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Using Rules to stay organized

From: Outlook 2007 Essential Training

Video: Using Rules to stay organized

Another great tool Outlook gives you to help stay organized are Rules. You can use Rules to do things like when messages come in from your boss, automatically set them as high importance. Or automatically flag them for follow- up, or how about take messages with a certain word, like saying meeting in the subject line, and put them in the folder called Meetings. Let's go to the Tools menu to get at the Rules. Choose Rules and Alerts. Here you'll see any Rules you already have, and there's one in here by default. It says "Clear categories on mail". So when you receive mail, if it's had a color category set on it, it'll automatically clear that so that you can set your own.

Using Rules to stay organized

Another great tool Outlook gives you to help stay organized are Rules. You can use Rules to do things like when messages come in from your boss, automatically set them as high importance. Or automatically flag them for follow- up, or how about take messages with a certain word, like saying meeting in the subject line, and put them in the folder called Meetings. Let's go to the Tools menu to get at the Rules. Choose Rules and Alerts. Here you'll see any Rules you already have, and there's one in here by default. It says "Clear categories on mail". So when you receive mail, if it's had a color category set on it, it'll automatically clear that so that you can set your own.

Let's create a New Rule. And we have two ways we can do this. We can choose one from a template, so we can say, move messages from someone to a folder, or move messages with specific words in the subject to a folder, or you can start from a blank Rule that will either check messages when they arrive, or after they've been sent. In this case, I'm just going to do a blank one so I can show you what some of the options are. Check messages when they arrive, so when I get new messages... Let's click Next... We can first set some conditions.

In this case, I want to check messages that have specific words in the subject. To set what the words are, come down here in Step Two and click on "specific words", and you can type the words you want in the list. Note that you can add multiple words in here in the search list. Note that you can use multiple conditions, so I've set a condition of "Apply this rule after the message arrives with meeting in the subject." I can also say where my name is in the To: box. And notice the "and" here, so we'll build a set of conditions together.

I just want things with meetings in the subject, so let's go Next. And you can do a variety of things, from moving it to a specified folder, which is exactly what we want to do. So, to choose the folder, I'll click on the word "specified" down below, and I wanted to put it in my Meetings folder here under Saved Messages. Notice I can click New to create a folder right at this time if I'd like. You can do lots of things with these messages, copy to a specific folder instead of moving it, forward it automatically to people or a distribution lists, set or clear a flag, print it, play a sound, start an application, mark it as read, run the script, all kinds of things you can do here.

Even perform a custom action. But I just want to move it to the Meetings folder, so that's fine for now, I'll click Next. You can also set exceptions, say don't do this if it's flagged for action, or if my name is in the Cc box. I don't need any exceptions, but there's a great many to choose from here. Now, we'll give it a name.

Try and be very descriptive. Move messages with "meeting" in the subject to the "Meetings" folder. Step two is to run this Rule now, and by default, it's set to turn on the Rule. If it's a rule you want to run all the time, make sure you leave this to turned on. I'm also going to run it now, because I want it to run on messages in my Inbox currently. I'm ready to go, I'm going to choose Finish. Notice that at any time, you can take a look at your list of Rules, and only the ones with a checkmark beside them will be on, or working.

If you only want to run a Rule sometimes, don't check it off here, so don't turn it on. Then just click on Run Rules Now. When you do that, you can choose which ones you'd like to run, and on what folder you'd like to run them. And you could include subfolders or not. You can apply it to all messages, or only certain ones like to read or unread and then choose Run Now. You also have some other Options here. Primarily, you could Export and Import your Rules, and if you've a upgrade your version of Outlook, you can also upgrade your Rules.

The new Rules in 2007 give you many more options and are much more flexible. You can also Enable Rules on RSS Feed if you like, but in most cases, I don't find this applicable. So we created our new Rule and ran it, and now if we check in the Meetings folder, here are two messages that had the word meeting in the subject, and they were both automatically put into the Meetings folder.

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This video is part of

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Outlook 2007 Essential Training

69 video lessons · 31716 viewers

Sean Conrad
Author

 
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  1. 1m 38s
    1. Welcome
      19s
    2. Starting Microsoft Office Outlook 2007
      1m 19s
  2. 5m 20s
    1. What is Microsoft Office Outlook 2007?
      58s
    2. Exploring the user interface
      1m 33s
    3. Learning about the Ribbon
      2m 11s
    4. Using the Office button and the Quick Access toolbar
      38s
  3. 18m 6s
    1. The Inbox
      58s
    2. Reading email
      2m 14s
    3. Flagging for follow-up
      2m 6s
    4. Categorizing messages
      2m 2s
    5. Previewing attachments
      3m 45s
    6. Organizing messages
      3m 4s
    7. Dragging messages to create other items
      1m 27s
    8. Finding messages
      1m 16s
    9. Deleting messages
      1m 14s
  4. 23m 14s
    1. Creating a message
      27s
    2. Addressing email
      3m 39s
    3. Formatting text
      2m 10s
    4. Attaching and inserting
      6m 38s
    5. Flagging
      1m 41s
    6. Proofing tools
      1m 43s
    7. Sending email
      37s
    8. Sending and receiving internet email
      1m 22s
    9. Replying and forwarding
      2m 15s
    10. Resending a message
      54s
    11. Recalling and replacing a message
      1m 48s
  5. 31m 55s
    1. Viewing the Calendar
      1m 59s
    2. The different types of Calendar items
      55s
    3. Creating Appointments
      1m 9s
    4. Setting Appointment details pt. 1
      4m 46s
    5. Setting Appointment details pt. 2
      38s
    6. Creating Meetings and inviting people
      3m 46s
    7. Responding to Meeting Requests
      4m 11s
    8. Creating Events
      2m 15s
    9. Creating Tasks
      3m 1s
    10. Adding Holidays
      58s
    11. Printing the Calendar
      1m 31s
    12. Sharing Calendars
      4m 16s
    13. Managing multiple Calendars
      2m 30s
  6. 22m 12s
    1. Viewing Contacts
      1m 6s
    2. Searching for Contacts
      1m 48s
    3. Creating a new Contact
      4m 0s
    4. Editing the details of a Contact
      5m 56s
    5. Configuring business cards for Contacts
      4m 23s
    6. Categorizing Contacts
      56s
    7. Creating Distribution Lists
      3m 9s
    8. Printing Contacts
      54s
  7. 9m 30s
    1. Viewing Tasks
      1m 26s
    2. Creating a new Task
      45s
    3. Setting Task details
      4m 4s
    4. Using Reminders
      2m 16s
    5. Completing and deleting Tasks
      59s
  8. 4m 11s
    1. Creating new Notes
      1m 36s
    2. Forwarding Notes
      48s
    3. Date/Time Stamps
      47s
    4. Categorizing Notes
      1m 0s
  9. 32m 22s
    1. Adding additional email accounts
      3m 13s
    2. Creating and using Signatures
      3m 36s
    3. Customizing the look of your email messages
      2m 19s
    4. Polling with Outlook
      2m 51s
    5. Tracking messages
      3m 16s
    6. Directing replies to another email address
      1m 14s
    7. Configuring the Junk E-mail Filter
      8m 31s
    8. Using Rules to stay organized
      4m 35s
    9. Reading RSS feeds
      2m 47s
  10. 9m 23s
    1. Cleaning up your mailbox
      1m 3s
    2. Configuring Outlook options
      4m 34s
    3. Backing up and restoring your Outlook information
      3m 46s
  11. 10s
    1. Goodbye
      10s

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