recently. I can also choose to have messages that were sent by a particular person, as well as this kind of a newsletter approach for LinkedIn.
So I can choose any message and say, I would like that to always go to one place. For example, I know that any message coming in from Arthur Lot is absolutely about Oilfest, and it is an administrative message. Arthur is a vendor that is actually providing tables and tents and that kind of things, so any message that comes from Arthur, I know exactly where it needs to go. So I can either right-click on the message and choose Rules > Always Move Messages From: Arthur, or I can choose Rules up here on the Home tab > Always Move Messages and again, I will be prompted where should they go? And I will say actually, they are going in Oilfest Admin. Click OK.
The rule is created, and the messages from Arthur are moved to Oilfest Admin, right where I asked to have them placed. Every new incoming message from Arthur will go to this folder, absolutely. I will see them because I already have this folder listed up here in my favorites. Those messages from Arthur are going to jump out because the folder will turn bold, and the number of messages will increase. So if you simply want to move a message that comes from a sender to a particular folder, whether or not it already exists, creating a rule from that message is the fast and easy way to do that in Microsoft Outlook.
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