Join Gini von Courter for an in-depth discussion in this video Create a rule from a message, part of Efficient Email Management with Outlook 2016.
- [Voiceover] Rules in Outlook 2016 are a lot like Quick Steps, with one major exception. With a Quick Step, you as the user always have to take the initiative. You click the Quick Step in order to fire it up. With Rules, you create them and then you turn them loose, and they run in the background. I want to contrast the Quick Step we created for Bay Area IT 2019, with a Rule for Bay Area IT 2019, so that you'll see the difference.
Let's find a message about Bay Area 2019. And you might wonder, why did we get all these messages with exactly the same subject? 2019 Bay Area IT. It's almost spooky that all of these different users would use exactly the same nomenclature. Well, no it's not. We have a link on our website, that says click here for more information about the survey, or to volunteer. And when the user clicks, that message is addressed to come to me, and the subject is predetermined.
So the message the came here from Leslie, the message that came from Kathie, those messages were sent through the website, and so I know exactly what that incoming pitch looks like. The message says, 2019 Bay Area IT, and all I need to do is catch it when it comes in with a Rule. Let's see how to do that. So I'm going to select either one of these. Right-click and choose Rules. Now, my first choice is to create a Rule based on the sender, because we do that frequently.
Take all the messages that come from my boss, and put them in a folder. Take all of the messages that come from my administrative professional, put them in a folder. But in this particular case, I don't want to move messages based on who they came from. I want to move a message based on something else about it, it's subject, so I'm going to click Create Rule. And the reason I'm doing this, rather than creating a new Rule is that I'm gonna get a little bit of an assist creating this Rule. The assist that I get is it's going to read in the basic information the basic conditions, that this email came from Kathie, that this is the subject, and it was sent only to me.
So that if it's one of those things I can just choose it. And indeed, it is. Subject contains 2019 Bay Area IT. Move the item to the folder Bay Area IT 2019. That's kind of cool. Now, if I'm watching for these to come in, I don't want to have to look at my folders all the time to see if I have something new there. And I find that it's not intrusive at all to display a new item alert on the desktop, briefly, that will let me see that. So I frequently will turn on the desktop alert for items that I'm moving automatically with Rules.
Some people hate the alerts, if you're one of those folks, don't do this. And some people will play a sound. I find that to be less thrilling. But I'm going to display the New Item Alert window, I'm going to move this item to the folder, and my Rule is all done. I'm gonna click OK. And I will have created this Rule. Now notice, this Rule runs when I get email with the selected conditions.
The email that I have already is still sitting here, because I'm not getting it, it's already here. So I can run this Rule now on the messages that are already in the folder, already in my Inbox, which is the current folder, if I wish. But first, there is another item in the center that says this Rule is a client-only rule, and it will run only when Outlook is running. In other words, if I'm out of the office, this Rule won't run until I come back and turn Outlook on again.
And you might wonder, why is that the case? Is that true all the time? The answer is no, it's not. So what choice did I make that could only happen when Outlook was running? Desktop alert. If I want this Rule to run so it's not a client or a desktop-only Rule, but would run also in the post office, in Exchange, I need to remove that choice of displaying a desktop alert. And we're going to do that in the next movie, but not here.
I'm not going to run this Rule now on messages, we'll do that in the next movie too. I'm simply going to say OK, and I have a new Rule. I'd like to also create a Rule that moves messages that I receive from a particular person. So when I receive messages from Inge, I want to move all of the messages that I recieve from Leslie Trew, to a particular folder. So I have a few of them. I'm just gonna find any one.
There we go, right here. Right-click, Rules. Always Move Messages from Leslie D. Trew. You bet. A dialog's gonna pop up and ask me where I'd like to put them. And typically, if I'm doing something like this, I want to create a new folder with this person's name. And perhaps From. From Leslie. Say OK. There's my new folder. Say OK again.
And there it went. If I go look in the From Leslie folder, not just one message, both messages. Automatically ran. Didn't get any feedback about whether this can run all the time, because I didn't choose anything that would prohibit it from being able to run whether Outlook was open or closed. So when I'm out of the office and on vacation, all of the messages that come from Leslie will go to that folder, even if Outlook isn't running.
This is how we create Rules based on a particular message in Microsoft Outlook 2016. In the next movie, we'll take a look at how we can create custom rules, even if we don't have a message yet that meets the criteria that we wish to select.
- Viewing messages by conversation
- Ignoring a conversation
- Using Mailbox Cleanup
- Arranging email by date or by sender
- Sorting and filtering views
- Creating inbox folders
- Customizing and using categories
- Using a custom search folder
- Creating Quick Steps and email rules
- Using automatic replies